Job Vacancy – Registry Assistant

Our client, a leading insurance company, is seeking to recruit a highly talented and dynamic professional to fill the following position based in Nairobi:

REGISTRY ASSISTANTS (2 POSITIONS)

Reporting to the Head of Registry, the incumbents will play a key role in ensuring the efficient organization, security, and accessibility of both physical and electronic company records. The Registry Assistants will support the implementation of effective records management systems and ensures compliance with internal policies and regulatory standards.

Key Responsibilities

• Organizing and updating both physical and electronic filing systems, ensuring accurate classification and easy retrieval of documents.
• Receiving, recording, and dispatching incoming and outgoing correspondence using the registry logbook or document tracking system.
• Handling authorized requests for files and tracking file movement across departments to ensure timely returns and prevent loss or misplacement.
• Participating in regular audits to verify file completeness, accuracy of classification, and overall integrity of the records.
• Safeguarding all records from unauthorized access, damage, or loss and ensuring compliance with data protection and confidentiality policies.
• Scanning, labeling, and uploading documents into the electronic system, archiving inactive files, and supporting secure disposal of outdated records in line with company policies.
• Assisting in preparing periodic reports on file usage, retrieval activity, outstanding returns, and other registry functions.
• Guiding new or temporary staff on registry operations and contributing to the improvement and review of records management policies, manuals, and procedures.

Key Qualifications, Experience, Skills and Competencies

• Diploma in Records Management, Information Science, Library Science, or a related field.
• Minimum of 2 years of experience in records management or administrative support.
• Experience working in an insurance, legal, or corporate environment will be an added advantage.
• Familiarity with registry procedures and file classification systems in a corporate or insurance environment.
• Basic knowledge of data protection and confidentiality principles is essential.
• AIIK Diploma/CII Diploma or any insurance-related qualification will be an added advantage.
• Knowledge of records classification, archiving, and retrieval systems.
• Proficiency in MS Office and Electronic Document Management Systems (EDMS).Interested candidates are requested to forward their updated CVs only to recruit@virtualhr.co.ke stating the subject heading REGISTRY ASSISTANT by Friday, 8th August 2025, indicating expected remuneration, daytime telephone contacts, and addresses of three referees.Only shortlisted candidates will be contacted.