Relationship Officer – Registry at Africa Management Solutions Limited (AMSOL)

Key Responsibilities

• Maintain accurate and uptodate records management systems for efficient document retrieval and archiving.
• Manage receipt, distribution, dispatch, and tracking of internal and external mails within agreed service timelines.
• Facilitate retrieval and return of loan documents, customer files, and operational records as requested by authorized departments.
• Maintain proper registers and tracking systems for all retrieved and archived documents.
• Ensure safe custody, confidentiality, and proper handling of all organizational records and files.
• Coordinate archiving of loan and operational records in line with records management policies and procedures.
• Liaise with branches and departments to ensure timely repatriation and filing of documents.
• Support internal and external audit exercises by availing requested records and supporting documentation.
• Ensure proper disposal and destruction of obsolete records in compliance with approved policies.
• Maintain a clean, organized, and secure records storage environment.
• Support collection and recovery functions through timely retrieval of loan documentation.
• Identify records management risks and recommend process improvements to strengthen operational controls.
• Ensure adherence to internal controls, records management procedures, and regulatory requirements.
• Escalate operational issues relating to missing, delayed, or incomplete documentation appropriately.
• Participate in departmental initiatives, continuous improvement activities, and selfdevelopment programs.
• Perform any other duties assigned by management from time to time.

Qualifications & Requirements

• Bachelor’s Degree in Business Administration, Records Management, Information Science, Library Science, Commerce, or a related field.
• Additional certification or training in records management or archives administration will be an added advantage.
• Minimum of 2 years’ relevant experience in records management, registry operations, or administrative support.
• Experience in banking, microfinance, SACCO, or financial services sector is highly preferred.
• Experience in the same business is preferred.
• Good understanding of records management procedures and document control systems.
• Proficiency in Microsoft Office applications including Excel and Word.
• Strong organizational and administrative coordination skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Ability to work under pressure and meet strict timelines.

Key Competencies

• Records and document management
• Administrative coordination
• Attention to detail and accuracy
• Organizational and filing skills
• Communication and interpersonal skills
• Operational risk awareness
• Time management and multitasking
• Confidentiality and integrity
• Problemsolving and analytical thinking
• Team collaboration and customer support