Sacco Registry Officer

Our client, a licensed Deposit Taking Sacco in Nairobi, is seeking to recruit qualified and highly motivated individuals to fill the position of a Registry Officer.

REGISTRY OFFICER REF: (CBI/RO/01/26)

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