BIMAS KENYA: Registry And Records Management [Internship]

BIMAS KENYA: Registry And Records Management [Internship]

Job Level: Internship

BIMAS KENYA, a leading organization committed to fostering development, is currently seeking dynamic and results-oriented individuals to join our team in the position of Registry and Records Management. This is an internship opportunity for a term of 3 months, with multiple positions available. The deadline for applications is July 31, 2023.

Minimum Qualifications:

• Diploma or degree in a relevant field
• Computer literacy
• Minimum Grade of C plain

Reporting To: Human Resource Manager

Job Term: 3 Months

Department: HR & Administration Department

Qualifications, Skills, and Experience Required:

1. Computer Literacy: Proficient in using computer systems and document management software.
2. Academic Qualifications: Minimum Grade of C plain in the relevant field.

Duties and Responsibilities:

• Classify and Label Documents: Efficiently categorize and label documents, ensuring a systematic filing system.
• Document Management System: Maintain an up-to-date document management system.
• Clean Registry and Archive: Ensure the cleanliness and organization of the registry and archive.
• Record Requests: Respond to record requests by retrieving the required files promptly.
• Maintain Records: Keep accurate records of document orders and movements.
• Archive Redundant Documents: Remove or archive repeated documents or irrelevant/outdated information.
• Customer Queries: Respond to queries professionally through in-person, email, post, or phone communication.
• Confidentiality: Maintain a high level of confidentiality and integrity in handling sensitive information.
• Team Collaboration: Work effectively as part of a team.

How to Submit Application:

1. Create an account by registering with our eRecruitment Portal.
2. Complete your profile by filling in your details in all the relevant sections (Profile Section, Academic Section, Work Experience Section, and Cover Letter Section).
3. Once you have filled all the required sections, proceed to apply for any job vacancy or internship position of your choice from the listing.

Points to Note:

1. All applications are done online. No manual application is accepted.
2. Internship candidates must indicate their preferred locations.
3. Our internship opportunities are not compensated.

We are an equal opportunity employer, committed to attracting and retaining the best talent from diverse backgrounds. We do not charge any application fees (refundable or non-refundable) at any stage of the recruitment process.

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Expert Tips To Be A Successful Applicant for Registry And Records Management:

1. Tailor Your Application: Customize your cover letter and resume to highlight your skills and experiences relevant to records management.
2. Highlight Computer Skills: Emphasize your proficiency in document management software and other relevant computer applications.
3. Demonstrate Attention to Detail: Showcase instances where your attention to detail contributed to efficient record-keeping.
4. Illustrate Teamwork: Provide examples of successful collaboration within a team, a crucial aspect of this role.
5. Showcase Confidentiality: Stress the importance of confidentiality in your previous roles, demonstrating your ability to handle sensitive information.
6. Address Customer Interaction: Share experiences where you effectively communicated with customers to fulfill record requests.
7. Express Adaptability: Highlight situations where you adapted to changes in document management systems or processes.
8. Quantify Achievements: Where possible, quantify your achievements in terms of improved efficiency or accuracy in records management.
9. Demonstrate Problem-Solving: Provide examples of how you identified and resolved challenges related to records management.
10. Research the Company: Show your interest in BIMAS KENYA by incorporating knowledge about the organization in your application.

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SAMPLE COVER LETTER FOR REGISTRY AND RECORDS MANAGEMENT

Dear Hiring Manager,

I am writing to express my sincere interest in the Registry and Records Management internship position at BIMAS KENYA, as advertised. With a [Diploma/Degree] in [Relevant Field], complemented by a robust background in computer literacy, I am enthusiastic about contributing my skills and passion for records management to your esteemed organization.

In my previous roles, I have consistently demonstrated my commitment to efficient document management systems. Specifically, I successfully implemented a comprehensive system that significantly improved the accuracy and confidentiality of record-keeping. My meticulous attention to detail played a pivotal role in maintaining the integrity of sensitive information, ensuring compliance with organizational standards and industry regulations.

One of my key strengths lies in responding to record requests promptly and efficiently. I have a proven track record of retrieving required files in a timely manner, showcasing my dedication to meeting the needs of internal and external stakeholders. Additionally, my experience in ensuring the cleanliness and organization of both the registry and archive aligns seamlessly with the responsibilities outlined for this role at BIMAS KENYA.

Having maintained accurate records of document orders and movements in my previous position, I understand the importance of meticulous record-keeping. This skill, coupled with my proficiency in utilizing document management software, positions me as a strong candidate for contributing to the HR & Administration Department at BIMAS KENYA.

I am particularly excited about the prospect of working within a team, as collaboration is essential for the successful execution of records management responsibilities. In my prior roles, I have effectively collaborated with cross-functional teams, fostering a positive and cooperative work environment. My ability to work collaboratively aligns seamlessly with the team-oriented culture at BIMAS KENYA.

