Job Openings at DNA Jobs

Job Reference: CPMSL.1/2020
Department:CREDIT
Reporting to: HEAD OF CREDIT

JOB DESCRIPTION

The portfolio manager is responsible for growth and management of the business loan portfolio through credit underwriting, managing the prescribed portfolio quality and profitability. The portfolio manager owns and is accountable for understanding credit risks associated with the business loans portfolio.

DUTIES OF A CREDIT PORTFOLIO MANAGER- SALARIED LOANS

• Drive the credit strategy through salaried loans portfolio.
• Enforce Credit Policy and risk management policy with regards to salaried loan portfolio.
• Ensure accurate completion of internal loan reviews and determination of appropriate risk ratings. Provide credit risk management of the salaried loan portfolios
• Formalize action plans for loans having upcoming maturity dates
• Review of loan applications and analysis of credit information to assess member’s credit worthiness
• Conducts in-depth analysis of pay slips, MPAs, other bank & M-pesa statements of salaried loans applicants.
• Exercise due diligence in operations on Know your customer (KYC),Anti-money laundering (AML) to prevent and detect frauds and forgeries.
• Provides advice and guidance to credit officers at the branch level regarding salaried loan policies and procedures, credit analysis, financial statement evaluation, and credit investigations.
• Administers loan portfolio to ensure proper mix of loan types, maximization of yields, maintenance of quality control, and minimization of losses
• Implement and maintain controls for underwriting, loan administration and collections of salaried loans.
• Continuous and timely updating of loan accounts with periodical repayments to reflect accurate member’s balances;
• Efficient recovery of all matured loans; Continuous monitoring of loan repayment for timely detection of non-payment and or stoppage;
• Collaborate with relevant stakeholders and check-off providers in tracing defaulted loans and initiating recovery measures.
• To ensure the attainment of Loan repayment & recovery department targets, objectives and management of PAR per product and overall.
• Advise the Head of Credit on all matters relating to debt management and loan recovery;
• To ensure the development & implementation of succession planning policies through the establishment of coaching & mentorship programs; and Preparation and submission of periodic repayment and recovery reports to the Head of Credit for onward discussion by the management and the Board.
• Provide analytical data in relation to product, demographic, gender, sectorial reporting etc.
• Any other duties that may be allocated by the Head of Credit or the C.E.O.

BACKGROUND REQUIREMENTS

• Proven experience, as a credit portfolio manager or similar role in credit department.
• Strong business acumen.
• Sufficient knowledge of modern management techniques and best practices in credit management.
• Ability to meet business targets and goals.
• Excellent organizational skills.
• Be of exemplary integrity and honesty.
• Must be empathic to Customer needs.
• Be decisive and possess quick judgment skills.
• Possess excellent business writing skills.
• Be proactive and initiative.
• Have excellent communication and interpersonal skills.
• Must be self- motivated and be ready to work with minimum supervision.
• Be a team player.

PREFERRED QUALIFICATIONS

Formal Qualifications

• A relevant degree or Diploma.
• A professional qualification in credit is an added advantage.
• At least 6 years’ experience in a financial institution.
• Be between 32 – 40 years of age.
• Minimum KCSE (C Plain) with C (plain) in English & Mathematics

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Only shortlisted candidates shall be contacted.

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Job Reference: CPMAFBML.2/2020
Department: CREDIT
Reporting to: HEAD OF CREDIT
Location: HEAD OFFICE

JOB DESCRIPTION

The portfolio manager is responsible for the overall asset management and reporting for portfolio of loans to support the development of housing, growth and management of the business loans through credit underwriting, managing the prescribed portfolio quality and profitability. As part of Credit, the portfolio manager supports the achievement of the Society’s overall credit work plan goals in relation to Asset finance, Business and mortgage loans.

