Job Title: Records Officer
Hiring
Organization: HF Group
Location
– Locality: Nairobi
Location
– Region: Kenya
Industry: Banking
Job
Type: Full Time
Salary: KES
Date
Posted: 08/12/2025
Principle Accountabilities
- Deal with all requests to access files and keep
logs of borrowed Employee files.
- Develop an efficient filing system to make
updating and retrieving files easier.
- Check incoming paperwork and make sure they are
stored in the respective files.
- Set up and review documentation records systems.
- Prepare, scan, reassemble and index documents.
- Sort all papers alphabetically and according to
content, dates, significance etc.
- Create or update records with new files and
information.
- Store all paperwork in designated places
securing the important documents.
- Enter paperwork into an electronic system either
by data entry or by using optical scanners.
- Monitor inventory of files, confidential
documents and report shortages.
- Advise on new records management policies,
providing a framework to guide the staff in the management of their
records and use of Documents Management.
- Locate and isolate outdated or unnecessary
records ready for disposition or transfer to the archive according to the
Records Management policy.
- Find, retrieve and disburse information from
files in response to phone or physical requests from authorized staff.
- Keep complete and accurate records of documents
requested, filed or removed, using appropriate physical and electronic
registers as well as tracking documents removed from files to employees
that requested files/documents are returned after use for proper storage.
- Ensure compliance with relevant legislation and
regulations on confidentiality and Data.
- Follow policies and confidentiality dictations
to safeguard data and information.
- Carry out regular records Audit to ensure all
documents & staff files are well secured and accounted for.
- Any other duty that may be assigned by the Line
Supervisor, Head of HR or any authorized officer.
Key Competencies and Skills
Technical Competencies
- IT Skills.
- Data entry skills.
- Digital record management skills.
General Competencies
- Results oriented.
- Good command of English both oral and written.
- Dependable with a respect to confidentiality and
policies.
- Excellent interpersonal skills.
- Negotiation skills.
- Team player.
- High integrity.
- Discretion.
Minimum Qualifications, Knowledge and Experience
- Bachelor’s degree in Records Management or
related field.
- Proven experience as a records officer or file
clerk.
- Knowledge of filing systems.
- Very good knowledge of MS Office and office
equipment such as photocopier, scanner etc.
- Good command of English both oral and written.
- Dependable with a respect to confidentiality and
policies.
How to Apply
