Vacancy Details
Vacancy
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Details
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Vacancy Number
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15/2023
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Title
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Administration Officer - Records
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Description
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PRINCIPAL RESPONSIBILITIES
1. Registration and creation of all new and further loans files, when application are received by
Branches and details entered in the system (BMS).
2. Ensure that retrieval cards are completed fully and properly placed in their slots for security
purposes.
3. Ensure that the Records Switchboard system is updated upon retrieval and return of files.
4. Filing away of newly issued and existing files in their slots as they are returned from the centre
on a daily basis.
5. Numbering of all documents that are filed away in their correct files.
6. Provide file distribution service when necessary.
7. Contribute to maintaining an efficient and accurate filing system.
8. Assist in looking for files, which are misplaced or cannot be located.
9. Photocopy of file records when instructed to do so by Superiors/Branches.
10. Proper storage of inactive files in the Plant Room.
a. Participate in the Annual Stock-take Exercise and submit a report on files removed from the
respective region to Supervisor Records.
b. Ensure files are properly labelled according to the year they were repaid, withdrawn,
declined or written off before they are removed to the Plant Room.
c. Check and ensure that all closed accounts are totally discharged before removing the file to
the Plant room – Title documents released to clients, discharge worksheet and security packet
in the file. Acknowledgement signed and filed in respective files.
d. Update Records Switchboard on the file status.
11. Participate in the Annual Culling Exercise and ensure that the Plant Room is neat and
organized for retrieval of closed files.
a. Ensure that during the annual culling exercise, files exceeding the mandatory 7 and years
over are removed from the pant room and destroyed.
b. Ensure that only files that have exceeded 7 years and files with status paid off, withdrawn and
closed & deleted are to be destroyed.
c. A proper recording of all the files destroyed is kept for future reference.
d. Update Records Switchboard on the file status.
12. Attend to any other tasks as instructed by Supervisor Records.
a. Retrieve files from Plant Room as and when request is received from Head Office and Branch
staff.
b. Filing of additional documents for files from Branches & Centres.
13. EDRMS (Electronic Data Records Management System) Project. This project is designed to
provide long term durability and back up of files in Records through digitally scanning of existing
physical files.
a. Ensure that pages of particular files are correctly numbered and sorted into specified
categories.
b. Ensure that these categories are properly scanned and labelled as per the file details.
c. Ensure that the retained documents are filed back into the physical file in the correct order
and filed away in the respective compactors.
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Qualification
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Diploma in Business Management or its equivalent from a recognized tertiary institution.
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Experience
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One year experience in a similar role and proficient in Microsoft office 2010.
A valid driving license will be an added advantage.
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Salary
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$21,845 - $32,768
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Term
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3
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Start Date
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3/31/2023
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End Date
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4/6/2023
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