Records Officer

HFC Limited, the banking and property finance subsidiary of HF Group, has an exciting opportunity in our Human Resources Department. We are seeking a talented, dynamic, self-driven, and results-oriented individual who is committed to performance, excellence, and participating in our growth strategy. The job holder will ensure that documents are files, distributed, retained and stored in a way that time serving the operational needs of HFC Limited and preserving an adequate historical record. To give document filing and retrieval services to the business in a prompt and efficient manner for ease of reference. Deadline: 2025-08-18Category: Human ResourcesSubsidiary:

HFCPrinciple AccountabilitiesDeal with all requests to access files and keep logs of borrowed Employee files. Develop an efficient filing system to make updating and retrieving files easier. Check incoming paperwork and make sure they are stored in the respective files. Set up and review documentation records systems. Prepare, scan, reassemble and index documents. Sort all papers alphabetically and according to content, dates, significance etc. Create or update records with new files and information. Store all paperwork in designated places securing the important documents. Enter paperwork into an electronic system either by data entry or by using optical scanners.

Monitor inventory of files, confidential documents and report shortages. Advise on new records management policies, providing a framework to guide the staff in the management of their records and use of Documents Management. Locate and isolate outdated or unnecessary records ready for disposition or transfer to the archive according to the Records Management policy. Find, retrieve and disburse information from files in response to phone or physical requests from authorized staff.

Keep complete and accurate records of documents requested, filed or removed, using appropriate physical and electronic registers as well as tracking documents removed from files to employees that requested files/documents are returned after use for proper storage. Ensure compliance with relevant legislation and regulations on confidentiality and Data. Follow policies and confidentiality dictations to safeguard data and information. Carry out regular records Audit to ensure all documents & staff files are well secured and accounted for. Any other duty that may be assigned by the Line Supervisor, Head of HR or any authorized officer.

Key Competencies and SkillsTechnical CompetenciesIT Skills. Data entry skills. Digital record management skills. General CompetenciesResults oriented. Good command of English both oral and written. Dependable with a respect to confidentiality and policies. Excellent interpersonal skills. Negotiation skills. Team player. High integrity. Discretion. Minimum Qualifications, Knowledge And ExperienceBachelor’s degree in Records Management or related field. Proven experience as a records officer or file clerk. Knowledge of filing systems. Very good knowledge of MS Office and office equipment such as photocopier, scanner etc. Good command of English both oral and written. Dependable with a respect to confidentiality and policies.