Records Assistant at Joint Medical Store (JMS)

To organize, maintain, classify, sort and archive official documents, files, records safely, and provide access to information by authorized users in a timely and efficiently manner in accordance with JMS Records Management policies and procedures.

Key duties and responsibilities;
• Receive and file the documents relating to customer orders, dispatch and distribution for regular and project items.
• Arrange, sort and code the document as per agreed upon sequence for easy access and retrieval.
• Make available all records for viewing and processing to the relevant personnel.
• Store and backup documents in the data system.
• Compile, index, reference and file all documents in an organized retrievable sequence.
• Scan & save documents in soft copy on the JMS server.
• Duplicate documents as required by the JMS guidelines.
• Coordinate with other departments to maintain and manage records, reports and documents. Retrieve documents requested by authorised officers for reference purposes from the archive and other storage areas.
• Follow up with users to ensure return of those documents for re-filing.
• Innovate new ways to ensure proper documentation of records.
• Check that documents management is done in compliance with corporate procedures and guidelines.
• Recommend improvements in accordance with good records management practices.
• Upload and update all files issued to respective officers.
• Track all documents and files and enforce an effective follow up system using an appropriate record movement log.

Person specifications
• Qualifications
• Diploma in Records and Information Management
• A Bachelor’s degree in the relevant field is an added advantage.
• Experience
• At least two years’ practical working experience in records or Archive management
• Excellent understanding of records and archive management concepts

General Competencies & Knowledge:
• Knowledge of records management software applications
• knowledge of library management practices
• computer skills
• Communication skills
• Planning and organizing
• Interpersonal skills
• Innovative and able to identify strategies for process improvement.

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