Records Clerk

About the position

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 the 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

Job Holder Specifications

Knowledge, Skills, and Abilities

• Eye for detail, organizational, and prioritization skills.
• Proven ability to build effective working relationships with internal clients, counterparts, 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 the Data Protection Act and relevant legislation

• A demonstrable high degree of professional competence, an administrative capability is 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

Join us

Application Procedure: If you meet the above minimum requirements, send your C.V to careers@gakenya.com to 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.