Job Details

Executive Summary

The role will support the Records officer by managing the authority’s manual and electronic records for the storage and ease of retrieval. The role holder will be required to work closely with authority staff to ensure the authority’s existing information systems provide the users with records they need to perform their duties

Key Functions/Responsibilities.

The key functions of the role will include but are not limited to;

• Records Management: Assist in the maintenance, updating, and accuracy of records, files, and databases.
• Receiving of Incoming mail and dispatching of outgoing mail.
• Document Control: Ensure all documents are properly labeled, stored, and retrieved in a timely manner.
• Filing and Retrieval: File and retrieve documents, records, and files as needed.
• Monitoring movement of issued files and follow up on delayed or missing files/correspondence.
• Compliance: Ensure compliance with records management policies, procedures, and regulatory requirements.
• Customer Service: Provide excellent customer service to internal stakeholders, responding to queries and requests in a timely manner
• Preparing relevant monthly, quarterly, annual and ad-hoc records management reports.

• Must have full grade twelve (12) certificate with credits or better in English and Mathematics.
• Education: Degree or Diploma in Records Management, Archives, or a related field.
• Experience: 1-2 years of experience in records management or a related field
• Must be a member of the Zambia Archive and Records Management Association

• Proficient in records management software and systems.
• Excellent organizational, communication, and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and accuracy.
• Competent in digitization of records