JOB PURPOSE

The job holder will be responsible for handling, filing and archiving bank documents as received from central operations Accounts, central operations loans and all branches countrywide. Ensure adherence to the Bank standards while handling the Bank documents and discharging of the record management deliverables for safe custody and retrieval of the documents.

Records Management

• Receive, review and process documents for archival in compliance with the Bank’s policies and procedures.
• Ensure all account opening documents are indexed well for storage.
• Ensure all Loan documents are indexed and filed properly.
• Create or update records with new files and information.
• Process requests for retrieval of documents within SLA per laid down procedures and recover charges as applicable.
• Track movement of retrieved original documents back to the Centre and escalate any delays in receipt.
• Store all paperwork in designated places securing the important documents.
• Ensure all paperwork is entered into an electronic system either by data entry or other available means.
• Deal with all requests to access files, AODs or LAFs and keep logs of the same.
• Develop an efficient filing system to make updating and retrieving files easier.
• Follow policies and confidentiality dictations to safeguard data and information.
• Monitor inventory of files, documents etc. and report any discrepancies.
• Recall all teller batches from branches as soon as internal audit is over.
• Ensure customer statements are printed and distributed in good time.
• Ensuring the documents register is up to date and all documents arranged systematically to ease retrieval.
• Facilitating classification, arrangement & description of records and cataloguing in the Archives Filing of all records received in a systematic manner.
• Appraisal of documents that are past their administrative and legal value for destruction in line with the registry policy.

Compliance To policies, SLA’s and TAT’s:

• 100% adherence to SLA between Registry and all other support functions
• Ensure that all duties and responsibilities are performed in accordance with all relevant Operations Policies.
• Ensure internal controls are adhered to,
• Ensure Service Level Agreements, TAT and customer service performance standards are achieved and maintained.

Risk & Compliance

• Attend training and maintain knowledge of and comply with all bank policies and procedures including Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing laws, rules and regulations.
• Participate or undertake Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing bank programs on a regular basis e.g. taking attestations, self-assessment tests, filling in compliance questionnaires as required.
• Respond to all AML/CFT/CPF queries when requested by Compliance Unit to allow the bank to comply with the requirements of The Anti-Money Laundering and Combating Financing of Terrorism Amendment Act.
• Co-operate fully with regulators and law enforcement agents and make available required documents and information.

• A Business or related degree from a recognised university
• Professional qualifications in Records Management/Archiving will be an added advantage
• Proven experience in filing, filing systems and record management
• Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
• Good command of English both oral and written
• Dependable with respect to confidentiality and policies
• Excellent organizational skills
• Great attention to detail
• Good knowledge of the bank’s core banking system
• Sound and demonstrated knowledge of policy, procedures, regulation, reporting and statutory obligations