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 compliance with applicable legal and regulatory requirements. The officer is responsible for drafting, reviewing, and issuing formal responses, maintaining accurate records, and supporting internal stakeholders to ensure timely and consistent communication with regulatory authorities such as the Tanzania Revenue Authority (TRA), Bank of Tanzania (BoT), Prevention and Combating of Corruption Bureau (PCCB), courts, police, and other government agencies.

---

Key Responsibilities

1. Correspondence Management

• Receive, review, log, and track all incoming correspondence from regulatory bodies and stakeholders.
• Handle communications from authorities including TRA, BoT, PCCB, courts, police, and other government agencies.
• Ensure proper categorization, prioritization, and assignment of incoming requests.
• Monitor correspondence workflows to ensure timely action and follow-up.

---

2. Response Preparation & Coordination

• Coordinate with internal departments to gather accurate and complete information required for responses.
• Draft, review, and dispatch professional and timely responses to regulatory inquiries.
• Route correspondence to relevant departments such as Compliance, Legal, Risk, and Operations where necessary.
• Ensure all responses meet regulatory timelines and organizational standards.
• Follow up on outstanding actions to ensure deadlines are met.

---

3. Compliance & Regulatory Adherence

• Ensure all correspondence complies with legal, regulatory, and internal policy requirements.
• Support compliance with directives and requirements issued by regulators and enforcement agencies.
• Assist in preparing and submitting mandatory monthly, quarterly, and annual regulatory reports.
• Maintain awareness of changes in regulatory requirements affecting organizational communications.

---

4. Records & Documentation Management

• Maintain accurate and up-to-date records of all incoming and outgoing correspondence.
• Ensure proper filing, archiving, and document control procedures are followed.
• Monitor deadlines and submission schedules.
• Maintain document retention and retrieval systems.
• Support audits, inspections, and regulatory reviews by providing required documentation.

---

5. Reporting & Stakeholder Support

• Provide regular status reports to management regarding regulatory correspondence.
• Liaise effectively with internal stakeholders to facilitate timely responses.
• Ensure confidentiality and secure handling of sensitive information.
• Support management in tracking and resolving regulatory issues.

---

Required Skills & Competencies

Communication Skills

• Excellent written and verbal communication skills.
• Strong ability to draft formal correspondence, reports, and regulatory responses.
• Professional communication with regulators, government agencies, and internal stakeholders.

Organizational Skills

• Strong attention to detail and accuracy.
• Excellent organizational and document management skills.
• Ability to prioritize multiple assignments simultaneously.

Analytical Skills

• Strong analytical and problem-solving abilities.
• Ability to interpret regulatory requirements and translate them into actionable tasks.
• Ability to identify compliance risks and escalate issues appropriately.

Technical Skills

• Proficiency in:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Document Management Systems
• Familiarity with records management and electronic filing systems.

Personal Attributes

• Professionalism and integrity.
• High level of confidentiality.
• Reliability and accountability.
• Ability to work under pressure and meet strict deadlines.

---

Knowledge Requirements

Candidates should possess knowledge of:

• Regulatory frameworks and government requirements.
• Bank of Tanzania (BoT) regulations.
• Tanzania Revenue Authority (TRA) requirements.
• PCCB procedures and reporting obligations.
• Court procedures and legal correspondence.
• Law enforcement processes.
• Corporate communication standards.
• Compliance and regulatory reporting processes.
• Records management and document control systems.

---

Academic & Professional Qualifications

Required

• Bachelor’s Degree in:
  • Business Administration
  • Law
  • Public Administration
  • Records Management
  • Or a related field

Added Advantage

• Professional certification in:
  • Compliance
  • Records Management
  • Office Administration
  • Legal Studies

Additional Requirements

• Basic understanding of regulatory frameworks and compliance processes.
• Proficiency in Microsoft Office applications and document management tools.

---

Experience Required

Applicants should have:

• Minimum 2–4 years of relevant experience in:
  • Administration
  • Compliance
  • Legal Support
  • Correspondence Management
• Experience handling official communications with:
  • BoT
  • TRA
  • PCCB
  • Courts
  • Police and law enforcement agencies
• Proven experience in:
  • Drafting formal letters
  • Regulatory responses
  • Professional reports
• Experience in:
  • Records management
  • Document control
  • Filing systems

Added Advantage

• Experience supporting compliance audits.
• Exposure to regulatory investigations.
• Experience working in a financial institution or other highly regulated environment.

---

Ideal Candidate Profile

The ideal Correspondence Officer is a highly organized and detail-oriented professional with strong communication, compliance, and document management skills. The candidate should be capable of managing sensitive regulatory communications, coordinating across departments, maintaining accurate records, and ensuring that all responses are submitted accurately and within prescribed deadlines.

How to Apply:

To submit your application, please follow the link provided below.

CLICK HERE TO APPLY