Job Description
Job Title: Records Management Officer (One position)
Reference: HR/7/RMO/2021/35
Job Grade: KIP 6
Basic Salary Scale: KES 104,080 – 146,814 per month
Department: Records Management
Supervisor: Senior Records Management Officer
Position Summary :The position is responsible in supporting the management
of records function in the Institute.
Key Responsibilities
Duties and responsibilities will entail: -
(i) Develop, implement and maintain records management systems, procedures and
regulations;
(ii) Accommodating, storing, security, and preservation of records;
(iii) Acquainting all members of staff with the Institute’s records keeping systems;
(iv) Conducting records survey and appraisal on an ongoing basis;
(v) Initiating and implement the disposal of records in line with the laid down
procedures;
(vi) Advising on correct procedures for creating new records;
(vii)Facilitating in mainstreaming records as a core component in the Institute’s
functions;
(viii)Articulating the records management issues to all staff;
(ix) Initiating Reviews of the Records Management Policy;
(x) Participating in the design and implementation of electronic records management
systems;
(xi) Evaluating and implement the disposal of records in liaison with the records
creating units;
(xii)Implementing a disaster management plan for records;
(xiii) Handling Institute’s correspondences received and dispatched records;
(xiv) Participating in receiving and dispatch of mails; and sorting of documents;
(xv) Filing and marking letters for action;
(xvi) Updating and maintaining up to date file movement records;
(xvii) Receipt and proper dispatch of mails and maintaining related registers;
(xviii) Preparing disposal schedules;
(xix) Initiating appraisal and disposal of files and documents;
(xx) Updating and maintenance of up-to-date file movement records;
(xxi) Ensuring security of files and documents;
(xxii) Ensuring proper handling of documents, pending correspondences and bring-ups;
(xxiii) Updating file index;
(xxiv)Ensuring that accurate and up-to-date records are maintained; and
(xxv) Ensuring that file movement records are updated and maintained.
Qualifications
For appointment to this grade, a candidate must have:
(i) Bachelor’s degree in Records Management, Information Management, Library
Science or equivalent qualification from a recognized institution;
(ii) Computer skills in computerized records management; and
(iii) Fulfil the requirements of Chapter six (6) of the Constitution.
Functional Skills, Behavioral Competencies and Attributes:
Functional skills
1. Computing skills;
2. Communication skills; and
3. Supervisory skills.
Behavioral competencies and attributes:
1. Creativity;
2. Innovativeness;
3. Professional Ethics and Values.