File Clerk/Officer at Harleys Limited

Harley’s Limited is a company registered in 1953 that deals in the sales, marketing and distribution of healthcare products, pharmaceuticals, surgical-equipment, medical equipment, ophthalmic equipment, theatre equipment and OTC products. The volume of business generated since the current management took over from 1975 has continued to grow steadily. At the time of acquisition by the current management the company purely traded in Pharmaceuticals in Kisumu (western Kenya) as a Wholesale Dispensing Chemist which is still functional.

Job Summary

We are looking for an organized File Clerk / officer to do file management and maintenance. You will organize paperwork according to an efficient filing system and digitalize all important documents. You will be expected to protect and update files as well as make them easily accessible to your colleagues. A file clerk must be organized and possess a serious understanding of confidentiality and data protection. The ideal candidate will be skilled in computers and detail-oriented. The goal is to preserve the company’s records and manage paperwork effectively and efficiently.

Qualifications

1. Proven experience as file clerk


2. Knowledge of filing systems


3. Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.


4. Good command of English both oral and written


5. Dependable with a respect to confidentiality and policies


6. Excellent organizational skills


7. Great attention to detail


8. Proactive


9. High school degree or equivalent

Responsibilities

1. Check incoming paperwork (correspondence, invoices etc.)


2. Sort all papers alphabetically or numerically and according to content, dates, significance etc.


3. Create or update records with new files and information


4. Label files


5. Store all paperwork in designated places securing the important documents


6. Ensure the place is clean


7. Follow up on pending documents


8. Maintain a list of documents received & pending documents


9. Deal with all requests to access files and keep logs of borrowed papers


10. Ensure original documents are not shared without approval


11. Ensure original documents are returned to the files


12. Maintain an efficient filing system to make updating and retrieving files easier


13. Follow policies and confidentiality dictations to safeguard data and information


14. Monitor inventory of files


15. Participate in archiving process

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