Registry Assistant

Role Overview

This position sits within the registry function and is accountable for the full lifecycle of organisational records, from creation through to secure disposal. You will work closely with the Registry Officer to ensure that every document, file, and electronic record is systematically controlled, easily retrievable, and protected in line with legal and operational requirements. Your daily efforts will directly support the SACCO’s ability to serve members efficiently while maintaining a reliable and compliant historical record of its activities.

Key Responsibilities

• Apply and enforce the organisation’s records management policies, procedures, and standards across daily registry operations.
• Continuously reorganise physical and digital files to improve retrieval speed, accuracy, and accessibility for authorised staff.
• Maintain complete records inventories for both manual and electronic systems, keeping all registers current and reconciled.
• Create, update, and preserve records that are clear, accurate, secure, and reliably traceable throughout their lifecycle.
• Track file movements, manage loan and return processes, and ensure the registry remains orderly and secure at all times.
• Collaborate with branch teams to preserve long-term, temporary, and permanent electronic records, including coordinating data migrations when required.
• Identify obsolete records and ensure they are transferred or disposed of strictly in line with approved disposition schedules and procedures.
• Carry out general registry duties, including sorting and dispatching member circulars, preparing notices, and responding to registry-related queries from staff and members.
• Uphold confidentiality obligations under relevant data protection legislation and internal policies, reporting any breaches or risks to the Registry Officer.

Requirements & Qualifications

• Diploma or Higher Diploma in Records Management or Business Information Management; a related degree is an added advantage.
• At least three years of hands-on records management experience in a reputable firm or financial institution.
• Demonstrable working knowledge of Document Management Systems (DMS) or Electronic Document Management Systems (EDMS).
• Proficiency in computerised office environments, including standard office software and digital filing tools.
• KCSE mean grade of C Plain or higher, with a C Plain in English.
• Proven personal integrity, honesty, and professional competence, with a strong commitment to confidentiality.
• Age above 24 years.
• Excellent organisational skills with the ability to manage multiple tasks and maintain attention to detail in repetitive work.
• Strong communication and interpersonal skills, with a collaborative, team-oriented approach.
• Analytical, self-driven, results-oriented, and forward-thinking in identifying improvements to registry processes.