Vacancy title:
Records Officer

[Type: FULL_TIME, Industry: Trade, Category: Admin & Office]

Jobs at:
Jospong International Business

Deadline of this Job:
Monday, August 10 2026

Duty Station:
Zoomlion - Kenya | kenya

Summary
Date Posted: Thursday, July 30 2026, Base Salary: Not Disclosed

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JOB DETAILS:

Key Responsibilities

Records Management & Filing

• Collect, organise, and maintain accurate physical and digital records for all operational activities including waste intake, fleet logs, site operations, environmental monitoring, maintenance records, and administrative documents
• Develop and maintain a systematic filing system that ensures records are easily retrievable and appropriately categorised
• Ensure records are stored securely, protected from damage or unauthorised access, and retained in accordance with company and regulatory retention schedules
• Conduct regular filing audits to identify missing, misfiled, or incomplete records and rectify promptly

Weighbridge & Waste Intake Records

• Record and reconcile all waste intake data from the weighbridge including vehicle registration, waste type, tonnage, date, and waste depositor details
• Verify that weighbridge tickets are accurately completed and reconciled with daily intake summaries
• Maintain a waste intake register and compile daily, weekly, and monthly tonnage summaries for the Operations Manager

Fleet & Equipment Records

• Maintain vehicle logbooks, trip sheets, and fuel consumption records for the entire Zoomlion Kenya fleet
• Record and file all vehicle maintenance, service, and repair records including job cards, parts requisitions, and maintenance reports
• Track vehicle licence, insurance, NTSA inspection, and compliance documentation; alert the Operations/Workshop team of upcoming renewal deadlines
• Maintain equipment operating hour logs and service interval records

Environmental & Compliance Records

• Maintain environmental monitoring records including leachate volumes, landfill gas readings, groundwater monitoring data, and surface water inspection logs
• Ensure all regulatory compliance records (NEMA reports, environmental monitoring submissions, permit correspondence) are accurately filed and retrievable
• Assist in the preparation of documentation for regulatory inspections and audits

Administrative Records

• Maintain staff attendance registers,  and daily doperations sheets

Reporting Support

• Compile and format data summaries for inclusion in daily, weekly, and monthly operational reports
• Respond to requests for records and data from management, finance, and operations teams within agreed timeframes
• Flag discrepancies, gaps, or anomalies in records to the relevant supervisor immediately

Any other duties as assigned by the Operations Manager / Landfill Manager

Qualifications

• Kenya Certificate of Secondary Education (KCSE) minimum grade C or equivalent
• Diploma in Records Management, Business Administration, Information Management, or a related field is preferred
• Computer literacy certificate or equivalent training in MS Office applications

Experience

• Minimum of 2–3 years of experience in a records management, data entry, or administrative role
• Experience in a transport, logistics, waste management, or operations environment is preferred
• Familiarity with weighbridge or fleet management systems is an advantage

Technical Skills

• Proficiency in MS Office (Excel, Word) for data entry and report compilation
• Ability to manage both physical and digital filing systems
• Basic understanding of environmental or operational compliance record-keeping is an advantage
• Accurate and fast data entry skills

Core Competencies

• High level of accuracy and attention to detail
• Organised, systematic, and thorough in approach to record management
• Honest and trustworthy with strong commitment to data confidentiality
• Able to work independently with minimal supervision
• Good communication skills and ability to work cooperatively with operations, finance, and management teams
• Reliable, punctual, and dependable

Work Hours: 8

Experience in Months: 24

Level of Education: bachelor degree

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