Records Manager

About the position

Responsible for preserving corporate memory and heritage, maintaining data into the database, classifying and processing records according to GA Insurance procedures. Ensuring related records are linked, searchable and retrievable and meet firm compliance requirements.

Duties and Responsibilities:

• Oversee the management of electronic and/or paper-based information, identify the most appropriate records management resources
• Design and develop filing systems, business classification schemes and undertake records surveys
• Ensures that corporate records are organized, indexed, and stored according to corporate standards
• Manages and continually improves the management of GA’s records holdings in keeping with Generally Accepted Recordkeeping Principles (GARP) or similar frameworks
• Developing, reviewing, and implementing the records management policies, manuals, procedures, guidelines, strategies, and standards in line with the overall corporate plan.
• Ensuring safe custody of records.
• Ensure compliance with Data Protection Act. Advice on complex legal and regulatory issues, often involving judgments in areas such as Data Protection Acts, General Data Protection Regulation (GDPR), and other national or regional legislation
• Ensuring records are assigned retention periods that are aligned with regulatory, contractual, and corporate risk management requirements.
• Ensuring effective and efficient management of the Registry operations.
• Manages the approval process for records disposition and coordinates destruction of eligible and approved records.
• Establish retention and disposal schedules.
• Ensuring proper coding of member files for easy retrieval of records in response to audits and On Demand.
• Ensuring proper and accurate maintenance of members’ records.
• Managing incoming and outgoing mails and cheques.
• Ensuring members’ queries are handled and resolved in the shortest time possible.
• Devising appropriate systems to ensure proper control of the movement of files.
• Establishing and maintaining records management systems.
• Identifying and communicating potential risks to records.
• Manage the changeover from paper to electronic records management system
• Maintains an inventory of all corporate records and related data in the head/branch office and off-site storage facilities.
• Responsible for tracking movement of records retrieved in and out of long-term storage, as well as within head/branch office.
• Manages the relationship with GA’s off-site hardcopy records storage vendor.
• Ensuring the security of information, documents, files, and equipment
• Overseeing implementation of ISO and Quality Management Systems in the Section.
• Coordinating preparation of the sectional annual budget and work plans.
• Assists in ensuring all current policies and procedures related to records management are communicated to relevant staff
• Coordinating preparation of sectional monthly performance reports
• Managing the Individual and sectional performance targets.
• Develops and delivers training to staff regarding records management practices to ensure the integrity of records

Qualifications and experience

• Bachelor’s degree in any of the following disciplines: Information Science; Records Management and Information Technology; Archives and Records Management or any other equivalent qualification from a recognized institution.
• Postgraduate qualification in archives, records management, or library science is preferred, but not necessary.
• Knowledge of industry-specific software
• Certified Records Manager preferred.

Skills and Qualities:

• Curiosity, an eye for detail, organizational and prioritization skills.
• Prior experience managing and supervising department staff, multiple project teams, and other initiatives preferred
• Demonstrated integrity, independent thinking, judgment, and respect for others
• Proven ability to deal sensitively in multicultural environments and build effective working relationships with internal clients, counterparts, and colleagues
• Demonstrated presentation skills and ability to communicate clearly and concisely both orally and in writing
• Strong analytical and decision-making skills. Ability to use logic and reasoning based on a wide range of experience and training to solve moderately complex problems
• Working Knowledge of Data Protection Act and relevant legislations a MUST

Experience:

• Experience in Records Management in a managerial role for a minimum period of three (3) years.
• A demonstrable high degree of professional competence, the administrative capability is required for effective planning, direction, control, and coordination of Records Management services

Join us

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 20th January 2022. Only shortlisted candidates will be contacted.