DUTIES OF A CREDIT PORTFOLIO MANAGER- ASSET FINANCE, BUSINESS AND MORTGAGE FINANCE LOANS

• Drive the credit strategy through business loans portfolio
• Enforces Credit Policy and risk management policy with regards to business & Asset Finance loan portfolio
• Ensure accurate completion of internal loan reviews and determination of appropriate risk ratings. Provide credit risk management of the business loan portfolios
• Formalizes action plans for loans having upcoming maturity dates
• Review of loan applications and analysis of credit information to assess customer's credit worthiness
• Conducts in-depth analysis of balance sheets and profit and loss statements of business loans applicants
• Conduct regular site visits and prepare site visit reports to the Head of Credit for all loans in his/her portfolio. This will include but not limited to site inspections, appraisals reviews and borrower or project financial analysis.
• Exercise due diligence in operations on Know your customer (KYC),Anti-money laundering (AML) to prevent and detect frauds and forgeries.
• Provides advice and guidance to credit officers at the branch level regarding business loan policies and procedures, credit analysis, financial statement evaluation, and credit investigations.
• Administer loan portfolio to ensure proper mix of loan types, maximization of yields, maintenance of quality control, and minimization of losses
• Implement and maintain controls for underwriting, loan administration and collections of business loans.
• Provide analytical data in relation to product, demographic, gender, sectorial reporting etc.
• To ensure the attainment of Loan repayment & recovery department targets, objectives and management of PAR per product and overall.
• Any other lawful duties as may be assigned from time to time by the Head of Credit or the C.E.O.

BACKGROUND REQUIREMENTS

• Proven experience, as a credit portfolio manager or similar role in credit department
• Strong business acumen
• Sufficient knowledge of modern management techniques and best practices in credit management
• Ability to meet business targets and goals
• Excellent organizational skills
• Be of exemplary integrity and honesty
• Must be empathic to Customer needs
• Be decisive and possess quick judgment skills
• Possess excellent business writing skills
• Be proactive and initiative
• Have excellent communication and interpersonal skills
• Must be self- motivated and be ready to work with minimum supervision
• Be a team player

PREFERRED QUALIFICATIONS

Formal Qualifications

• A relevant degree or Diploma.
• A professional qualification in credit is an added advantage.
• At least 6 years’ experience in a financial institution.
• Be between 32 – 40 years of age.
• Minimum KCSE (C Plain) with C (plain) in English & Mathematics

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

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Job Reference: ICTM.3/2020
Department: ICT

Reporting to: Head of ICT
Location: Head Office

MAIN PURPOSE OF THE JOB

Reporting to the Head of ICT, the ICT manager will be responsible for managing and administering multiple database systems Including back-up, performance tuning, capacity planning, monitoring critical events and documentation.

JOB OBJECTIVES

• Maintaining data integrity, security and access-monitoring user access, developing and maintaining system security in line with standards and ensuring compliance to all standards.
• Independently analyzing, solving and correcting issues in real time, correcting issues in real time, providing problem resolution end-to-end.
• Applying data modeling techniques to ensure development and implementation support efforts, meet integration and performance expectations.
• Implementing strategiesfor data base high availability and scalability and with project teams to ensure a smooth deployment of new services.
• Providing technical mentorship and cross-training
• Prepare, review and monitor the ICT Annual Budget and Operating Plan, participate in the purchase, installation, configuration of ICT platform to ensure integrity, awareness, updates and security of all ICT resources in line with the Society’s strategic plan.
• Development & Review of ICT Policy.
• Develop and Communicate disaster mitigation and recovery plans in-case of system failure/malfunction in order to ensure business continuity.
• Responsible for management, development and security of information and communication systems.
• Evaluate and/or recommend purchases/disposal of computers, network hardware, peripheral equipment, and software.
• Investigate, recommend and install enhancements and operating procedures that optimize network availability and reliability.
• Participate in National and international conferences to gain knowledge on ICT best practices that the Society could employ.
• Undertake training needs analysis of ICT staff and users, conduct in-house and organize for external training
• Supervise and appraise the System, Network Administrator [WAN/LAN], Information Security Officer and Webmaster.
• Prepare and submit departmental work plans to the Head of ICT.
• Keep abreast with new ICT developments so as to advise the SACCO to take advantage of emerging technologies.
• Enforce staff compliance with ICT policy and other departmental laid down procedures
• Mentor departmental staff continuously, builds team spirit and implement measures that ensure optimal performance of the staff.
• Empower information users continuously to be able to use the existing SACCO information system competently by doing one on one training, regular group training or a combination of both.
• Assist the Head of ICT with the implementation of Society’s projects as required.
• Liaising with ICT staff and helping in establishing ICT user support knowledge.
• Evaluate the performance of the staff supervised by conducting a quarterly and annual appraisal
• Any other lawful duties as may be assigned from time to time by the Head of ICT or the C.E.O.
• Customer focus
• Maintain and build customer relationships on an ongoing basis with key stakeholders in order to further grow the SACCO business.
• Maintain and build internal relationships in order to ensure a strong network and support structure to facilitate the unit’s initiatives.
• Maintain and present a professional image of the Society.

