Records Management Assistant

Records Management Assistant

K-Unity Sacco

Job summary
The Records Management Assistant will support the effective management and strengthening of the Sacco’s Registry and records function by ensuring the proper receipt, classification, filing, storage, retrieval, tracking and preservation of records.

Job descriptions & requirements
One-year renewable contract
Reporting to the Records Management Officer, the Records Management Assistant will support the effective management and strengthening of the Sacco’s Registry and records function by ensuring the proper receipt, classification, filing, storage, retrieval, tracking and preservation of records. The role will also support the ongoing digitization of records by preparing, scanning, indexing and organizing records to enhance their accessibility, security and efficient retrieval, while ensuring compliance with approved records management procedures and requirements.
KEY RESPONSIBILITIES
i. Ensure the safe custody, proper handling and security of Sacco records and documents within the Registry.
ii. Support the Records Management Officer in the effective management and coordination of registry operations.
iii. Receive, sort, classify, file and retrieve physical records in accordance with approved records management procedures.
iv. Maintain an accurate and up-to-date filing and records tracking system to facilitate timely retrieval and movement of documents.
v. Record and monitor the movement of files and documents to ensure accountability and minimize loss or misplacement of records.
vi. Prepare records for digitization, including sorting, arranging, removing duplicates, scanning, reassembling and indexing documents.
vii. Support the ongoing digitization of Sacco records by ensuring that scanned documents are complete, legible, correctly indexed and properly organized.
viii. Capture and maintain accurate metadata and other relevant information relating to digitized records.
ix. Assist in the identification, segregation and preparation of records for archiving, transfer or disposal in accordance with the approved Records Management Policy and retention schedules.
x. Maintain proper storage and preservation of physical records, including arranging files, boxes and other records in designated storage locations.
xi. Assist in maintaining an inventory and database of physical and digitized records for ease of control and retrieval.
xii. Attend to routine registry and records-related enquiries and facilitate timely retrieval and provision of authorized documents.
xiii. Ensure the Registry is orderly, secure and properly maintained, and that records are protected from damage, loss or unauthorized access.
xiv. Assist in maintaining records relating to the creation, movement, storage, retrieval, archiving and disposal of documents.
xv. Undertake photocopying, scanning, filing, binding and other routine registry activities as required.
xvi. Maintain confidentiality and exercise due care in handling sensitive and confidential Sacco records.
xvii. Support continuous improvement of registry and records management processes, including initiatives aimed at improving efficiency, accessibility and security of records.
xviii. Perform any other duties and responsibilities as may be assigned by the Supervisor.
KNOWLEDGE, SKILLS AND EXPERIENCE
Formal Education:
• Bachelor’s degree in information science, Records Management, Information Technology, Archives and Records management or any other equivalent qualification from a recognized institution.
• 2 years post graduate records management experience preferably in a reputable Financial Institution.
• Must have demonstrable working Knowledge of a DMS solutions
• Possess working knowledge of computerized office applications.
• Demonstrate good communication and interpersonal skills.
• Excellent organizing skills.
• Demonstrated integrity and professional competence.
• Must be a team player.
• Ability to work under pressure.
• A proficient and forward-thinking Individual
• Analytical with a hands-on approach to monotonous tasks.
• Self-driven and results oriented.
• Problem solving skills
Experience required
• Have a minimum of two years’ practical experience.
Application process
Please send your CV and cover letter detailing your experience and qualifications for the job and address it to humanresource@k-unity.co.ke indicating your current and expected remuneration.
All applications should be received on or before Wednesday 21st October 2026; clearly indicate in the email subject the position for which you are applying for. Please note that only shortlisted applicants will be contacted.
Please note that K-Unity Sacco does not ask for payment during any stage of the recruitment process, only the official K-Unity number 020-2047678/066-2022201/ 0707424774 or the email above will be used to communicate.