Records Management Assistant - Genius Brain Limited

Genius Brain Limited is an HR consulting firm providing HR solution to both businesses and individuals. The company provides quality service and strives to establish strong, long-term relationships with its clients. The company aims at matching the right skill with the job to be performed mainly focusing on the long-term benefits for both the individual and the organization.

Their services include Talent hunting, Training and development, talent sourcing, Job search, factory hands & support services, operating procedures etc.

Job Description

Job Profile

The Records Management Assistant’s role is to administer, maintain and coordinate records management activities under the guidance of a supervisor. He will also be involved in all activities related to the client's records management system and ensure the integrity of
records management activities and adherence to related procedures.

Responsibilities and Duties:

• Responsible for the management and maintenance of records in a safe and secure manner
• Ensure access to records as assigned to authorized personnel (internal and external)
• Process and catalogue electronic and paper records in preparation for storage
• Review documents for content and under guidance assign document classifications and registration numbers
• Process, scan and index records
• Responsible for document/record distribution and/or their uploading on shared information platforms, or other designated databases
• Knowledgeable in accessioning, arranging and describing archival materials or records
• Organize the transport of paper records to the storage facilities and undertake storage facilities activities
• Maintaining office equipment and records facilities 
• Coordinate with team members in generating and maintaining reports
• Update paperwork and maintain task documentation
• Ensure compliance of corporate etiquette, policies, procedures and guidelines
• Maintain internal resources inventory and office common areas
• Perform clerical duties and errands as required

Compensation

• a1,100.00 GHC per month
• Lunch allowance (twice a week)
• Other allowances associated with tasks

Required Skills or Experience

Education: 

• Diploma in Archival Science or Records Management or Information Studies from a recognized institution

Prior Work Experience:

• At least two (2) years in the relevant post 
• Administrative or clerical experience
• Excellent computer skills, notably in Microsoft Office applications (Word, Outlook, PowerPoint, Excel)

Competencies and Skills:

• Punctuality, efficiency, reliability and detail orientation.
• Commitment: actively contributes to achieving organisational goals in a structured
• and measured manner
• Communication: clearly and transparently communicate with colleagues and stakeholders
• Collaboration: works effectively with others on common goals and fosters a positive,
• trust-based working environment; able to work independently and in a team
• Integrity: acts in a manner consistent with the Organization’s core values and
• principles
• Accountability: takes responsibility for own action and delegated work
• Initiative: proposes and initiates new ideas, activities and projects
• Flexibility: responds positively and effectively to changing circumstances
• Managing performance helps to maximize team performance by providing active
• feedback and skill development opportunities
• Diversity: respects others and values their diverse perspectives and contributions
• Time management: Ability to prioritize tasks and self-organization skills.

Working conditions/ Preference

• Age limit: 20 – 24 years; MALE
• Includes both office work and records facility duties requiring the ability to lift 50 lbs. boxes,
• walking, sitting, kneeling, climbing ladders and bending.
• Applicant should reside within the Spintex, Nungua, Teshie or Burma Camp environs.