The Records Officer is responsible for ensuring proper management, safekeeping, and organization of
records and documentation within the SACCO.

Job Description for the Position of Records Officer
o Maintain and update accurate records of member accounts, including deposits,
withdrawals, loans, savings, and other financial transactions.
o Ensure all records related to member transactions are filed accurately and promptly,
both electronically and in physical format where applicable.
o Manage and organize loan application forms, agreements, disbursements, repayments,
and other related documents.
o Ensure that loan records are up-to-date, secure, and easily retrievable for auditing and
member inquiries.
o Organize both physical and electronic records in a standardized filing system that
ensures easy access and security.
o Regularly review and update records to ensure proper filing and archiving, removing
outdated or irrelevant documents per the SACCO’s record retention policy.
o Implement and manage a system for archiving records in accordance with legal
requirements and the SACCO’s document retention policy.
o Ensure that records are securely archived and disposed of following retention guidelines
and in compliance with data protection laws.
o Ensure efficient retrieval of records for staff, members, auditors, and regulatory
authorities when requested.
o Track records and monitor the return of borrowed documents or files within a specified
period.
o Ensure SACCO’s records management system complies with all relevant laws, such as
the SACCO Act, data protection laws, and financial regulations.
o Stay informed about updates in laws and regulations that impact record-keeping and
implement necessary changes to ensure continued compliance.
o Maintain the confidentiality of sensitive member information, including financial
records, loan details, and personal data.
o Implement security protocols to protect both physical and electronic records from
unauthorized access, loss, or theft.
o Provide accurate and complete records for internal and external audits as requested.
o Coordinate with auditors to ensure timely access to required records and assist with any
audits related to financial statements, member transactions, or compliance.
o Implement document security measures, including restricted access, safe storage, and
encryption for electronic records to protect sensitive information.
o Regularly review and update security procedures for both physical and digital records.

o Use specialized records management software (e.g., an electronic document
management system) to organize, track, and maintain records.
o Oversee the electronic filing of records and ensure that all digital records are properly
backed up and stored in a secure manner.
o Lead initiatives to digitize paper records, ensuring that digital files meet compliance,
security, and access requirements.
o Convert physical documents to digital formats and ensure they are organized and easily
searchable within the system.
o Ensure that all records, especially digital files, are regularly backed up in accordance with
the SACCO’s data protection policy.
o Implement a disaster recovery plan for records to ensure business continuity in case of
system failure, data loss, or other emergencies.

Qualifications:
• Degree in Records Management, Library and Information Science, Business Administration, or
related field.
• 2+ years of experience in records management or administrative roles, preferably within a
SACCO, financial institution, or other regulated industry.
• Experience with digital records management and document management systems (e.g., DMS
software) Is an added advantage
• Familiarity with compliance requirements related to record-keeping in financial institutions is
an added advantage.

Skills:
• Organizational Skills: Ability to organize large volumes of records and documents, both
physical and digital, in a systematic and efficient manner.
• Attention to Detail: Precision in data entry, filing, and document management.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with
record-keeping software (e.g., DMS systems).
• Confidentiality: Ability to maintain high levels of confidentiality when handling sensitive
financial and personal information.
• Communication Skills: Strong written and verbal communication skills, especially in
responding to member queries.
• Problem-Solving: Ability to troubleshoot and resolve records management issues promptly.