Job Details

Job Description

SENIOR OFFICER – RECORDS MANAGEMENT SUPERVISOR (RECOVERIES)

JOB SUMMARY

The job holder will be responsible for:

1. Timely receipt of loan contracts from the branches
2. Timely and accurate imaging of loan contracts
3. Timely archiving of physical loan contracts and soft copies of loan contracts and photos.

JOB SPECIFICATIONS

• Managing daily tasks/activities and supervising staff to ensure that they meet the set targets.
• Implement strategies to timely image loan contracts and archive physical and soft copy loan contracts and photos.
• Formulate plans to meet the business objectives and long-term goals.
• Ensure timely and correct receipt and dispatch of loan contracts and refund documents to and from Records Management by the Receiving and Dispatch Unit.
• Management of main Photo Bank, ensuring proper archiving of client photos received from branches. Ensure all photos for loan contracts and refunds issued by branches are saved on the photo bank.
• Ensure timely electronic imaging of loan contract documents and that they are correctly saved on the backup server
• Ensure timely filing and retrieval of all loan contracts and refunds documents.
• Manage all queries related to documents at Records Management – Retrieval of loan documents, refunds and client photos, and ensure Query Log is updated
• Ensure the log is updated, indicating location of documents and saved correctly on the backup server. Prepare daily reports on all loan documents received and dispatched. Prepare weekly reports for Records Management Unit and any other reports
• Ensure that Archive facilities are in good condition and ensure proper handling of documents in the unit.
• Build, understand and sustain relationships with stakeholders. Consistent and frequent communication with various stakeholders, concerning storage boxes.
• Communicating to the Line manager on all relevant information from various units within Records Management (attendance, appointments & project).
• Ensure that all unit members are continuously trained on new developments in policy and procedures.
• Motivate and coaches’ unit members as a means to transfer knowledge and skills.

MINIMUM ENTRY REQUIREMENTS

• Grade 12 with 5O Levels including Mathematics and English
• Degree holder in Library and Information Studies or related field
• Minimum 4 years’ relevant experience

DESIRED REQUIREMENTS

• Some knowledge of Bayport loan issuance process and/or excel data reconciliations.
• Some Knowledge of Document Filing both physical and digital

OTHER SKILLS AND ATTRIBUTES

• Ability to work well under minimum supervision.
• Proactive and self-motivated.
• Attention to detail and ability to work accurately.
• Maintain the highest level of confidentiality and integrity

TO APPLY

Suitable candidates must send their applications, attaching their current CVs and professional/academic certificates, to [email protected].

The closing date for receiving applications is Monday 5th May 2025. Only shortlisted candidates will be contacted.