BACKGROUND REQUIREMENTS

• Education: Formal Qualifications
• B.Sc. (Computer Science, Information Technology or related field), Higher Diploma/ Diploma in Computer Science
• Knowledge of Operation of various SACCO software systems and dbases, Software development and Networking techniques
• CCNA/LINUX/LAN/WAN/CISSA /C[+] and MCSE Certification
• At least 6 years relevant experience in the same or related position.
• Professional Level of Education:
• A combination of any two of the following qualifications: Data base Administration, Network Administration (N+), MCSE, and Linux Administration, CISSA, CCNA

PERSON SPECIFICATIONS

• Be of exemplary integrity and honesty
• Be between 32 – 40 years of age.
• KCSE C+ (Plus) with C (plain) in Mathematics and English
• Must be empathic to Customer needs
• Have excellent financial analytical skills to assist in Monthly preparation of P&L, statements of financial position, and reconciliations.
• Be decisive and possess quick judgment skills
• Possess excellent business writing skills
• Be proactive and initiative
• Have excellent communication and interpersonal skills
• Must be self- motivated
• Be a team player

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Job Reference: IAM.4/2020

Department: Internal Audit
Reporting to: Head of Internal Audit
Location: Head Office

MAIN PURPOSE OF THE JOB
Reporting to the Head of Internal Audit, the job holder will offer support in matters pertaining to audit, risk and compliance within the Society.

