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Policy and Procedure Development

• Develop and implement records management policies and procedures.
• Ensure compliance with policies and relevant laws, regulations, and standards.

Records Handling and Maintenance

• Receive, verify, and capture incoming records into the database or mail register.
• Classify, index, and file records for easy reference, search, and retrieval.
• Route and disseminate records to responsible officers for action.
• Register and dispatch outgoing mail to stakeholders, including ministries and government agencies.
• Convert paper records into electronic formats (scanning) and update folders on the server.
• Open and close files as needed, retrieving records for action, review, or reference.
• Monitor file movement and conduct regular file audits to update the file tracking system.
• Ensure efficient search and retrieval processes for records.

Records Systems Management and Security

• Manage and maintain records management systems and databases, ensuring integrity, security, and backups.
• Follow up on outstanding returns of issued records/files to ensure accountability.
• Update and maintain archival databases.
• Assist researchers and interns with accessing records, ensuring proper usage of the system.

Quality Control and Improvement

• Monitor and evaluate records management processes and systems for quality control.
• Identify areas for improvement and implement necessary changes.

Records Security and Risk Management

• Ensure security and privacy of records, keeping archives under lock to prevent unauthorised access.
• Identify, assess, and develop strategies to mitigate risks that could lead to information loss.
• Perform any other duties as assigned by the Supervisor.