Registry and Archiving Clerk

Job Title:                           Registry and Archiving Clerk

Reports to:                      Records Manager

Employment Terms:     Fixed Term

Location:                           Nairobi

JOB PURPOSE

Our client, a leading insurance company in Kenya, is seeking a Registry Clerk to manage and safeguard company records, ensuring information is accurate, well-organized, and easily accessible to authorized personnel. This role is critical in supporting efficient operations, compliance, and overall information management within the organization.

KEY RESPONSIBILITIES

1. Trace, retrieve, and securely store documents, ensuring safety and accessibility.
2. Organize, archive, and maintain records in accordance with established filing and classification systems.
3. Create and update indexes for all files to facilitate easy retrieval.
4. Monitor and track file movements, maintaining accurate records of their status.
5. Respond promptly to internal requests for information and provide access to archived records.
6. Maintain an efficient, structured, and accessible archive system to support smooth organizational operations.
7. Assist in improving filing and records management processes.

Requirements

QUALIFICATIONS AND EXPERIENCE

• Degree in Library and Information Science.
• Diploma in Records Management, Information Studies, or a relevant field; relevant technical training or part qualification in a professional field is an added advantage.
• Up to 2 years of relevant work experience in records or information management.

SKILLS AND COMPETENCIES

• Excellent communication and interpersonal skills, with the ability to interact effectively across teams.
• Strong organizational and time-management abilities to handle multiple tasks efficiently.
• Attention to detail and accuracy in managing records and documentation.
• Problem-solving and analytical skills to resolve filing or retrieval issues.
• Proficiency in MS Office (Word, Excel, Outlook) and other relevant office applications.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Initiative and self-motivation to ensure records systems are up-to-date and efficient.