Job Description
EMC Document and Data Operations Associate (Contract) - (21000078)
Job Purpose and Key responsibilities
Job Purpose:
The role of the DDO Associate I will be to:
• Provide prompt, efficient and effective operational support by entering into LOB systems requisite customer and related product information as per given documentation, performing verification and quality assurance of customer data & information on the customer record and CRM data
• Manage and maintain all company’s physical documents and records
• Co-ordinate activities and support services within the Registry function
• Give effective supervision to the outsourced registry assistants
• Scanning, assembling and franking of policy documents and dispatch process
Key responsibilities
1. Daily & monthly reporting of registry and policy assembly processes
2. Ensure client details/ instructions are accurately and timely processed in line with the requisite processes
3. Co-ordinate any out-sourced services of document storage and retrieval
4. Policy document: printing, franking, assembly and scanning to DMS
5. Ensure timely dispatch of assembled policy schedules to branches within TAT
6. Processing the completion of new business, client services e.g. issuance of policy documents while adhering to set procedures and guidelines thus limiting the exposure to risk and litigation
7. Verifying stamp duty amount due on the sum assured
8. Dispatch and tracking of policy documents to branches
9. Physical document handling:
1. Receipt and verification of records submitted by branches and business units
2. Arrangement and retrieval of physical documents.
3. Sorting of documents and verifying their attachments.
4. File recording: tracking, safe movement and custody of client files and policies between branches & HQ
5. Quarterly archiving of files not in current use
6. General Registry work as assigned by a DDO team lead
10. Accurate and timely processing of client requests
11. Manage escalation reports of recurrent issues vis-à-vis agreed Service Level Agreements.
12. Escalate quality issues to Operations manager for management.
13. Participate in development of knowledge base within DDO
Key Performance Measures
• As described in your Personal Score Card
Knowledge, experience and qualifications required
• A Degree or diploma in Records Management or Information Science.
• A minimum of 2 years’ experience in a busy Registry / Archives or branch.
• Computer Literate; emphasis on Microsoft Office and EDMS.
• Minimum grade of C PLAIN in KCSE secondary education.
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