The Records Management Officer is responsible for establishing, implementing, and maintaining effective records and document management systems to ensure the security, integrity, and timely retrieval of all organizational files and documents, adhering strictly to governing laws and regulations.
Key Operational Responsibilities
The Records Management Officer undertakes the following tasks:
- Drafting records management policies and procedures.
- Ensuring rigorous compliance with records management policies, procedures, and governing laws and regulations.
- Developing mail management procedures and establishing comprehensive file classification and indexing schedules.
- Preserving official records in line with applicable governing regulations and laws.
- Ensuring the security and safety of all files, records, and documents.
- Developing records appraisal, retention, and disposal schedules in accordance with relevant National Archives regulations and guidelines.
- Carrying out systematic classification and indexing of files and records.
- Receiving, sorting, and dispatching incoming and outgoing mails and maintaining related registers.
- Undertaking appraisal of files as per defined policies and procedures.
- Implementing and managing an electronic document management system (EDMS).
- Maintaining an easy and efficient file retrieval filing system.
- Ensuring proper handling of documents, pending correspondences, and 'bring ups'.
- Preparing disposal schedules in accordance with relevant National Archives guidelines and regulations.
- Maintaining, verifying, and evaluating existing records management systems.
Job Dimensions
This role has overall responsibility for departmental physical assets, including laptops, desktops, printers, office equipment (printer, telephone), and furniture (table, cabinets, and seats).
Working Conditions and Benefits
- Office setting compliant with OSHA standards.
- Requires enhanced working relationship with other employees.
- Involves periodic national travels.
- Includes medical cover for self and family (up to four dependents).
- Provides Group Accident cover and life insurance.
Job Competencies (Knowledge, Experience, and Attributes/Skills)
Academic and Professional Qualifications
Candidates must possess one of the following:
- A Bachelor’s Degree in Information Science, Records Management and Information Technology, Library Science, Archives and Records Management from a recognized institution.
- OR a Diploma in Information Science, Records Management and Information Technology, Library Science, Archives and Records Management from a recognized institution with a minimum of five (5) years’ experience in records management.
Other Requirements
- Computer literacy.
- Fulfills the requirements of Chapter Six of the Constitution of Kenya.
Core Competencies and Skills
- Strong Interpersonal Skills.
- Excellent report writing skills.
- Effective communication skills.
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