Job Purpose
The role
holder will execute the day-to-day operations of the GSD Registry, ensuring the
proper creation, maintenance, storage, retrieval, and disposal of official
documents and files, thereby supporting the overall efficiency and information
security of the organization.
Roles / Responsibilities
Records
and File Management
- File Movement: Manage the movement of files and
documents both within the department and between offices, ensuring proper
documentation of file movement using a file movement register/system.
- Filing and Retrieval: Ensure timely and accurate
classification, indexing, and filing of official correspondence,
documents, and records according to the established subject filing system.
- Mail Processing: Receive, sort, open, record,
date stamp, distribute and track all incoming and outgoing mail and
official correspondence.
- Security and Inventory: Assist in implementing
security and confidentiality measures to prevent unauthorized access,
loss, theft, or destruction of documents.
- Documentation: Prepare, file, and folio
documents into the appropriate subject files, ensuring proper attachment
of documents.
- Records Maintenance: Maintain the cleanliness
and organization of the shelves, cabinets, and document storage areas
within the Registry.
- Reporting: Support the preparation of reports on
registry activities, including tracking file movements and inventory of
records
General
support and compliance
- Archiving Assistance: Assist in the physical
arrangement and inventorying of records scheduled for appraisal,
retention, or transfer to the archive(s).
- Query Handling: Attend to staff inquiries
regarding file location, search, and retrieval of documents, ensuring
prompt and efficient service.
- Systems Support: Operate and maintain equipment
used in records management, such as photocopiers, scanners, and document
binding machines.
- Ad-Hoc Duties: Perform any other lawful duties
related to records management and support services as instructed by other
senior registry officers and Manager.
Qualifications
- Bachelors Degree in Records Management,
Information Technology, Information Science, or an equivalent
qualification from a recognized institution.
Work
Experience
- Minimum of three (3) years’ relevant experience
working in Records Management within a busy office environment.
How to Apply
