Job Purpose
The job holder will be responsible for handling,
filing and archiving bank documents as received from central operations
Accounts, central operations loans and all branches countrywide. Ensure
adherence to the Bank standards while handling the Bank documents and
discharging of the record management deliverables for safe custody and
retrieval of the documents.
Key Responsibilities
- Records Management
- Compliance To policies, SLA's and TAT's
- Risk & Compliance
Records Management
- Receive, review and process documents for archival in
compliance with the Bank’s policies and procedures.
- Ensure all account opening documents are indexed well for
storage.
- Ensure all Loan documents are indexed and filed properly.
- Create or update records with new files and information.
- Process requests for retrieval of documents within SLA per
laid down procedures and recover charges as applicable.
- Track movement of retrieved original documents back to the
Centre and escalate any delays in receipt.
- Store all paperwork in designated places securing the
important documents.
- Ensure all paperwork is entered into an electronic system
either by data entry or other available means.
- Deal with all requests to access files, AODs or LAFs and keep
logs of the same.
- Develop an efficient filing system to make updating and
retrieving files easier.
- Follow policies and confidentiality dictations to safeguard
data and information.
- Monitor inventory of files, documents etc. and report any
discrepancies.
- Recall all teller batches from branches as soon as internal
audit is over.
- Ensure customer statements are printed and distributed in good
time.
- Ensuring the documents register is up to date and all
documents arranged systematically to ease retrieval.
- Facilitating classification, arrangement & description of
records and cataloguing in the Archives Filing of all records received in
a systematic manner.
- Appraisal of documents that are past their administrative and
legal value for destruction in line with the registry policy.
Compliance To policies, SLA’s and TAT’s:
- 100% adherence to SLA between Registry and all other support
functions
- Ensure that all duties and responsibilities are performed in
accordance with all relevant Operations Policies.
- Ensure internal controls are adhered to,
- Ensure Service Level Agreements, TAT and customer service
performance standards are achieved and maintained.
Risk & Compliance
- Attend training and maintain knowledge of and comply with all
bank policies and procedures including Anti Money Laundering/Countering
Financing of Terrorism/Countering Proliferation Financing laws, rules and
regulations.
- Participate or undertake Anti Money Laundering/Countering
Financing of Terrorism/Countering Proliferation Financing bank programs on
a regular basis e.g. taking attestations, self-assessment tests, filling
in compliance questionnaires as required.
- Respond to all AML/CFT/CPF queries when requested by
Compliance Unit to allow the bank to comply with the requirements of The
Anti-Money Laundering and Combating Financing of Terrorism Amendment Act.
- Co-operate fully with regulators and law enforcement agents
and make available required documents and information.
Knowledge, Skills & Experience
- A Business or related degree from a recognised university
- Professional qualifications in Records Management/Archiving
will be an added advantage
- Proven experience in filing, filing systems and record
management
- Very good knowledge of MS Office and office equipment such as
photocopier, scanner etc.
- Good command of English both oral and written
- Dependable with respect to confidentiality and policies
- Excellent organizational skills
- Great attention to detail
- Good knowledge of the bank’s core banking system
- Sound and demonstrated knowledge of policy, procedures,
regulation, reporting and statutory obligations
How To Apply
