Documentation Officer

Job description

The Zambia Credit Guarantee Scheme (ZCGS) is wholly owned by the Government of the Republic of Zambia. The mandate of ZCGS is to provide credit guarantees to viable Micro, Small and Medium Scale Enterprises (MSMEs), in order to facilitate their access to affordable financing. To realize its mission and mandate, ZCGS wishes to invite highly self-motivated, result – oriented, suitably qualified and experienced Zambian nationals to fill the following vacant positions:

DOCUMENTATION OFFICER – 1 POSITION

SALARY SCALE-ZCGS/06

Job Purpose

The position reports to the Principal Human Capital and Administration Officer and is responsible for the effective provision of records management services in order to ensure storage, accessibility, security and flow of information.

Key Tasks and Responsibilities

KEY RESULT AREA

PRINCIPLE ACCOUNTABILITIES (MAIN DUTIES)

Correspondence

Undertakes timely the receipt, dispatch and registration of correspondence in order to prevent misdirection and loss

File Circulation

Undertakes timely file circulation in order to facilitate decision making.

File Inventory

Prepares timely and accurately file inventory in order to facilitate accountability.

Classification and Indexing

Undertakes effectively the classification and indexing of documents in order to facilitate storage and retrieval of information.

File Security

Undertakes effectively the securing of records and prevention of unauthorised access to the registry area in order to ensure safe custody of information.

Disposal of Records

Undertakes timely the transfer of closed files and facilitation of destruction of absolute records in order to preserve and create space in the registry.

Board Packs

Undertakes effectively printing and binding of Board Packs in order to facilitate conduct of Board meetings.

Minimum Qualifications and Experience. 

Full Form V/Grade Twelve (12) School Certificate
A minimum of a Diploma in Records Management or equivalent
Three (3) years’ relevant work experience in Records Management.
Diploma/ Degree in Human Resource is an added advantage.

Competencies

Ability to establish and maintain effective working relationships, work independently and demonstrate initiative
Ability to write analytical and technical reports.
Extensive knowledge of modern and effective records management techniques.
Excellent communication, interpersonal and presentation skills.
Proficiency in the use of Microsoft Office software and online records storage.

Personal Attributes

Computer literate
Innovative
Confidentiality
Integrity
Innovative
Interpersonal skills

Interested candidates with necessary qualifications, experience and personal attributes for the jobs should address their applications to:

The Chief Executive Officer

Zambia Credit Guarantee Scheme Limited

Corner Roan/Bishop Roads, Kabulonga

LUSAKA

And all applications accompanied by a curriculum vita (maximum five pages) and copies of certified academic and professional certificates must be received electronically via e-mail at Job.Opportunities@zcgs.co.zm not later than 20th June, 2025.

Only short -listed candidates shall be responded to.

ZCGS will offer competitive employment conditions to the successful candidates.