The Senior Officer, Documents Management & Office Administration will provide efficient and effective high-quality service, in line with laid down procedures and guidelines in order to contribute as appropriate to the performance of the Bank’s objective of Banker to National Government (Ministries, Departments and Agencies) County Government(Executive and Assembly) financial institutions (Commercial banks/Microfinance banks), Internal customers(Central Bank of Kenya-Departments)/and the general public, by ensuring proper management of documents relating to Banking operations, availability of resources required to offer the services to the customers and to ensure general office administration.

Strategic Responsibilities
Contribute as appropriate to the performance of Banking Services Division and the overall achievement of the Bank’s strategic objectives.

Technical and Operational Responsibilities
1. Receive documents for Banking Services.
2. Provide first level or second level verification of documents for Banking Services Divisions.
3. Record and sign the register for received documents.
4. Forward received documents to the sections for processing.
5. File transactions /information documents for Banking Services Divisions.
6. Organize transactions /information files for safe storage.
7. Receive and store outward cheques submitted for clearing.
8. Timely retrieval of archived documents and microfilm images upon request.
9. Extract customer account statements daily from the banking system and share in the prescribed format.
10. Extract statements for Ethics and Anti-Corruption Commission (EACC) in the prescribed format and as per Standard Operating Procedures (SOP).
11. Extract legacy account statements for customers from EDW and share as per SOP in place.
12. Ensure the security of records in the Registry Office.
13. Transfer sensitive and non-sensitive files/vouchers to/from the Registry.
14. Generate a list of documents scheduled for disposal as per the Bank’s retention and disposal policy.
15. Prepare for the annual document disposal of documents as per policy.
16. Replenish the first aid kit and issue first aid assistance to members of staff.
17. Issue and reorder stationery items for Banking Services Divisions.
18. Input details or provide first level approval in the ERP System for office supplies requests in the Division.
19. Input details or provide first level approval in the ERP System for procurement of goods/works/services for Banking Services Division.
20. Handle and report general maintenance issues in the Division to General Services Department (GSD)
21. Coordinate and follow up with GSD to facilitate effective housekeeping.
22. Follow up on procurement on the Division’s procurement of goods and services.
23. Offer support to Branches/centres on Document management.
24. Continuously update the Division’s keys register.
25. Grant staff members biometric access to the Division.
26. Coordinate support staff activities in the Division.
27. Resolve customer queries and make decisions in marginal risk situations.
28. Comply with operational, security and control policies/ procedures, preventing fraud and loss to the Bank.
29. Ensure the archival function is up to date
30. Confirm and ensure the microfilms in the safes are secure.
31. Liaison between the Division and General Services Department.
32. Coordinate onboarding and settling of new staff in workstations.


Other Responsibilities
1. Audit Banking Services teller’s cash balances at the close of business.
2. Perform any other duties & responsibilities assigned by Banking Services Management.

1. Bachelor’s Degree in Economics, Banking, Accounting, Finance, Business Administration, Mathematics, Computer Science, or related field of study.
2. Professional qualification in Banking, Accounting, Finance, Risk Management, or related field of study is an added advantage.

Not less than three (3) years’ work experience in Banking Operations, Financial Services, Economics, Accounting, or similar operations.

Technical Competencies
1. Knowledge in archives and records management.
2. Knowledge in procurement will be an added advantage.
3. Knowledge of Banking laws and regulations
4. Knowledge of Banking operations.
5. Accounting and financial management skills.
6. Customer care skills.
7. Change management skills.
8. Knowledge of Public Finance Management Act and regulations.
9. Knowledge of Treasury guidelines on signing instructions for National and County Governments.
10. Computer proficiency and knowledge of banking systems e.g., TRANSACT and Online Banking System.
11. Clear understanding of economics, banking, and relevant emerging issues in financial services management.

Behavioural/ General Competencies
1. Planning and organization - Ability to organize work, set priorities, and determine resource requirements; determine short or long-term goals and strategies to achieve them; coordinate with other stakeholders or part of the organization to accomplish goals.
2. Quality orientation - Ability to check work to ensure accuracy. Adopt a disciplined approach to work and drive for closure, results, and success.
3. Communication and information sharing -Ability to express information clearly and succinctly, orally and in writing, considering the audience and the nature of the information.
4. Professionalism, work ethic and integrity - Ability to convey a high level of excellence and competence on delivery of duty.
5. Collaboration and teamwork - Ability to work collaboratively within a group of people to achieve a common goal.
6. Accountability and professional development – Ability to take and accept responsibility and outcome thereof in an open and transparent manner.
7. Customer focus - Ability to demonstrate concern for the expectations of customers and prioritize them as well as convey realistic expectations to both internal and external customers.
8. Resilience. Ability to withstand operational challenges and maintain momentum.
9. Decision making. the ability to make better decisions, as defined by decision-making principles posited by models of rational choice.
10. Building consensus and influencing.
11. Emotional Intelligence -manages emotions in a mature and composed manner as expected of staff.
12. Data protection- take all reasonable precaution to maintain confidentiality in document information and handling.

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