JOB OBJECTIVES

• Develop the scope of scheduled internal audit reviews and documenting internal audit work programs for approval by the Head of Internal Audit.
• Conduct internal audit procedures in accordance with approved internal audit work programs and prepare reports documenting the findings.
• Conduct regular compliance testing on Society’s operations both at the Head office and the Branches to ensure adherence with approved policies, procedures as well as statutory requirements.
• Carry out follow-ups to ensure proper and timely implementation of adopted internal audit recommendations.
• Keep internal control procedures updated.
• Contribute to the conduct of special audits such as forensic and compliance audits to determine compliance to and not compromise to the internal controls.
• Participate in development, implementation and maintenance of policies, objectives, short and long term planning, development and implementation of projects and programs to assist in accomplishment of established goals.
• Manage performance of audit assignments, review work papers and audit reports, edit reports prepared by the Audit assistants.
• Carry out investigations of suspected improprieties in a confidential and professional manner Prepare timely annual departmental Audit work plans and implement them. The audit plan should cover audit activities, for the Head office and at the branches.
• Mentor departmental staff continuously, build team spirit and implement measures
• that ensure optimal performance of the staff.
• In Liaison with the Head of Internal Audit, recommend amendments in the internal control systems and promote compliance with the same
• To continuously audit the use of SACCO resources in regard to expenditure, payroll and imprest and make appropriate recommendations
• Establish credible fraud detection steps in audit programs, investigate allegations of frauds and review fraud prevention controls and detection processes put in place by the Management and make recommendations for improvement and /correction or enhancement needed to maintain and improve effectiveness and compliance.
• To audit all loan application forms and ascertain that they are no delinquent loans and the society’s relevant policies and procedures are followed.
• To ensure no loss occurs from areas already audited and no risk was mentioned in audit reports.
• To audit all erroneous refunds posted so as to ascertain their accuracy and do monthly reports to the Head of Internal Audit.
• To interact with the external auditors and ensure that recommendations given during the external audit are being implemented by the management. Ensure that the society is audited at least twice per year by External Auditors.
• To analyze the budgeting process of the SACCO and carry out regular budget reviews to ascertain that the budgets are adhered to.
• Continuously undertake risk assessment and manage risks related to internal audit
• Check and verify transactions randomly or in full
• Prepare monthly quality audit reports on the findings, suggest corrective and preventive actions and discuss the reports with relevant organs in the SACCO.
• Evaluate performance of the staff supervised and the branches or departments in general by conducting a quarterly and annual appraisal and giving an audit rating to the staff/branch/Department based on the audit finding.
• Analyze investments made by the SACCO to ensure investment policy was followed, investments are safe, and they do not exceed prudential standards of the SACCO
• Co-operate with external auditors on matters regarding internal control and any other matters arising from their work
• Checking monthly and final financial statements to ascertain their accuracy and completeness
• Conducting surprise checks in the treasury and Front Office (teller’s cubicles) to ensure that all operations procedures are complied with.
• Verification of all payments and receipts.
• Reviewing internal controls including the scope of the internal audit program, the internal audit findings and recommend action to be taken by the Board of Directors.
• Reviewing any related party transactions that may arise within the Society.
• Ensuring that policies and control procedures are sufficient to safeguard against error, carelessness, conflict of interest, self-dealing and fraud.
• To have unrestricted access to records, assets and explanation and information from personnel as it is deemed necessary to carry on his/her work in the course of the business.
• To implement, without delay, all recommendations from government regulatory bodies, BOD, external audit reports and consultants based on agreements arrived at with BOD.
• To supervise day to day accounting activities of staff in the Department and provide support and backstopping to the work of staff in the Department.
• To participate in seminars to keep abreast of the changes and their impacts on the SACCO.
• To seek opportunities to enhance skills and value to the SACCO and make suggestions for improvement.
• Any other duties assigned by the Head of Internal Audit and the C.E.O.
• Customer focus
• Maintain and build customer relationships on an ongoing basis with key stakeholders in order to further grow the SACCO business.
• Provide customer service levels within the framework of “Going the Extra Mile”, but not to the detriment of the SACCO.
• Maintain and present a professional image of SACCO and its core business within the market place (grooming, punctuality, confidentiality/non-disclosure, customer communication, customer contact).

BACKGROUND REQUIREMENTS

Education: Formal Qualifications

• Minimum registered CPA (K) or its recognized equivalent. A Bachelor of Commerce, BBA Accounting/Finance, diploma in Co-operative Management and experience in Financial Operations or any other recognized equivalent qualification would be an added advantage.
• Have at least 6 years practical experience in a busy financial institution with a minimum of 2 years in internal/external audit environment.
• Computer literate
• Minimum C+ in KCSE, C (plain) in Mathematics and English.
• Active registered ICPAK Member.
• Professional Level of Education:
• CPA[K]/systems audit

PERSON SPECIFICATIONS

• Be between 32 – 40 years of age
• Flare in Current Financial and Business Trends
• Have unquestionable Integrity
• Excellent People Management Skills
• Possess excellent interpersonal communication skills.
• Well versed with contemporary legal, taxation and business trends
• Must be a good team leader.
• Deadline-Oriented, Attention to Detail, Confidentiality,
• Analytical and problem-solving skills and Knowledge of SASRA regulations.

