Registry Officer (Business Analyst 1) at Central Bank of Kenya

Job Purpose

The role holder will execute the day-to-day operations of the GSD Registry, ensuring the proper creation, maintenance, storage, retrieval, and disposal of official documents and files, thereby supporting the overall efficiency and information security of the organization.

Roles / Responsibilities

Records and File Management

• File Movement: Manage the movement of files and documents both within the department and between offices, ensuring proper documentation of file movement using a file movement register/system.
• Filing and Retrieval: Ensure timely and accurate classification, indexing, and filing of official correspondence, documents, and records according to the established subject filing system.
• Mail Processing: Receive, sort, open, record, date stamp, distribute and track all incoming and outgoing mail and official correspondence.
• Security and Inventory: Assist in implementing security and confidentiality measures to prevent unauthorized access, loss, theft, or destruction of documents.
• Documentation: Prepare, file, and folio documents into the appropriate subject files, ensuring proper attachment of documents.
• Records Maintenance: Maintain the cleanliness and organization of the shelves, cabinets, and document storage areas within the Registry.
• Reporting: Support the preparation of reports on registry activities, including tracking file movements and inventory of records

General support and compliance

• Archiving Assistance: Assist in the physical arrangement and inventorying of records scheduled for appraisal, retention, or transfer to the archive(s).
• Query Handling: Attend to staff inquiries regarding file location, search, and retrieval of documents, ensuring prompt and efficient service.
• Systems Support: Operate and maintain equipment used in records management, such as photocopiers, scanners, and document binding machines.
• Ad-Hoc Duties: Perform any other lawful duties related to records management and support services as instructed by other senior registry officers and Manager.

Qualifications

• Bachelors Degree in Records Management, Information Technology, Information Science, or an equivalent qualification from a recognized institution.

Work Experience

• Minimum of three (3) years’ relevant experience working in Records Management within a busy office environment.