Job Description
RECORDS MANAGEMENT OFFICER I (VDS 6)
Reporting to the Chief Human Resources & Administration Officer, the Records
Officer (I) will be responsible in carrying out the following duties: -
(i) Overseeing the Registry and Documentation Unit of the
Secretariat.
(ii) Develop, implement and maintain a comprehensive Policy and
Procedure Manual for Registry Management, Records/Document
Management and the Archives Management Plan.
(iii) Develop and maintain a filing/classification indexing of records,
media conversion-scanning/microfilming to facilitate accurate
classification and retrieval of incoming and outgoing
correspondences or documentation.
(iv) Co-ordinate the effective and efficient operation of the
Records/Document management system for the Secretariat.
(v) Ensuring security of information/files/documents in the Secretariat
and registry Archives.
(vi) Oversee the maintenance of hard copy records, up-dating and
maintaining up-to-date filing and file movement records within the
Secretariat.
(vii) Manage archived information by implementing a comprehensive
storage facility that facilitates access and retrieval of documents as
well as ensure security and controlled access to
records/documents.
(viii) Ensuring that mail and documents received are appropriately filed
and marked to action officers.
(ix) Manage timely processing of both internal/external incoming and
outgoing mail as appropriate.
(x) Receive, process and classify correspondence, capture and record
mail, copy or scan mail for distribution.
(xi) Controlling and opening of files and updating the file index.
(xii) Compiling relevant Secretariat records for use by various
stakeholder.
(xiii) Supervising the implementation of records management programs
in line with the Secretariat’s policy and the Public Archives and
Documentation Service Act.
(xiv) Coordinating the off-site/archiving document storage and
retrieval.
(xv) Participating in disposing ephemeral records in line with the
Secretariat’s Omnibus Records Retention/Disposal Schedule.
(xvi) Liaise with the National Archives and Documentation Centre for
archiving of files.
(xvii) Conduct periodic records audit and organize document disposals
as per retention schedule.
(xviii) Assist staff with the search and retrieval of documents/records and
other corporate information.
(xix) Ascertain the general cleanliness of the registry.
(xx) Develop the operational budgets and work-plans and,
(xxi) Supervising and appraising registry staff.
Job Specifications
For appointment to this grade a candidate should possess:-
• A Bachelor’s Degree in Records Management, Strategic Planning,
Management, Human Resource Management, Sociology, Information
Science or its equivalent, from a recognized university.
• Must have served as Records Management Officer II in a comparable and
relevant position in a reputable organization for a minimum period of three
(3) years OR have at least five (5) years relevant working experience in a
comparable position in a reputable organization in the public or private
sector.
• Computer literacy skills, Certificate in Computer Applications (Microsoft
Word, Excel, Access, Power Point, Outlook) and internet skills.
• Should have management skills, strong leadership, organization,
coordination, and communication skills.
• Have excellent interaction and presentation skills, a good understanding
of key issues and challenges facing social sector in Kenya.
• Should be able to initiate and adopt results-based management.
• Demonstrated a high level of professional competence and outstanding
management qualities.
• A management course lasting not less than four (4) weeks, and
• Meets the requirements of Chapter Six of the Constitution of Kenya.