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

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Job Reference: BM.5/2020
Department: OPERATIONS
Reporting to: HEAD OF OPERATIONS
Location: BRANCH

JOB DESCRIPTION

The Branch Manager is responsible for the Branch Business and efficient daily operation of a full service branch office. These include sales and marketing of SACCO products and services, branch operations, lending, customer service, and security and safety in accordance with the SACCO's objectives.

DUTIES OF A BRANCH MANAGER

• In-charge of all Branch activities.
• Implement all SACCO policies in respect to the branch.
• Co-ordinate the FOSA operations in accordance with the operations manual.
• Ensure the operations of the treasury are well handled by;
• Having dual custodians at all times.
• Ensure that cash held in the Branch does not exceed the insurance cover limit.
• Prepare reports such as reconciliations, trial balance, quarterly reports, liquidity reports, loan reports, savings projections in respect of FOSA Operations. These will be given to the Head of Finance for consolidation with other branch reports.
• Direct all operational aspects including service channel operations, customer service, human resources, administration, marketing and sales.
• Assess local market conditions and identify current and prospective sales opportunities.
• Develop forecasts, financial objectives and business plans.
• Meet SACCO business and operations performance goals and metrics.
• Manage branch revenue, operating costs and profitability in line with the budget allocation.
• Bring out the best of branch’s personnel by providing training, coaching, personal development and motivation.
• Locate areas of improvement and propose corrective actions that meet challenges and leverage
• growth opportunities.
• Share knowledge with other branches and Chief Managers on effective practices, competitive intelligence, business opportunities and needs.
• Develop and implement branch strategy and sales plans to ensure achievement of branch targets.
• Adhere to high ethical standards, and comply with all regulations/applicable laws.
• Network to improve the presence and reputation of the branch and company.
• Stay abreast of competition and provide reports on market movement and penetration.
• Addressing promptly customer service satisfaction issues as raised by members.
• Exercise due diligence in operations on Know your customer (KYC) and Anti-money laundering (AML) to prevent and detect frauds and forgeries.
• Ensure periodic visits to the SACCO’s agents under the branch or satellite for monitoring, ensuring compliance with the SACCO Agency guidelines as well as responding to queries or addressing issues affecting the agents.
• Work closely with sales teams at the branch to supervise train and advice.
• Take primary responsibility for managing and minimizing the inherent and potential risks.
• Ensure the safe keeping of Branch Assets including structures, equipment, inventory and cash.
• Any other lawful duties as may be assigned from time to time by the Head of operations, the C.E.O. or any other person in authority.
• BACKGROUND REQUIREMENTS
• 1) Proven branch management experience, as a branch manager or similar role
• 2) Sufficient knowledge of modern management techniques and best practices in channel management
• 3) Ability to meet business targets and goals
• 4) Familiarity with SACCO rules and regulations
• 5) Excellent organizational skills
• 6) Results driven and customer focused
• 7) Leadership and human resources management skills

BACKGROUND REQUIREMENTS

Formal Qualifications

• B/com/BBA/BBM/BCOB/BCCD or CPA (K)
• Those with a diploma in business related course will have an added advantage.
• Five (5) years’ experience in a financial institution.
• KCSE C+ (Plus) with C (plain) in Mathematics and English

PERSON SPECIFICATIONS

• Be of exemplary integrity and honesty
• Be between 35 – 40 years of age.
• Must be empathic to Customer needs
• Must have a valid driving license
• Be decisive and possess quick judgment skills
• Possess excellent business writing skills
• Be proactive and initiative
• Have excellent communication and interpersonal skills
• Must be self- motivated and be ready to work with minimum supervision
• Be a team player

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Job Reference: BOO.6/2020
Department: OPERATIONS
Reporting to: BRANCH MANAGER
Location: BRANCH

JOB DESCRIPTION

Reporting to the Branch Manager, the incumbent shall be responsible for reviewing and analyzing expenditures of the branch to ensure they are in conformity with the budget and as well advise the Branch Manager on issues such as resource utilization and assumptions underlying budgets forecasts.

