Key Responsibilities
Maintain accurate and uptodate records management systems for efficient document retrieval and archiving.
Manage receipt, distribution, dispatch, and tracking of internal and external mails within agreed service timelines.
Facilitate retrieval and return of loan documents, customer files, and operational records as requested by authorized departments.
Maintain proper registers and tracking systems for all retrieved and archived documents.
Ensure safe custody, confidentiality, and proper handling of all organizational records and files.
Coordinate archiving of loan and operational records in line with records management policies and procedures.
Liaise with branches and departments to ensure timely repatriation and filing of documents.
Support internal and external audit exercises by availing requested records and supporting documentation.
Ensure proper disposal and destruction of obsolete records in compliance with approved policies.
Maintain a clean, organized, and secure records storage environment.
Support collection and recovery functions through timely retrieval of loan documentation.
Identify records management risks and recommend process improvements to strengthen operational controls.
Ensure adherence to internal controls, records management procedures, and regulatory requirements.
Escalate operational issues relating to missing, delayed, or incomplete documentation appropriately.
Participate in departmental initiatives, continuous improvement activities, and selfdevelopment programs.
Perform any other duties assigned by management from time to time.
Qualifications & Requirements
Bachelor's Degree in Business Administration, Records Management, Information Science, Library Science, Commerce, or a related field.
Additional certification or training in records management or archives administration will be an added advantage.
Minimum of 2 years' relevant experience in records management, registry operations, or administrative support.
Experience in banking, microfinance, SACCO, or financial services sector is highly preferred.
Experience in the same business is preferred.
Good understanding of records management procedures and document control systems.
Proficiency in Microsoft Office applications including Excel and Word.
Strong organizational and administrative coordination skills.
Ability to maintain confidentiality and handle sensitive information professionally.
Ability to work under pressure and meet strict timelines.
Key Competencies
Records and document management
Administrative coordination
Attention to detail and accuracy
Organizational and filing skills
Communication and interpersonal skills
Operational risk awareness
Time management and multitasking
Confidentiality and integrity
Problemsolving and analytical thinking
Team collaboration and customer support