The Facilities Assistant III (Records Management) is responsible for maintaining documents and records in the Registry and Archives in an accessible form to end users.

Salary Scale: KS1(1)
Report to: Administration Officer
Direct Reports: Facilities Assistant II

Key Functions:
• Process, scan, index, compile, gather and organize reports, documents, and records.
• Code, Classify and file materials and important documents such as administrative issuances, contracts, personnel files, etc.
• Dispatch incoming and outgoing correspondence and keep an up-to-date record of all documents, and records.
• Assist in the formulation of records retention and disposal schedule as guide to all disposition action on records.
• Lead, mentor, develop, coach, train and appraise subordinates and peers to help them be successful in their roles and to progress in their skills and abilities.
• Develop and implement Monthly Work Plans necessary for executing the above duties and responsibilities and Performance Reports detailing all Records Management aspects within the company.
• Any other duties assigned by the immediate supervisor.

Minimum Academic Qualifications
Ordinary/National Diploma in Records and Information Management or Related Field with at least Credit Class or Equivalent from a recognized Institution.

Minimum Experience
The applicant should have General Working Experience of at least Three (3) years. The applicant should have served in the role of Records Assistant in a reputable organization for at least Two (2) years.

Core Competencies
• Documentation and Records Management Principles
• Design and implementation of electronic record-keeping systems
• Information Security Policies and Procedures
• Data Analysis and Data Management
• Proficiency in the use of Microsoft Office Suite and ERP Systems

Behavioural Competencies
• Complete Tasks within Set Budgets, Timeframes and Standards
• Good Communication and Interpersonal Skills
• Ability to take Initiative and Good Decision-Making Skills
• Integrity and Confidentiality
• Ability to Learn and Acquire New and Relevant Skills
• Duty of Care while Operating within the terms of Company policies and procedures