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Clerk Job in Kenya

Job Title: Records Clerk

Reports To:  Records Manager

Overall, Job Summary:

Responsible for the Scanning, Indexing, Retrieval and Re-filing of GA records. Ensuring that records are scanned, retrieved promptly upon request, easily traceable and filing is done as per Records management Policy & Procedures.

Duties and Responsibilities:

  • Ensuring that records are scanned, indexed, restored, organized, and safely stored according to records management standards
  • Ensuring that the safety and security of all records are maintained and in compliance with the Data Protection Act
  • Ensuring safe custody of records by keeping the Registry room under lock and key and only restricted to Registry staff only.
  • Ensuring proper coding of member files for easy retrieval of records in response to audits and On Demand by the department.
  • Ensure that each and every record is traceable and that the “File Requisition Form” is duly signed and adhered to when retrieving and refiling records.
  • Ensure that each and every file is properly filed and the papers are orderly and sequentially filed away
  • Ensuring internal clients’ queries are handled and resolved in the shortest time possible.
  • Maintaining a daily up-to-date Inventory of all records retrieved and refiled.
  • Responsible for tracking movement of records retrieved in and out of the Registry room.
  • Identifying and communicating to the Records Manager any potential risks to records.
  • Ensuring proper care to Registry tools and equipment.
  • Assisting in the preparation of weekly and / or monthly reports.
  • Any other duties as assigned by the Records Manager

Knowledge, skills and Abilities

  • Eye for detail, organizational and prioritization skills.
  • Proven ability to build effective working relationships with internal clients, counterpart, and colleagues.
  • Ability to communicate clearly and concisely both orally and in writing
  • Computer literacy, especially MS Office – Word, Excel and PowerPoint.
  • Working Knowledge of Data Protection Act and relevant legislations
  • Demonstrable high degree of professional competence, administrative capability required for effective planning, direction, control and coordination of Records Management services

Credentials and Experience

  • A minimum of a Diploma in Information Science; Records Management and Information Technology; Archives and Records Management or any other equivalent qualification from a recognized institution
  • At least 3 years of experience in Records management and interaction with an Electronic Document Management System

How to Apply:

If you meet the above minimum requirements, send your C.V to careers@gakenya.com  indicate the position applied for on the email subject line so as to be received on or before 15th May, 2022. Only shortlisted candidates will be contacted.

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