Records Administrator – Government Institutions Pension Fund

Records Management
Windhoek
March 20, 2025
Contract Full Time

Job Description

Position:                    Administrator: Records Management

Department:            Operations

Reports to:                Senior: Records Management

 

Purpose of the Job:

  • To provide accurate and comprehensive record management services, safeguard and ensure that all records are kept systematically to promote transparency, good governance, and effective decision making.

Key Performance Areas:

  • Confirm accuracy, completeness, and authenticity of benefit claims and all information resources entered in the funds system database
  • To establish new records management systems in collaboration with IS department
  • Ensure preservation of the institution’s corporate memory as stipulated by the Archives Act 12 of 1992
  • Capture new members’ information on the system for admission purposes
  • Conduct quality checks on originality of claims and documents
  • Handling of incomplete outgoing benefit claims to respective employers
  • Authenticate all claims and documents to protect the Fund from fraudulent activities
  • Perform searches on the system to track records and meet internal and external clients’ needs
  • Ensure institutional record inventory listing is done throughout the organization
  • Collaborate with the authors/source of the records to compile inventory lists for all records that need to go off-site
  • Share and create awareness of the knowledge center and its activities with the internal clients and stakeholders for research purposes.
  • Check files for completeness according to claim type and specific order to claim and the specific order of documents
  • Attend to enquiries as received
  • Create member files with the correct name and number of the main member as on the system
  • Perform unit administration duties as delegated by Head or Senior
  • Keep up to date with data and records management developments in the industry and relevant developments on national and international levels
  • Implementation of file plan and retention schedule

Job-related qualifications and experience  

  • A Diploma/degree in Records Management/ Archives Management/Information Management NQF Level 6 Diploma and NQA Level 7 degree
  • 3 years’ experience in a records and archives management environment. Experience in a pension administration environment will be an added advantage.

The incumbent should have the following knowledge, skills, and Attributes:

  • Knowledge of:

 Archiving systems and recording, auditing of files, document image scanning and indexing, file clean ups, follow up procedures, pension fund rules, acts and regulations, record management, registry processes and procedures.

  • Skills:

Administration, Analytical, Complaints handling, Customer services, filing, record keeping, listening, organizing, planning, coordination, time management, and interpersonal skills.

  • Personal Attributes:

Accountable, accurate, service-oriented, high stress tolerance, patient, sense of urgency, assertive, helpful, integrity, methodical, organized, and team orientation

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