Assistant Supervisor – Registry 2024

Assistant Supervisor – Registry

Job Title: Assistant Supervisor – Registry
Department: Registry and Documentation
Reports to: Registry and Documentation Manager
Vacancies: 1
Location: Nairobi

Job Summary

We are seeking an ambitious and self-motivated individual to join our team as an Assistant Supervisor – Registry. This role is integral to ensuring the efficiency and compliance of our documentation processes, playing a key part in the management and accuracy of our records and documentation.

Key Responsibilities

Document Verification and Compliance

• Assist the Registry & Documentation Manager in vetting and verifying all documents to ensure adherence to relevant regulations.
• Maintain compliance with documentation needs through client and research collaboration, assigning resources, and updating management on project progress.

Client Relations and Communication

• Enhance client relations by communicating and informing clients on the status of their documentation needs.
• Ensure timely issuance of completion documents by generating daily, weekly, and monthly tracking reports.

Legal Documentation and Correspondence

• Follow up and track legal documents and external correspondence, ensuring all legal documents are error-free.
• Utilize existing systems effectively for all operational requirements, maintaining active accounts for relevant systems, and performing regular data backups.

Staff Training and Performance Evaluation

• Train, mentor, and guide new staff to improve efficiency and regularly evaluate their performance.

Archiving and Data Management

• Archive documents and materials logically and accurately for future use.
• Update the customer register for all clients engaged with our projects.

Coordination and Process Improvement

• Coordinate with different departments to achieve end results, convey these to management, and develop new documentation and distribution ideas.
• Consistently improve quality through discussions with clients, marketers, and management.
• Identify and apply new communication trends appropriately to business needs.

Professional Conduct and Policy Implementation

• Exhibit professional conduct in daily tasks, promoting good ethics.
• Assist in drafting, implementing, and improving company documentation policies.
• Perform any other duties as assigned by management from time to time.

Required Skills, Knowledge, and Experience

• Educational Background: Bachelor’s degree in Information Science, Business Management, or a related field.
• Experience: Minimum of 5 years in a similar position.
• Skills:
  • Strong team working and management skills.
  • Excellent prioritization, time management, and multitasking abilities.
  • Strong interpersonal, communication, and customer service skills.
  • Proficiency in document management systems and/or customer relationship management programs.
  • Strong IT skills and familiarity with databases.
  • High integrity and confidentiality.
  • Attention to detail and accuracy.
  • Independent working capability with minimal supervision.
  • Excellent communication skills and problem-solving abilities.
  • Result-oriented and deadline-driven.
  • Great team player.

Benefits and Culture

Optiven Group is committed to attracting and retaining top talent. We offer a competitive salary (negotiable during the interview), professional growth opportunities, and a supportive work environment that values integrity and excellence.

Why Join Us?

• Health and Wellness: Comprehensive health insurance plans.
• Financial Security: Retirement plans and performance bonuses.
• Work-Life Balance: Paid time off and flexible work arrangements.
• Professional Development: Tuition reimbursement and career advancement opportunities.
• Inclusive Culture: We are an equal opportunity employer committed to diversity and inclusion.

Application Process

If you have a high-performance culture, positive mental attitude, and are self-driven, apply through recruitment@optiven.co.ke by 10th June 2024. Shortlisting will be done on a rolling basis. Please note, due to the volume of applications, only shortlisted candidates will be contacted.

NB:

• We do not charge for job applications and interviews.
• Optiven Group is an equal opportunity employer.
• Canvassing will lead to automatic disqualification.
• By applying, applicants give express consent for background checks.

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Best of luck with your application! Remember, The Kenyan Job Finder is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application or recruitment fees.