Records Management and Admin Officer Job in Nairobi Kenya

Job Title: Records Management and Admin Officer
 

Ref:  RMAO _2013

Recruiter: Altima Africa Ltd
 

Contract: Permanent
 

Location: Nairobi

Category: Experienced

Profile Introduction
 

Our client, a leading services provider in the Kenya Capital Markets seeks to recruit a Records Management and Admin Officer responsible in the delivery of timely, effective and accountable administrative support. 

Work involves implementation of administrative policies and procedures for efficient and effective operation of the company in line with the Company’s strategic plan.

Minimum Requirements

• A Bachelor's Degree
• A Diploma in Information Science will be an added advantage
• At least two years relevant work experience

Job Specification

1. Registry Management 

• Design filing systems and maintain an up to date registry
• Ensure protection and security of files and records
• Continuous review and implementation of document management policies 
• Indexing and archiving all hard copies as per set procedures 
• Identifying and recommending need for additional storage spaces
• Performing records appraisal as per policy including, retention, destruction etc. 
• Managing documents retrieval 
• Tracking of retrieved documents 
• Managing retrieval register

2. Maintain Office Services 

• Design and implement office administrative procedures and policies 
• Manage correspondence both internally and externally 
• Manage Office Licensing 
• Update organizational memberships & subscriptions 
• Maintain office equipment and undertake repairs as may be required 
• Responsible for procurement and disposals 
• Coordinate and manage office telephone, registry services, transport services and security services. 
• Manage Property insurance & claims
• Maintain office Asset register 
• Office space and equipment allocation to staff 

3. Supervise Office Staff 

• Assign, monitor and Supervise office and administrative assistants 
• Evaluate staff performance 

4. Office Stationery Management 

• Maintain and replenish inventory 
• Check stock to determine inventory levels 
• Anticipate needed supplies 
• Verify receipt of supply 
• Preparing periodic reports.

5. Document & Records Management 

• Mail Management- manage incoming and outgoing mails in a centralized way 

6. Registry Management 

• Design filing systems and maintain an up to date registry 
• Ensure protection and security of files and records 
• Continuous review and implementation of document management policies 
• Indexing and archiving all hard copies as per set procedures 
• Identifying and recommending need for additional storage spaces 
• Performing records appraisal as per policy including, retention, destruction etc. 
• Managing documents retrieval 
• Tracking of retrieved documents 
• Managing retrieval register 

7. Contribute in organisational creativity and innovation 

Competencies

• Exemplary communication skills
• High level integrity
• Exemplary interpersonal skills
• Teamwork 

How to apply

If you are qualified and up to the challenge visit www.altimaafrica.com/careers.php and apply online by 5pm, 18th April 2013.

Please note that only qualified candidates will be contacted.