Palm Oil Production and Plantation

The Registry and Records Management Officer will be responsible for:

(I)Registry & Records Management

• To co-ordinate and maintain records under a Central Registry in accordance with approved records manuals to safeguard and track information and documents at Zampalm Limited.
• Formulate the Records Retention and Disposal Schedule Policy.
• Receive general incoming mail for registration, classification, filing and records such as mails and circulate to appropriate officials.
• To Establish the Filing Index and come up with appropriate filing system to enable classification and easy retrieval of documents.
• To retrieve documents on request from officials following the filing systems, locate documents and records to officials who the documents have been assigned to for actioning.
• Assist in the maintenance, updating, and accuracy of records, files, and databases.
• Receive, register, and process incoming and outgoing correspondence.
• Maintain document tracking and retrieval systems for easy access to records.
• Follow retention policies for document archiving, disposal, and security.
• Assist in organizing and maintaining the registry for both physical and digital files

(II)Compliance & Security

• Ensure that document handling complies with legal, regulatory, and organizational standards.
• Maintain confidentiality and data protection best practices while handling sensitive information.
• Identify and escalate any security risks or breaches in document handling

(III)Support & Reporting

• Assist staff in retrieving and uploading documents in the EDMS.
• Accurately enter, update, and maintain electronic records within the EDMS.
• Scan, index, and categorize documents according to established classification standards.
• Ensure data accuracy and completeness while handling large volumes of information.
• Verify data for errors, inconsistencies, or missing information and correct as needed.
• Manage electronic and physical records following the Authority’s guidelines.
• Perform any administrative duties as assigned by the head of department or designated superior officer.

Qualifications

• Full Grade 12 GCE Level Certificate or GCSE
• A minimum a Degree in Records and Archives Management or Information Studies related field.
• Must be a member of the Zambia Archive and Records Management Association (ZARMA)

Experience:

• At least a minimum of 5 years of experience in records management or a related field

Zampalm Limited values gender diversity in the recruitment process, and as we promote gender equality, women are strongly encouraged to apply. Only shortlisted candidates will be contacted.

• To co-ordinate and maintain records under a Central Registry in accordance with approved records manuals to safeguard and track information and documents at Zampalm Limited.
• Formulate the Records Retention and Disposal Schedule Policy.
• Receive general incoming mail for registration, classification, filing and records such as mails and circulate to appropriate officials.
• To Establish the Filing Index and come up with appropriate filing system to enable classification and easy retrieval of documents.
• To retrieve documents on request from officials following the filing systems, locate documents and records to officials who the documents have been assigned to for actioning.
• Assist in the maintenance, updating, and accuracy of records, files, and databases.
• Receive, register, and process incoming and outgoing correspondence.
• Maintain document tracking and retrieval systems for easy access to records.
• Follow retention policies for document archiving, disposal, and security.
• Assist in organizing and maintaining the registry for both physical and digital files
• Ensure that document handling complies with legal, regulatory, and organizational standards.
• Maintain confidentiality and data protection best practices while handling sensitive information.
• Identify and escalate any security risks or breaches in document handling
• Assist staff in retrieving and uploading documents in the EDMS.
• Accurately enter, update, and maintain electronic records within the EDMS.
• Scan, index, and categorize documents according to established classification standards.
• Ensure data accuracy and completeness while handling large volumes of information.
• Verify data for errors, inconsistencies, or missing information and correct as needed.
• Manage electronic and physical records following the Authority’s guidelines.
• Perform any administrative duties as assigned by the head of department or designated superior officer.

• Full Grade 12 GCE Level Certificate or GCSE
• A minimum a Degree in Records and Archives Management or Information Studies related field.
• Must be a member of the Zambia Archive and Records Management Association (ZARMA)