Records Management Officer Job United Winners Sacco

The Records Officer is responsible for ensuring proper management, safekeeping, and organization of records and documentation within the SACCO.

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Responsibilities

• Maintain and update accurate records of member accounts, including deposits, withdrawals, loans, savings, and other financial transactions.
• Ensure all records related tmember transactions are filed accurately and promptly, both electronically and in physical format where applicable.
• Manage and organize loan application forms, agreements, disbursements, repayments, and other related documents.
• Ensure that loan records are up-to-date, secure, and easily retrievable for auditing and member inquiries.
• Organize both physical and electronic records in a standardized filing system that ensures easy access and security.
• Regularly review and update records tensure proper filing and archiving, removing outdated or irrelevant documents per the SACCO’s record retention policy.
• Implement and manage a system for archiving records in accordance with legal requirements and the SACCO’s document retention policy.
• Ensure that records are securely archived and disposed of following retention guidelines and in compliance with data protection laws.
• Ensure efficient retrieval of records for staff, members, auditors, and regulatory authorities when requested.
• Track records and monitor the return of borrowed documents or files within a specified period.
• Ensure SACCO’s records management system complies with all relevant laws, such as the SACCAct, data protection laws, and financial regulations.
• Stay informed about updates in laws and regulations that impact record-keeping and implement necessary changes tensure continued compliance.
• Maintain the confidentiality of sensitive member information, including financial records, loan details, and personal data.
• Implement security protocols tprotect both physical and electronic records from unauthorized access, loss, or theft.
• Provide accurate and complete records for internal and external audits as requested.
• Coordinate with auditors tensure timely access trequired records and assist with any audits related tfinancial statements, member transactions, or compliance.
• Implement document security measures, including restricted access, safe storage, and encryption for electronic records tprotect sensitive information.
• Regularly review and update security procedures for both physical and digital records.
• Use specialized records management software (e.g., an electronic document management system) torganize, track, and maintain records.
• Oversee the electronic filing of records and ensure that all digital records are properly backed up and stored in a secure manner.
• Lead initiatives tdigitize paper records, ensuring that digital files meet compliance, security, and access requirements.
• Convert physical documents tdigital formats and ensure they are organized and easily searchable within the system.
• Ensure that all records, especially digital files, are regularly backed up in accordance with the SACCO’s data protection policy.
• Implement a disaster recovery plan for records tensure business continuity in case of system failure, data loss, or other emergencies.

Qualifications:

• A diploma or degree in Records Management, Library and Information Science, Business Administration, or related field.
• 2+ years of experience in records management or administrative roles, preferably within a SACCO, financial institution, or other regulated industry.
• Experience with digital records management and document management systems (e.g., DMS software).
• Familiarity with compliance requirements related trecord-keeping in financial institutions.

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How To Apply

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