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.
