Reporting to: Records Management Officer
Employment type: One-year renewable contract
Records
Management Assistant managing the registry and records
function including filing, storage, retrieval and digitisation of records,
requiring a bachelor’s degree in Information Science, Records Management or
Archives and Records Management and minimum 2 years practical experience
preferably in a financial institution, in a SACCO financial services
environment, on-site role.
Job Overview
The Records Management Assistant will support the
effective management and strengthening of the Sacco’s Registry and records
function by ensuring the proper receipt, classification, filing, storage,
retrieval, tracking and preservation of records. The role will also support the
ongoing digitization of records by preparing, scanning, indexing and organizing
records to enhance their accessibility, security and efficient retrieval, while
ensuring compliance with approved records management procedures and requirements.
Key
Responsibilities
Ensure
the safe custody, proper handling and security of Sacco records and documents
within the Registry.
Support
the Records Management Officer in the effective management and coordination of
registry operations.
Receive,
sort, classify, file and retrieve physical records in accordance with approved
records management procedures.
Maintain
an accurate and up-to-date filing and records tracking system to facilitate
timely retrieval and movement of documents.
Record
and monitor the movement of files and documents to ensure accountability and
minimize loss or misplacement of records.
Prepare
records for digitization, including sorting, arranging, removing duplicates,
scanning, reassembling and indexing documents.
Support
the ongoing digitization of Sacco records by ensuring that scanned documents
are complete, legible, correctly indexed and properly organized.
Capture
and maintain accurate metadata and other relevant information relating to
digitized records.
Assist in
the identification, segregation and preparation of records for archiving,
transfer or disposal in accordance with the approved Records Management Policy
and retention schedules.
Maintain
proper storage and preservation of physical records, including arranging files,
boxes and other records in designated storage locations.
Assist in
maintaining an inventory and database of physical and digitized records for
ease of control and retrieval.
Attend to
routine registry and records-related enquiries and facilitate timely retrieval
and provision of authorized documents.
Ensure
the Registry is orderly, secure and properly maintained, and that records are
protected from damage, loss or unauthorized access.
Assist in
maintaining records relating to the creation, movement, storage, retrieval,
archiving and disposal of documents.
Undertake
photocopying, scanning, filing, binding and other routine registry activities
as required.
Maintain
confidentiality and exercise due care in handling sensitive and confidential
Sacco records.
Support
continuous improvement of registry and records management processes, including
initiatives aimed at improving efficiency, accessibility and security of
records.
Perform
any other duties and responsibilities as may be assigned by the Supervisor.
Requirements
Bachelor’s
degree in information science, Records Management, Information Technology,
Archives and Records management or any other equivalent qualification from a
recognized institution.
Have a
minimum of 2 years practical experience preferably in a reputable Financial
Institution.
Must have
demonstrable working Knowledge of a DMS solutions
Possess
working knowledge of computerized office applications.
Demonstrate
good communication and interpersonal skills.
Excellent
organizing skills.
Demonstrated
integrity and professional competence.
Must be a
team player.
Ability
to work under pressure.
A
proficient and forward-thinking Individual
Analytical
with a hands-on approach to monotonous tasks.
Self-driven
and results oriented.
Problem
solving skills
How
to Apply
Please send your CV and cover letter detailing your
experience and qualifications for the job and address it to humanresource@k-unity.co.ke indicating your current and
expected remuneration.
All applications should be received on or before Wednesday 21st October 2026; clearly indicate in the
email subject the position for which you are applying for. Please note that only
shortlisted applicants will be contacted.
Please note that K-Unity Sacco does not
ask for payment during any stage of the recruitment process, only the official
K-Unity number 020-2047678/066-2022201/ 0707424774 or the email above will be
used to communicate.
