Registry Officer

Responsible for ensuring that in-coming and out-going mails are received and processed timely and that a reliable and efficient filing system is maintained. Provides operational support, manages records and correspondence, and assists in logistical arrangements and reporting.

Responsibilities

• Provide timely operational support.
• Implement operational activities as scheduled and report.
• Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
• Liaise effectively with internal and external stakeholders.
• Follow up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepare routine office communication and assist in compiling data and information for reporting purposes.
• Assist in the creation, improvement and maintenance of record and retrieval systems.
• Follow up on provision and maintenance of office facilities and materials.
• Receive, register, process and forward in-coming and out-going mail/correspondence to relevant addressee.
• Scan and digitize in-coming mail and records.
• Sort, organize, maintain, store and retrieve office records accurately.
• Create and ensure appropriate records electronically classification.
• Ensure records categorization according to the File Plan.
• File all physical files including personnel (open and confidential), financial, legal files, and ensure their safe custody.
• Ensure that accurate metadata elements of records are captured for upload onto the electronic records system for electronic filing.
• Create new folders and files and disposal of old files in accordance with the established retention schedule.
• Keep records safe and secure in a proper place.
• Maintain archives, ensure that files are properly stored and accessible.
• Maintain a log of all outgoing files to ensure documents are returned in time.
• Service departmental meetings and ensure distribution of working documents to meeting participants.
• Ensure confidentiality and non-disclosure of records.
• Ensure that a reliable, accurate and efficient filing system is maintained in line with the Archives and Records Management Policy.
• Provide answers to queries by searching and retrieval of records.
• Maintain records system of files movements within the office;

Requirements

• A minimum of Diploma in Office Management/Administration or Records Management from a recognized institution with 3 years relevant work experience in Registry/Records Management or clerical duties.
• Candidates holder of a bachelor degree in Office Management/Administration or Records Management from a recognized institution is required to have 1 year relevant experience in Registry/Records Management or clerical duties.
• Sound planning and organizational skills.
• Excellent verbal and written communication skills.
• Capacity to work under pressure.
• Time management capabilities.
• Ability to maintain confidentiality and non-disclosure of information.
• Competence in the use of standard software such as MS Word, Excel, PowerPoint, etc.
• Ability to work in multi-cultural team.
• Proficiency in one of the AU official working languages (French, English, Portuguese, Swahili, Spanish, and Arabic) and fluency in another AU language(s) is an added advantage.

Skills

• Registry Management
• Records Management Projects
• Office Management
• Clerical Duties
• Planning and Organization
• Time Management
• Confidentiality Management
• MS Word
• Excel
• Power Point
• Correspondence Management
• Operational Support
• Logistics Coordination
• Report Writing

Languages

English