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3 weeks ago

Job Summary

The Records Management Officer will be responsible for overseeing the management of Sacco records from their creation and preservation through to disposal. S/he will be responsible for coming up with a robust records management strategy while developing, maintaining, verifying and evaluating the existing records management system for the Sacco. The Records Management Officer will oversee the switch from paper to electronic record-keeping. S/he will support with management of enquiries and requests for current and archived information and records from both internal and external stakeholders, while ensuring that financial, legal and or administrative requirements and regulations are complied with and that Sacco records and data is fully secured and protected.

  • Minimum Qualification: Bachelors
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description/Requirements

One of our clients, a leading Sacco is seeking to hire a Records Management Officer. Formed to provide opportunities for personal growth of members, and with the aim of driving achievement of its strategic plan, and to continue to operate in a dynamic financial market which is demand driven, while also designing products that are competitive and of value addition to its general membership, the Sacco trough this position will work towards getting closer to its vision of becoming the premier Sacco of choice.


DUTIES & RESPONSIBILITIES

In growing together while empowering members through efficient and accurate management of data, records and information, duties and responsibilities of the Records Management Officer will include but not be limited to;

  • Records Management Strategy: Assess the current records management status of the Sacco; Develop and implement a framework for integrating current records management initiatives, and recommend new ones; Implement a strategy for improving the quality, availability and effective use of records as applicable and required; Drive overall coordination of all records management activities and ensure alignment with the Sacco business strategies; Develop a systematic and planned approach to records management covering records from creation to disposal; Drive efficiency and best value through improvements in the quality and flow of information; Support greater coordination of records and storage systems; Implement compliance with records management statutory requirements; Drive awareness of the importance of records management and the need for responsibility and accountability at all levels and; Develop and implement an appropriate archiving strategy and system for the Sacco’s’ important records.
  • Records Management Policies & Procedures: Develop and implement robust policies and procedures that; Support the records management strategy and system within the Sacco, support accountability and responsibility for record keeping and use by staff and all other partners and stakeholders of the Sacco, create and keep records which are adequate, consistent, and necessary for statutory, legal and business requirement and achieve systematic, orderly and consistent creation, retention, appraisal and disposal procedures for records throughout their life cycle. Introduce and monitor adherence to a policies and procedure that support systems which maintain appropriate confidentiality, security and integrity for records in their storage and use. Lo develop and implement policies that address access to records, audit of records, training on record management and sensitization of staff to the policies and procedures for records management. Implement KYC policies related to the registry and ensure compliance of all records management policies, procedures and systems with requirements of the Data Protection Act.
  • Records management Systems: Research understand and align the development of effective records management systems that are efficient, holistic, and allow for an end to end appreciation of the records management process. Sensitize staff to the records management system developed and implement the records management system while monitoring its use and efficiency, ensuring access rights and use is within supervised limits. Support with relevant records management system upgrades and updates as required, while ensuring preservation of the Sacco memory and heritage. Drive data digitization within the Sacco through the EDMS system.
  • Security: Work towards continuously and consistently securing the Sacco records management systems and ensure to maintain appropriate confidentiality, security and integrity for records in their storage and use. Develop and implement a full and tested contingency or business recovery plan and provide guidance on ‘back-up’, archiving processes and audit trails for electronic records, as well as guidance on measures to prolong record access and use for as long as required, including migration across systems and onto different types of media.
  • Audits: Lead the commissioning of annual audits on the Sacco’s Records Management Systems and policies and measure the implementation of the records management strategy against agreed standards.
  • Access: Provide clear and efficient access for employees and others who have a legitimate right of access to Sacco records, and ensure compliance with current Data Protection and Freedom of Information legislation.
  • Archiving: Develop relevant archiving policies and standards, establish appropriate and credible archiving solutions providers and or systems and ensure availability of archived documents to relevant stakeholders against agreed upon SLA’s and as and when required. Establish the nature and extent of archiving, including types or records to be archived ensuring compliance with all legal and regulatory requirements.
  • Records Management Sensitization: Champion the sensitization of the Sacco Records management strategy, policies and procedures to all relevant internal and external stakeholders to gain buy in and most importantly compliance and adherence to set standards of operation.
  • Reporting: Provide weekly, monthly, quarterly, bi-annual and annual reports as required and applicable to all relevant parties as directed by the Sacco and your line manager, ensuring accuracy, reliability and on time delivery of all required reports. Lead a performance culture in records management, where responsibility, accountability and confidentiality are key to delivery of Sacco objectives.


EDUCATION SKILLS & COMPETENCIES DESIRED

  • A Bachelor’s Degree in Records Management, Records Management & Information technology, Information Management or any other business-related field from a recognized institution of higher learning
  • Diploma or a Certificate in any information management, information security management, audit management, archive management or any other relevant records management related field an added advantage.
  • ISO certification a good to have
  • Member of The Kenya Association of Records Managers and Archivists (KARMA) a great to have
  • At least five (5) years’ experience either leading or supporting the implementation of records management strategies, implementation of records management policies procedures plans and SLA’s within the Sacco environment with demonstrable experience in managing a diverse range of stakeholders in and outside the organization
  • Solid knowledge of record management techniques and principles
  • Good understanding of market research techniques, statistical and data analysis methods
  • Excellent knowledge of MS Office and record management systems and software
  • Thorough understanding of folders management, including folder management within intranet set-ups
  • Strong interpersonal and cross-cultural communication skills and creative problemsolving skills
  • Demonstrated ability to manage and oversee multiple complex tasks simultaneously
  • Learning agile and comfortable adjusting to a fluid organization environment where rapid change is the norm
  • Ability to develop innovative solutions to complicated process issues in a fast-paced and demanding environment
  • A collaborative management style and a strong customer service orientation
  • Demonstrated ability to consistently produce superior results, cultivating ownership
  • High level of integrity, confidentiality, trust and dependability with a strong sense of urgency
  • Results-oriented, entrepreneurial, self-motivated, self-starter, who is flexible and adaptable
  • Ability to communicate information, whether technical or non-technical to staff members and other stakeholders in a clear and concise manner.


If you are interested in applying for this exciting opportunity and have the requisite work experience, skills and education and have worked within the Sacco sector, we are interested in meeting you to see how we can work together. Please share with us your CV and cover letter in PDF format and addressed to the Recruiting Manager, detailing why you are our candidate of choice for the role


Exciting Job Opportunity

you are applying for to recruitments@mal-consultancy.com with the subject of your application being the Job Title of the role you are applying for.


All applications received will be subjected to a fair and competitive recruitment process. Only shortlisted candidates shall be contacted.


This Advertisement will close on 5th April 2024 at 5.00pm EAT.

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