Job Description

To undertake the provision of registry services in order to enhance accessibility, security and flow of information

Responsibility:

Registry Systems

Undertakes effectively the maintenance of efficient registry systems in order to facilitate proper storage and easy retrieval of information.

Disposal of Records

Undertakes timely transfer of semi-active and inactive records to National Archives in order to preserve and create space in the registry.

Classification

Undertakes effectively the classification of documentation in accordance with the provisions of the records management policy in order to facilitate efficient storage and retrieval of information.

Staff Records

Undertakes effectively the creation of staff records in order to facilitate maintenance of accurate records.

Indexing

Undertakes timely preparation and updating of file indexes in order to facilitate easy identification of files.

Receipt, Distribution and Dispatch of Correspondence

Undertakes timely the recording and directing of correspondence in order to facilitate access to information.

Security of Documentation

Undertakes effectively the securing of documents and correspondence in order to prevent unauthorized access.

Storage

Undertakes effectively the appropriate storage of documentation in order to prevent unauthorized access and destruction.

Search List

Undertakes effectively the conducting of a search list in order to update records.

Skill:

• Oral Communication
• Computer literate
• Integrity
• Oral Skills – Able to communicate effectively in English
• Written Skills – Ability to write reports
• Confidentiality
• Interpersonal

Qualification Required:

Diploma in Records Management, Grade 12, Validation Certificate from Zambia Qualifications Authority (ZAQA), Member of Zambia Archives and Records Management Association

• Undertakes effectively the maintenance of efficient registry systems in order to facilitate proper storage and easy retrieval of information.
• Undertakes timely transfer of semi-active and inactive records to National Archives in order to preserve and create space in the registry.
• Undertakes effectively the classification of documentation in accordance with the provisions of the records management policy in order to facilitate efficient storage and retrieval of information.
• Undertakes effectively the creation of staff records in order to facilitate maintenance of accurate records.
• Undertakes timely preparation and updating of file indexes in order to facilitate easy identification of files.
• Undertakes timely the recording and directing of correspondence in order to facilitate access to information.
• Undertakes effectively the securing of documents and correspondence in order to prevent unauthorized access.
• Undertakes effectively the appropriate storage of documentation in order to prevent unauthorized access and destruction.
• Undertakes effectively the conducting of a search list in order to update records.

• Oral Communication
• Computer literate
• Integrity
• Oral Skills – Able to communicate effectively in English
• Written Skills – Ability to write reports
• Confidentiality
• Interpersonal

• Diploma in Records Management
• Grade 12
• Validation Certificate from Zambia Qualifications Authority (ZAQA)
• Member of Zambia Archives and Records Management Association