I am confident that my skills and experiences make me a valuable asset for your organization. I am eager to bring my dedication to efficiency, confidentiality, and teamwork to BIMAS KENYA’s internship program. I am excited about the opportunity to contribute to the HR & Administration Department and further enhance my skills in records management.

Thank you for considering my application. I look forward to the possibility of discussing how my qualifications align with the needs of BIMAS KENYA in greater detail. Please find my resume attached for your reference.

Sincerely,

[Your Name]

Frequently Asked Questions (FAQs) About Registry And Records Management:

Q1: Can I apply if I don’t have a degree but have relevant work experience in records management? Yes, a diploma in a relevant field is the minimum requirement. However, if you have substantial work experience and can demonstrate proficiency in records management, you may still be considered. Please highlight your experience in your application.

Q2: Are there opportunities for career advancement after the internship period? While this position is an internship, outstanding performers may be considered for future permanent roles within the organization. BIMAS KENYA is committed to recognizing and promoting talent within the company.

Q3: What does the application process entail? All applications must be submitted online through our eRecruitment Portal. Create an account, complete your profile, and apply for the desired position. Manual applications are not accepted.

Q4: Is there a preferred location for internship placement? Yes, internship candidates are required to indicate their preferred locations during the application process. This helps us match individuals with opportunities in their desired regions.

Q5: Are internships compensated? No, our internship opportunities are not compensated. However, they provide valuable hands-on experience and the potential for future career opportunities.

Q6: How long is the internship period? The internship is for a duration of 3 months, providing participants with a comprehensive understanding of registry and records management within our organization.

Q7: Will I be trained on the document management system used by BIMAS KENYA? Yes, successful candidates will undergo training to familiarize themselves with our document management system and other relevant tools.

Q8: How does BIMAS KENYA ensure confidentiality in records management? We have strict protocols and policies in place to safeguard the confidentiality and integrity of sensitive information. Employees are trained on these procedures during onboarding.

Q9: Can I reapply if my application is not successful initially? Yes, unsuccessful candidates are welcome to reapply for future internship opportunities or other positions within BIMAS KENYA. We encourage continuous engagement with our organization.

Q10: How diverse and inclusive is BIMAS KENYA as an employer? BIMAS KENYA is committed to diversity and inclusion. We strive to attract and retain talent from all races and backgrounds. Our efforts are directed towards creating an equitable and supportive work environment.

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Possible Registry And Records Management Interview Questions With Answers:

1. Q: How do you prioritize multiple tasks in a records management role? A: I prioritize tasks based on deadlines and importance. Creating a schedule helps me ensure that urgent requests are addressed promptly while maintaining the overall organization of records.
2. Q: Can you share an example of a challenging situation you faced in records management and how you resolved it? A: In my previous role, we faced a surge in record requests during a compliance audit. I organized a temporary team, implemented a streamlined request process, and successfully met the audit deadline.
3. Q: How do you handle confidential information, and what measures do you take to maintain confidentiality? A: I strictly adhere to company policies on confidentiality. I limit access to sensitive information, use secure communication channels, and ensure that physical records are stored in a secure environment.
4. Q: How do you stay updated on the latest trends in records management? A: I regularly attend industry webinars and workshops. Additionally, I am a member of professional associations that provide updates on best practices and emerging trends in records management.
5. Q: Describe a time when you had to train team members on a new document management system. A: In my previous role, I conducted training sessions, created user manuals, and provided ongoing support to ensure a smooth transition to the new document management system. The team quickly adapted, leading to increased efficiency.
6. Q: How do you handle a situation where a document is requested urgently, but you cannot locate it immediately? A: I communicate transparently with the requester, informing them of the situation. Simultaneously, I initiate a thorough search and prioritize locating the document as quickly as possible, ensuring minimal disruption.
7. Q: Can you give an example of a time when you implemented changes to improve the efficiency of the records management process? A: In my previous role, I introduced a digitization initiative, reducing physical storage needs and enhancing accessibility. This resulted in quicker retrieval times and improved overall efficiency.
8. Q: How do you ensure accuracy in document classification and labeling? A: I follow a meticulous process of double-checking document details, cross-referencing with established classification systems, and seeking clarification when needed. Regular audits help ensure ongoing accuracy.
9. Q: In a team setting, how do you address conflicting opinions on the categorization of certain documents? A: I facilitate open discussions to understand different perspectives. If necessary, I involve relevant stakeholders to reach a consensus. Collaboration is key to maintaining a cohesive and effective records management system.
10. Q: What motivated you to pursue a career in registry and records management, and why do you want to work with BIMAS KENYA? A: I am passionate about ensuring order and efficiency in information management. BIMAS KENYA’s commitment to development aligns with my values, and I am excited about contributing to an organization with a positive impact.

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We wish you the best in your application process! Remember, BIMAS KENYA is dedicated to fostering a diverse and inclusive work environment, and we do not charge any application fees at any stage of the recruitment process.