Chai Sacco Records Officer Job-September 2015



Chai SACCO Society Ltd is a leading deposit taking Savings and Credit Co-operative Society Ltd with nationwide membership.
The SACCO has two fully pledged branches in Nairobi and Litein, and a marketing Office in Mombasa.

We are looking for a self-driven and results-oriented person to fill the following position:-

Job Title: Records Officer

Department: Branch Operations

Position reports to: Head of Business Operations

Position Supervises: Branch Records Officers II

Purpose of the Job: To maintain accurate and appropriate records within the approved systems, policies and procedures for efficient management of Society records.

Main Duties and Responsibilities

The duties and responsibilities are as follows;

Operational Roles and Responsibilities

  • Shelve both active and archive member files, using the set record keeping policies
  • Registration of new members which involves:
  • Receiving the membership forms from customer care,
  • Confirmation of the membership by checking the ID number, membership, number and payroll in the system, if the member is not registered
  • Separation of the M-Sacco, nominee, and ATM forms
  • Data entry of the details in the system which includes the name, ID number, phone number, nominee details and payroll numbers.
  • Assign member numbers to forms by entering member details in the system
  • Retrieval of all loan files, recovery files and dormant account files on daily requests;
  • Weed out semi active files, which involves the following
  • Checking in the system for in active or different categories of files that are to be weeded
  • Periodically updating the status of the semi active files in set database
  • Create new volumes of files that are bulky which involves
  • Periodically checking in the shelves for bulky files that need to be thinned
  • Opening a new files as may be directed
  • Closing the bulky files and labeling them accordingly
  • Periodically updating the status of the new files online
  • Repair and replacement of torn files that may be in the registry
  • Catalogue and index of records as may be required
  • Backup records by scanning documents and saving them online
  • Conduct data entry and carry out foliation
  • M-Sacco processing which includes:
  • Receipt of the forms and confirming that the passport photo, ID, Safaricom phone number and signature are indicated
  • Scanning of identification documents, the photo and signature and saving all scanned items into the system.
  • Capturing the Contact details and M-Sacco serial numbers in the system
  • Having scanned documents physically taken to FOSA for approval
  • Sending back incomplete documents to customer care clearly marked to show what needs to be added for the form to be complete.
  • Handle any phone enquiries that come through to registry
  • Perform any other duties as may be assigned from time to time

Key Result Areas:

  • The accountability areas are;
  • Quality services to members
  • Maintenance of accurate records
  • Availability of records
  • Backing up of records
  • Verification of records
  • Knowledge and Skills Required:

The job holder must possess:

  • Degree in Archive and Records management
  • Post graduate qualifications records management
  • Certificate in information management
  • Membership in a professional body
  • Must be computer literate
  • Minimum of 4 years experience in related field
  • Ability to work with minimum supervision.
  • Ability to manage information
  • Good interpersonal and communication skills

How to Apply

Interested candidates who meet the set criteria may submit their applications with a detailed CV, copies of their certificates & national ID, and names and contacts of three referees, expected remuneration and daytime telephone contacts in a cleared marked envelope “APPLICATION FOR ……” to: The Chief Executive Officer,
Chai SACCO Society Ltd,
KTDA Plaza, 4th Floor,
P.O. Box 278-00200,
Nairobi. Application deadline: Wednesday, 23rd September 2015. Only short-listed candidates will be contacted. Chai Sacco is an equal opportunity employer.