Correspondence Officer

Job Purpose

The Correspondence Officer is responsible for managing, tracking, and coordinating all official correspondence within the organization.

The role ensures that all incoming requests, inquiries, and regulatory directives are handled promptly, accurately, and in full compliance with applicable legal and regulatory requirements. This includes drafting, reviewing, and issuing formal responses, maintaining accurate records, and supporting internal stakeholders in ensuring timely and consistent communication with regulators such as TRA, BoT, PCCB, and other authorities.

Key Responsibilities

Correspondence Management

• Receive, review, log, and track all incoming correspondence from regulatory bodies and stakeholders (e.g., TRA, BoT, PCCB, courts, police, and other agencies).
• Ensure proper categorization, prioritization, and assignment of incoming requests.

Response Preparation & Coordination

• Coordinate with internal departments to obtain accurate and complete information for responses.
• Draft, review, and dispatch professional and timely responses to regulatory inquiries.
• Route correspondence to relevant departments (e.g., Compliance, Legal) for action where applicable.
• Ensure all responses meet required regulatory timelines and standards.

Compliance & Regulatory Adherence

• Ensure all correspondence complies with legal, regulatory, and internal policy requirements.
• Support compliance with requirements from regulators such as BoT, TRA, PCCB, and court directives.
• Assist in preparation and submission of mandatory monthly or periodic regulatory reports.

Records & Documentation Management

• Maintain accurate and up-to-date records of all correspondence and responses.
• Ensure proper filing, archiving, and document control procedures are followed.
• Monitor deadlines and ensure timely submission of required information.
• Support audits, inspections, and regulatory reviews by providing required documentation.

Reporting & Stakeholder Support

• Provide regular updates to management on the status of regulatory correspondence.
• Liaise effectively with internal stakeholders to ensure timely resolution of requests.
• Ensure confidentiality and secure handling of sensitive and regulatory information.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in documentation.
• Strong organizational and time management skills.
• Ability to manage multiple tasks and meet strict deadlines.
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Ability to interpret regulatory requirements and translate them into actionable tasks.
• High level of professionalism, integrity, and confidentiality.

Knowledge Requirements

• Understanding of regulatory frameworks (e.g., TRA, BoT, PCCB, court procedures, law enforcement processes).
• Knowledge of corporate communication standards and formal documentation practices.
• Familiarity with compliance, legal support, and regulatory reporting processes.
• Knowledge of records management and document control systems.

Academic & Professional Qualifications

• Bachelor’s degree in business administration, Law, Public Administration, Records Management, or a related field.
• Professional certification in Compliance, Records Management, Office Administration, or Legal Studies is an added advantage.
• Basic understanding of regulatory frameworks and compliance processes is required.
• Proficiency in Microsoft Office and document management tools.

Experience Required

• Minimum of 2–4 years’ experience in administration, compliance, legal support, or correspondence management.
• Experience handling official communication with regulatory bodies such as BoT, TRA, PCCB, courts, or law enforcement agencies.
• Proven experience in drafting formal letters, reports, and regulatory responses.
• Experience in records management, document control, and filing systems.
• Exposure to compliance audits or regulatory investigations is an added advantage.
• Experience within a financial institution or regulated environment is preferred.