Rafiki Microfinance Bank is hiring.
Position: Officer – Archives Management
Department: Credit
Unit: Credit Administration
Reporting To: Manager Credit Administration
Job Summary
The Credit Administration Officer – Archives is responsible for the safe custody, organization, maintenance, retrieval, and archiving of credit files and related documentation. The role ensures proper filing systems, document security, and compliance with internal policies and regulatory requirements regarding records management.
Key Responsibilities
File Management & Archiving
- Maintain an organized and efficient filing and archiving system for all credit files and documents.
- Receive, sort, classify, and archive credit documentation accurately.
- Ensure proper indexing and labeling of archived files for easy retrieval.
- Manage both physical and electronic credit records in accordance with company policies.
Document Retrieval & Custody
- Retrieve requested files and documents promptly for authorized users.
- Track movement of files and maintain proper records of file issuance and returns.
- Ensure confidentiality and security of all archived credit documents.
- Monitor access to archived records and ensure compliance with document handling procedures.
Records Maintenance
- Conduct periodic reviews of archived files to ensure completeness and proper storage.
- Identify missing or incomplete documentation and escalate accordingly.
- Ensure damaged or misplaced files are reported and corrective action taken.
- Support digitization and scanning of credit files where applicable.
Compliance & Documentation Control
- Ensure retention and disposal of records are done in accordance with company policy and regulatory requirements.
- Maintain updated archive registers and documentation logs.
- Support internal and external audits by providing requested archived documents promptly.
- Ensure proper storage conditions for archived files and documents.
Stakeholder Support
- Liaise with credit officers and other departments regarding file requests and documentation matters.
- Provide support during audits, inspections, and document verification exercises.
- Respond promptly to archive-related inquiries and requests.
Key Performance Indicators (KPIs)
- Accuracy and organization of archived files.
- Timeliness of file retrieval and file return tracking.
- Reduction in missing or misplaced documents.
- Compliance with records retention and archiving procedures.
- Timely support for audits and document requests.
Qualifications & Experience
- Diploma or Bachelor’s degree in Records Management, Business Administration, Finance, Library Services, or related field.
- Minimum of 1-2 years’ experience in records management, archives, administration, or banking operations.
- Experience handling confidential documents and records management systems is an added advantage.
Skills & Competencies
- Strong organizational and filing skills.
- High level of accuracy and attention to detail.
- Good record-keeping and documentation management skills.
- Ability to maintain confidentiality and professionalism.
- Proficiency in Microsoft Office applications.
- Good communication and interpersonal skills.
- Ability to work independently and manage multiple tasks effectively.
