The Registry Officer will be responsible for the society's registry, ensuring a functional document management system is in place for the society's documents. The Officer will also ensure compliance with the society registry policies and the data protection policies and regulations.
Roles and Responsibilities:
Some of the Key Responsibilities of this position includes but shall not be limited to:
Maintenance of the society's records both physical and electronic:
Maintaining an efficient registry in line with the society's policies and data protection requirements.
Ensuring accurate records of file movements within the society.
Preparing monthly reports on the society's records management.
Spearheading the upgrade of an electronic registry and its maintenance.
Putting in place an efficient system for archiving documents
Assisting in drafting, implementing and improving registry policies.
Providing effective mail management in the head office of the society:
Receiving, registering, and coding incoming notices, letters and other correspondence and forwarding to the designated department or officer.
Registering, dispatching and doing follow up of outgoing communications.
Monitoring society's assets:
Ensuring all asset records are properly captured in the system regarding details and location
Tagging all assets on acquisition before distribution
Monitoring and tracking asset movement within the office, maintaining accurate records of asset movement and locations
Carrying out annual asset verification in the society and reconciliation with digital records
Making recommendations for the disposal of obsolete assets
Supervising the staff in the registry department.
Performing any other duties as may be assigned.
Minimum Qualification & Attributes
Degree in Records and Information Management or similar.
Proficiency in IT.
A minimum of 3 years of working experience. Experience with an electronic document management system will be an added advantage.
Experience in procurement or asset management will be an added advantage
Membership of relevant body.
Good interpersonal skills
Core Competencies
Excellent interpersonal and communication skills
Leadership, organizational and administrative skills
Team player and self-motivated
Excellent Computer skills