DUTIES OF A BRANCH OPERATIONS OFFICER

• Deputize the Branch manager in his/her absence.
• Prepare various monthly reports that compare budgeted costs to actual cost including treasurer’s report.
• Effective custodianship of the vault and its reconciliation.
• Cash management through; Teller cash replenishment, cash balancing and inter-teller transactions.
• Propose/review amendments to procedures for efficiency and effectiveness.
• Maintain the branch cash book and ensure its reconciliation with the bank and source documents.
• Computing and fixing of Fixed Deposits for the members and drawing of banker’s cheques.
• Monitor the performance of branch loans portfolio.
• Maintain branch accounting.
• Ensure banking premises are well maintained.
• Ensure that all customers are served in an orderly manner and without delay.
• Receive complaints from the customers and act on them on the spot and where not in a position, direct them to the superiors.
• Ensure periodic visits to the SACCO’s agents under the branch or satellite for monitoring, ensuring compliance with the SACCO Agency guidelines as well as responding to queries or addressing issues affecting the agents.
• Strive at all times to ensure the customer is comfortable and receiving the necessary attention.
• Encourage customers to give their service comments on the provided forms and have them inserted in the suggestion box.
• Ensure that all complaints/suggestions are presented to a staff meeting, discussed and prompt action taken to remedy the situation.
• To undertake management and development of Branch staff.
• Prepare reports on customer care to guide management in development of suitable products and delivery system.
• Implement Branch risk management policies.
• Exercise due diligence in operations on Know your customer (KYC)and Anti money laundering (AML) to prevent and detect frauds and forgeries.
• Any other lawful duties as may be assigned from time to time by the Branch Manager or any other person in authority.

BACKGROUND REQUIREMENTS

• Proven experience in a similar role
• Sufficient knowledge of modern accounting techniques and best practices.
• Ability to meet business targets and goals
• Excellent organizational skills
• Results driven and customer focused
• Be of exemplary integrity and honesty
• Must be empathic to Customer needs
• Be decisive and possess quick judgment skills
• Possess excellent business writing skills
• Be proactive and initiative
• Possess analytical and critical thinking skills.
• In-depth Knowledge of the asset management and market structure sectors preferred.
• Have excellent communication and interpersonal skills
• Must be self- motivated
• Be a team player

PREFERRED QUALIFICATIONS

• Education: Formal Qualifications
• Have a business-related degree.
• At least five (5) years’ experience in a financial institution.
• Certification in banking will be an added advantage.
• Minimum KCSE (C Plain) with C (plain) in English & Mathematics
• Be between 30 – 40 years of age.

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Job Reference: ALO.7/2020
Department: CREDIT
Reporting to: BRANCH MANAGER
Location: BRANCH

JOB DESCRIPTION

The Assistant Loans officer is to promote the creation of awareness as well as recruit and manage groups and individual business clients on deposit mobilization, collection of information about potential solvency of credit applicants, loan appraisal, disbursement and follow up for repayment.

DUTIES OF ASSISTANT LOANS OFFICER

• In-charge of MPAs administration.
• In-charge of loan recovery and tracking.
• Explain to members and would be members on the different types of credit facilities and options that are available and the terms of those services.
• Obtain and compile loan applicant’s credit histories and other financial information.
• Providing support for complex data analysis and extraction.
• Carry out reconciliation between the MPAs and the General Ledger postings.
• Assist in preparing summaries on shares, deposits and loan postings.
• Generating defaulter’s list and administration.
• Appraise loan applications as guided by the Credit policy and the procedure manuals.
• Use the opportunity to cross-sell all other products and services offered by the SACCO in order to maximize revenues while enhancing customer’s satisfaction levels.
• Assist in processing refunds of over deductions /double deductions.
• Use intelligence to verify the authenticity of the person presenting instruments of loan appraisal.
• Exercise due diligence in operations on Know your customer (KYC) and anti-money laundering (AML) to prevent and detect frauds and forgeries.
• Maintain appropriate filing systems and update the DMS by scanning all documents for the department.
• Collections and maintaining quality portfolio. Portfolio At Risk -30 days and PAR – 90 days
• Any other lawful duty as may be assigned by the Branch Manager,Portfolio Manager, the Head of Credit or any other person in authority.

