Chai Sacco Records Officer Job

Chai SACCO Society Ltd is a leading deposit taking Savings and Credit Co-operative Society Ltd with nationwide membership.
The SACCO has two fully pledged branches in Nairobi and Litein, and a marketing Office in Mombasa.

We are looking for a self-driven and results-oriented person to fill the following position:-

Job Title: Records Officer
Department: Branch Operations

Position reports to: Head of Business Operations

Position Supervises: Branch Records Officers II

Purpose of the Job: To maintain accurate and appropriate records within the approved systems, policies and procedures for efficient management of Society records.

Main Duties and Responsibilities

The duties and responsibilities are as follows;

Operational Roles and Responsibilities

• Shelve both active and archive member files, using the set record keeping policies
• Registration of new members which involves:
• Receiving the membership forms from customer care,
• Confirmation of the membership by checking the ID number, membership, number and payroll in the system, if the member is not registered
• Separation of the M-Sacco, nominee, and ATM forms
• Data entry of the details in the system which includes the name, ID number, phone number, nominee details and payroll numbers.
• Assign member numbers to forms by entering member details in the system
• Retrieval of all loan files, recovery files and dormant account files on daily requests;
• Weed out semi active files, which involves the following
• Checking in the system for in active or different categories of files that are to be weeded
• Periodically updating the status of the semi active files in set database
• Create new volumes of files that are bulky which involves
• Periodically checking in the shelves for bulky files that need to be thinned
• Opening a new files as may be directed
• Closing the bulky files and labeling them accordingly
• Periodically updating the status of the new files online
• Repair and replacement of torn files that may be in the registry
• Catalogue and index of records as may be required
• Backup records by scanning documents and saving them online
• Conduct data entry and carry out foliation
• M-Sacco processing which includes:
• Receipt of the forms and confirming that the passport photo, ID, Safaricom phone number and signature are indicated
• Scanning of identification documents, the photo and signature and saving all scanned items into the system.
• Capturing the Contact details and M-Sacco serial numbers in the system
• Having scanned documents physically taken to FOSA for approval
• Sending back incomplete documents to customer care clearly marked to show what needs to be added for the form to be complete.
• Handle any phone enquiries that come through to registry
• Perform any other duties as may be assigned from time to time

Key Result Areas:

• The accountability areas are;
• Quality services to members
• Maintenance of accurate records
• Availability of records
• Backing up of records
• Verification of records
• Knowledge and Skills Required:

The job holder must possess:

• Degree in Archive and Records management
• Post graduate qualifications records management
• Certificate in information management
• Membership in a professional body
• Must be computer literate
• Minimum of 4 years experience in related field
• Ability to work with minimum supervision.
• Ability to manage information
• Good interpersonal and communication skills

How to Apply

Interested candidates who meet the set criteria may submit their applications with a detailed CV, copies of their certificates & national ID, and names and contacts of three referees, expected remuneration and daytime telephone contacts in a cleared marked envelope “APPLICATION FOR ......” to: The Chief Executive Officer,
Chai SACCO Society Ltd,
KTDA Plaza, 4th Floor,
P.O. Box 278-00200,
Nairobi. Application deadline: Wednesday, 23rd September 2015. Only short-listed candidates will be contacted. Chai Sacco is an equal opportunity employer.