Position : Filing Clerk
Purpose of position
To ensure that Finance documents are properly stored, backed up for office processes and are made available for audit purposes.
Check incoming documents (correspondence, invoices etc.) and make copies before distributing
Sort all documents – e.g. alphabetically and according to content, dates, significance etc.
Create or update records with new files and information
Store all documents in designated places securing the important documents
Deal with all requests to access files and keep logs of borrowed documents
Ensure files are accessible and that room well organized secure and is well lit.
Monitor inventory of files, paper clips etc. and report shortages
Develop an efficient filing system to make updating and retrieving files easier
Follow policies and confidentiality dictations to safeguard data and information
Ensure no materials in file are lost.
Ensure if files are loaned out that they come back.
Enter documents into an electronic system either by data entry or by using optical scanners
Availing documents as and when required
Conduct file audits in the Zones and Districts
Bank letter processing
Bank letter processing for staff on international travel
Knowledge, Skills and Abilities
Certificate in Office Administration, Record Management or its equivalent
Proven 2 years’ experience in filing and documentation
Knowledge of filing systems
Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
Excellent organizational skills
Great attention to detail
Dependable with a respect to confidentiality and policies
Good command of English both oral and written
Experience in People management
Knowledge of estate management and guest relations
Ability to maintain effective working relationships with all levels of staff