DESIRED QUALITIES

• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Must possess strong interpersonal skills
• Must be able to communicate clearly, both written and orally.
• Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback
• Be of exemplary integrity and honesty
• Must be empathic to Customer needs
• Be decisive and possess quick judgment skills
• Possess excellent business writing skills
• Be proactive and initiative
• Possess analytical and critical thinking skills .
• Have excellent communication and interpersonal skills
• Must be self- motivated
• Be a team player

PREFERRED QUALIFICATIONS

• Education: Formal Qualifications
• Relevant degree/diploma and certifications.
• Three (3) years’ experience in credit management in a financial institution.
• Minimum KCSE (C Plain) with C (plain) English & Mathematics.
• Be between 24 –35 years of age.

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

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Job Reference RO.8/2020
Department: ADMINISTRATION
Reporting to: REGISTRY SUPERVISOR
Location : BRANCH

JOB DESCRIPTION

Reporting to the Registry Supervisor, 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 Tower SACCO and preserving an adequate historical record.

DUTIES OF A REGISTRY OFFICER

• Design, develop and maintain sound filing systems, business classification schemes and undertake records surveys;
• Set up and review documenting records systems;
• Prepare, scan, reassemble and index documents ready for filing.
• Establish retention and disposal schedules
• Advise on new records management policies, providing a framework to guide the staff in the management of their records and use of Documents Management system.
• Assign record and or date correspondences, loan forms, account opening forms and other forms of incoming as well as outgoing correspondence handled by the registry.
• Locate and isolate outdated or unnecessary records ready for disposition or transfer to the archive according to the Records Management policy guidelines.
• Find, retrieve and disburse information from files in response to phone or physical requests from authorized users.
• Keep complete and accurate records of documents requested, filed or removed, using appropriate physical and electronic registers as well as tracking documents removed from files to ensure that requested files/documents are returned after use for proper storage.
• Ensure compliance with relevant legislation and regulations on confidentiality and Data protection.
• Archive records for past members and preserve corporate memory and heritage.
• Perform general Registry duties such as sorting, preparing members circulars and notices for dispatch, attending to registry related enquiries and ensuring the safety and security of the registry.
• Maintain an updated manual and digital Society’s membership register.
• Train the registry staff and or all the members of staff on new trends in Document Management .
• Any other duty that may be assigned by the Registry Supervisor, Human Resource Manager, C.E.O. or any authorized officer.

BACKGROUND REQUIREMENTS

• Good communication and interpersonal skills combined with the ability to work with many different people.
• Ability to anticipate changing demands for use of information.
• Excellent research and organizational skills.
• Commitment to professional development.
• Knowledge of industry specific software.
• Good negotiation skills.
• An analytical mind. 8) Working knowledge of current legislation regarding data protection and freedom of information.
• Be of exemplary integrity and honest
• Be decisive and possess quick judgment skills
• Be able to motivate and mentor a team
• Be a team player
• Be proactive and possess initiative

PREFERRED QUALIFICATIONS

Education: Formal Qualifications

• Bachelor’s Degree in any of the following: Records Management /Information Science / Information Management.
• A Diploma in any of the above coupled with 5 years’ working experience in Records management in a reputable financial institution shall suffice.
• Demonstrable working Knowledge of DMS or, EDMS solutions.
• Possess working knowledge of computerized office applications.
• Diploma in related field. In progress of certification in a relevant field.
• Be between 30-40 years of age.
• KCSE (C Plain) with C (plain) in English

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.