To maintain and update a digital documentation system and archive management in the way that enables easy retrieval and access of documents.

Key Responsibilities

• Establish and update a digital documentation system and archive;
• Verify incoming files and its support documents and acknowledge each through the routing slip;
• Give a reference numbers to each documents depending on the registry classification and index of each department’s documents;
• Scan and share documents electronically to respective departments;
• File away original document together with the routing slip in a box file and update accordingly shared documents;
• Establish file description and reference numbers, print them neatly and in legible way and ensure the safeguarding and maintenance of all files;
• Ensure a quality check process on newly received documents to ascertain that they are properly scanned, indexed, images are legible and all the physical pages are intact;
• Carry out regular reports of available documents and references of their location.

Key Performance Measures

• Proper timely online documentation and archive system
• Quick, easily accessible and retrievable system
• Safety of archived and relocated files.

Working Relationships

• Internal Relationships

The registry Assistant will be;

• Accountable to Registry Supervisor;
• Liaise and work with other departments when required.
• External Relationships
• Intermediaries

Knowledge, Experience And Qualifications Required

• Bachelor’s degree in Office management or related field with one year experience in clerical duties.
• Advanced certificate in Secretarial studies or related field with two years’ experience in clerical duties.
• Computer literacy in MS Office and scanning skills.

Core competencies

• Presenting and Communicating Information – Speaks fluently; expresses opinions, information and key points of an argument clearly; present effectively, responds quickly to others’ reactions and feedback when communicating; projects credibility.
• Working with people: show respect for the views and contribution of other team members; show empathy, listen, support and care for others; consult others and share information and expertise with them; build team spirit and reconcile conflict; adapt to the team and fits in well.
• Adhering to Principles and Values – Upholds and encourages ethical behaviour; demonstrates integrity; encourages individual responsibility towards the community and the environment; models the organizational values during every day interactions.
• Analysing – probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue in the team or department may be a part of a much larger system.
• Planning and Organizing – adhere to and monitor clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors team performance against deadlines and milestones.
• Delivering Results and Meeting Customer Expectations- Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic methodical and orderly way; consistently achieves project and team goals.