Registry Assistant at Tower Sacco

JOB DESCRIPTION

Reporting to the Registry Officer, the job holder will ensure that records management is a discipline which utilizes an administrative system to direct and control the creation, version control, distribution, filing, retention, storage and disposal of records, in a way that is administratively and legally sound, whilst at the same time serving the operational needs of the SACCO and preserving an adequate historical record.

Duties

• Ensure implementation of the records management guidelines, procedures, standards and policies.
• Reorganizing files and documents in view of maintaining the most efficient and effective document retrieval and accessibility.
• Preparing and maintaining records inventories both manual and electronic and keeping the inventory register up to date.
• Maintaining and creating clear, secure, accurate and reliable records.
• Managing files and their movements.
• Ensuring orderliness and security of the registry.
• Collaborating with branches in ensuring preservation of long-term, temporary and permanent electronic records including migration as necessary.
• Ensuring that all obsolete records are disposed or transferred in accordance with applicable disposition policies and procedures.
• Perform general registry duties such as sorting, preparing members’ circulars and notices for dispatch, and attending to registry-related enquiries.
• Ensure compliance with relevant legislation and regulations on confidentiality of data.
• Any other duty that may be assigned by the Registry Officer, Head of HR, C.E.O. or any authorized officer.

Background Requirements

• Strong management, negotiation and report writing skills.
• Computer literacy and familiarity with standard office computer applications.
• Excellent interpersonal and communication skills.
• Ability to work under pressure and meet deadlines.
• Excellent organizational skills.
• Results driven and customer focused.
• Possess strong analytical skills.

Preferred Qualifications

Formal Qualifications

• Diploma/Higher Diploma in Records Management or Business Information Management. A degree in a related field will be an added advantage.
• Demonstrable working knowledge of DMS or EDMS.
• Possess working knowledge of computerized office.
• KCSE (C Plain) with C (plain) in English.
• Minimum of three (3) years’ experience in record management in a reputable firm or financial institution shall suffice.

Person Specifications

• Be of exemplary integrity and honesty.
• Below 35 years of age.
• Must be a team player.
• Proficient and forward thinking.
• Analytical with a hands-on approach to monotonous tasks.
• Self-driven and results oriented.
• Demonstrate integrity and professional competence.
• Excellent organization skills.
• Good communication and interpersonal skills.