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.

Key Duties and Responsibilities

Roles / Responsibilities

Records and File Management

1. 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.

2. Filing and Retrieval: Ensure timely and accurate classification, indexing, and filing of official correspondence, documents, and records according to the established subject filing system.

3. Mail Processing: Receive, sort, open, record, date stamp, distribute and track all incoming and outgoing mail and official correspondence.

4. Security and Inventory: Assist in implementing security and confidentiality measures to prevent unauthorized access, loss, theft, or destruction of documents.

5. Documentation: Prepare, file, and folio documents into the appropriate subject files, ensuring proper attachment of documents.

6. Records Maintenance: Maintain the cleanliness and organization of the shelves, cabinets, and document storage areas within the Registry.

7. Reporting: Support the preparation of reports on registry activities, including tracking file movements and inventory of records

General support and compliance

1. Archiving Assistance: Assist in the physical arrangement and inventorying of records scheduled for appraisal, retention, or transfer to the archive(s).

2. Query Handling: Attend to staff inquiries regarding file location, search, and retrieval of documents, ensuring prompt and efficient service.

3. Systems Support: Operate and maintain equipment used in records management, such as photocopiers, scanners, and document binding machines.

4. 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.

Competencies

Technical competencies

Proficiency in computer skills.

General Competencies

1. High organizational skills and ability to manage daily tasks efficiently and adhere to strict timelines.

2. Strong accuracy in classifying, filing, and tracking documents to minimize errors and misplacements.

3. Demonstrated integrity and ability to handle sensitive official documents with high discretion and professionalism.

4. Effective communication and interpersonal skills necessary to work collaboratively and service staff requests promptly.

5. Planning and organization - Ability to organize work, set priorities, and determine resource requirements; determine short or long-term goals and strategies to achieve them; coordinate with other stakeholders or part of the organization to accomplish goals.

6. Problem solving and analytical skills.

7. Communication & information sharing -Ability to express information clearly and succinctly, orally and in writing, considering the audience and the nature of the information.

8. Good reporting skills.

9. Collaboration and teamwork - Ability to work collaboratively within a group of people to achieve a common goal.

10. Strong attention to detail.

11. Accountability and professional development – Ability to take and accept responsibility and outcome thereof in an open and transparent manner.

12. Resilience - Ability to withstand operational challenges and maintain momentum.

Candidates are requested to note that:

INCOMPLETE applications will not be considered.

Only shortlisted candidates will be contacted.

• 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.
• Ensure timely and accurate classification, indexing, and filing of official correspondence, documents, and records according to the established subject filing system.
• Receive, sort, open, record, date stamp, distribute and track all incoming and outgoing mail and official correspondence.
• Assist in implementing security and confidentiality measures to prevent unauthorized access, loss, theft, or destruction of documents.
• Prepare, file, and folio documents into the appropriate subject files, ensuring proper attachment of documents.
• Maintain the cleanliness and organization of the shelves, cabinets, and document storage areas within the Registry.
• Support the preparation of reports on registry activities, including tracking file movements and inventory of records
• Assist in the physical arrangement and inventorying of records scheduled for appraisal, retention, or transfer to the archive(s).
• Attend to staff inquiries regarding file location, search, and retrieval of documents, ensuring prompt and efficient service.
• Operate and maintain equipment used in records management, such as photocopiers, scanners, and document binding machines.
• Perform any other lawful duties related to records management and support services as instructed by other senior registry officers and Manager.

• Proficiency in computer skills.
• High organizational skills and ability to manage daily tasks efficiently and adhere to strict timelines.
• Strong accuracy in classifying, filing, and tracking documents to minimize errors and misplacements.
• Demonstrated integrity and ability to handle sensitive official documents with high discretion and professionalism.
• Effective communication and interpersonal skills necessary to work collaboratively and service staff requests promptly.
• Planning and organization - Ability to organize work, set priorities, and determine resource requirements; determine short or long-term goals and strategies to achieve them; coordinate with other stakeholders or part of the organization to accomplish goals.
• Problem solving and analytical skills.
• Communication & information sharing -Ability to express information clearly and succinctly, orally and in writing, considering the audience and the nature of the information.
• Good reporting skills.
• Collaboration and teamwork - Ability to work collaboratively within a group of people to achieve a common goal.
• Strong attention to detail.
• Accountability and professional development – Ability to take and accept responsibility and outcome thereof in an open and transparent manner.
• Resilience - Ability to withstand operational challenges and maintain momentum.

• Bachelors Degree in Records Management, Information Technology, Information Science, or an equivalent qualification from a recognized institution.