Deputy Director, Records Management

Role Overview

The Deputy Director, Records Management (REF. KEMSA/HR/RM/03/2026, SA3) reports to the Director, Corporate Services. The purpose of this role is to oversee the development and implementation of records management systems, ensuring legal compliance, secure record-keeping, efficient access to information, and effective knowledge management within the Authority.

Key Responsibilities

• Implement records management policies, strategies, work plans, legislations, guidelines, procedures, regulations, norms, standards, and programmes.
• Manage the Authority’s registry and Resource Centre.
• Set up and review records management systems to ensure effective records management and facilitate knowledge sharing across the Authority.
• Develop and implement a Data Protection Policy; liaise with the Office of the Data Protection Commissioner on data protection matters.
• Ensure the Resource Centre incorporates appropriate information resources to support training.
• Classify records according to indexing methods and protocols provided in the Authority’s and Government prevailing guidelines.
• Coordinate the transfer of inactive records to the Kenya National Archives (KNADS) for semi-active storage and/or disposal according to the Records and Information Act.
• Identify and implement improvements in internal documents and record management processes.
• Ensure confidentiality of the Authority’s records in line with the Government Official Secrets Act.
• Ensure appropriate quality control within records management systems.
• Maintain a Risk Management Register and advise on mitigating measures for addressing risks in records management.
• Develop and implement business continuity plans and Business Process Re-engineering (BPR) in records management.
• Facilitate stakeholder engagement and foster a corporate culture that promotes ethical practices and good corporate citizenship.

Requirements for Appointment

• Cumulative service period of fifteen (15) years’ relevant work experience, three (3) of which should have been at the grade of Assistant Director, Records Management or in a comparable position.
• Bachelor’s Degree in any of the following disciplines: Records Management, Information Management, Information Science, Archives and Records Management, or equivalent qualification from a recognized institution.
• Master’s Degree in any of the following disciplines: Records Management, Information Management, Information Science, Archives and Records Management, or equivalent qualification from a recognized institution.
• Membership to a professional body where applicable.
• Leadership course lasting not less than four (4) weeks from a recognized institution.
• Proficiency in computer applications.
• Demonstrated professional competence and ability as reflected in work performance and results.

How to Apply

Applications must be received by 22nd April, 2026 at 5:00 p.m. (East Africa Time). Interested candidates should address their applications to:

Chief Executive Officer, Kenya Medical Supplies Authority P.O BOX 47715-00100, NAIROBI Attn: Director, Corporate Services

Note: Only shortlisted candidates will be contacted for interviews.