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

Job Summary:

We are seeking to hire an ambitious and self-motivated person to join our team as an Assistant Supervisor – Registry. The successful candidate will play a crucial role in ensuring the efficiency and compliance of our documentation processes.

Duties and responsibilities: –

  1. Assist the Registry & Documentation Manager in vetting and verifying all documents and ensure adherence to relevant regulations.
  2. Ensure compliance with documentation needs through client and research collaboration, assign resources and update management on projects.
  3. Maintain adherence to the company’s policy in enhancing client relations through communicating and informing them on the status of their needs.
  4. Assist the Registry & Documentation Manager in overseeing issuance of completion documents by generating a periodic tracking report. i.e., daily, weekly and monthly.
  5. Assist in following up and tracking legal documents and external correspondence and ensure all legal documents are free of error.
  6. Assist in ensuring effective utilization of existing systems for all operational requirements. Additionally, maintain an active account for relevant systems and regularly back up all data, ensuring its safety and integrity on a weekly basis.
  7. Train, mentor and guide new staff on improving efficiency and evaluate their performance regularly.
  8. Help in archiving documents and materials logically and accurately for future use.
  9. Update customers’ register for all our clients who have our projects.
  10. Coordinate with different departments to achieve end results, convey these to management, and develop new documentation and distribution ideas and thought processes.
  11. Improve quality consistently through discussions with clients, marketers and the management.
  12. Identify and apply new communication trends appropriately to business.
  13. Exhibit professional conduct in performing day-to-day tasks thus promoting good ethics
  14. Assist in drafting, implementing and improving the company documentation policies.
  15. Perform any other duties as may be assigned by management from time to time.

Required skills, knowledge and experience: –

  • Bachelor’s degree in Information Science, Business Management or a related course of study.
  • Have a minimum of 5 years’ experience in a similar position.
  • Strong team working and management skills.
  • Ability to prioritize, manage time well and multitask.
  • Strong interpersonal, communication and customer service skills.
  • Excellent presentation and report writing skills.
  • Proficiency with specific software, such as document management systems and/or customer relation management programs.
  • Strong IT skills and familiarity with the use of databases.
  • Ability to work independently with better result output.
  • Must be a person of high integrity and confidentiality.
  • Attention to detail and accuracy.
  • Ability to work independently under minimal supervision.
  • Ability to multi-task and get things done to completion.
  • Result oriented and deadline-driven.
  • Excellent Communication skills.
  • Problem analysis and problem-solving skills.
  • Must be a great team player.

Applications:

If you believe you have high performance culture, positive mental attitude and you are self-driven, then apply through recruitment@optiven.co.ke.

NB:

  • We do not charge for job applications and interviews.
  • Last day of application is 10th June 2024.
  • Shortlisting will be done on rolling basis.
  • Salary negotiable during interview.
  • Due to the volume of applications that we receive, only short-listed candidates will be contacted.
  • Optiven Group is an equal opportunity employer.
  • Canvassing will lead to automatic disqualification.
  • Through application applicants give the company express consent to conduct background checks for employment suitability.
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