Salaries and Remuneration Commission Records Management Officer Job

Records Management Officer Job, Latest Jobs In Kenya,

JOB DESCRIPTION FOR RECORDS MANAGEMENT OFFICER

 

		Job Title		Records Management Officer
		Grade		RL 6
		Corporation/Organization		Salaries and Remuneration Commission
		Directorate		Corporate Services
		Department		Human Resources and Administration
		Division		N/A
		Section / Unit		N/A
		Location / Work Station		Nairobi (Head Office)
		Reporting Relationships
		Reports to	Head of Human Resources and Administration
		Direct Reports	N/A
		Indirect Reports	N/A
		Job Purpose

This position is responsible for maintenance and safe custody of Commission’s files and documents in line with approved standards and procedures.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

N/A

Operational Responsibilities / Tasks

•  Undertake appraisal of records periodically to continuously decongest storage space;


• Develop and implement file control systems to prevent any loss or misplacement of records;


• Scan documents to provide for faster retrieval of information;


• Generate registry forms;


• Sensitize action officers on the need to comply with legislation on records management as provided in the existing Acts and circulars;


• Preserve Commission records for posterity;


• Maintain an updated data base of incoming and outgoing correspondence;


• Dispatch all received correspondence to the relevant office for action;


• File letters in their subject files for easier retrieval;


• Regular update of the filing index;


• Maintain both confidential and open personal files to ensure integrity of information;


• Make recommendation for disposal of archived records;


• Arrange and classify information material for ease of retrieval;


• Attend and direct stakeholders as they come to follow up their submitted cases;


• Review records retention schedules and governmental record keeping requirements to ensure that procedure and legislations for archival storage, reducing paper records wherever possible, or for destroying obsolete or unnecessary records are maintained;


• Ensure longevity of records through proper file handling and maintenance;


• Provide feedback to enhance business processes and initiate process improvement to achieve operational excellence; and


• Develop individual work plans, monitor own performance and seek requisite support to ensure delivery of agreed targets.

Job Dimensions:

Financial Responsibility

N/A

Responsibility for Physical Assets

•  Files;


• Cabinets;


• Cabinets trolleys;


• Seal;


• Computer;


• Office Furniture & equipment.

III.  Decision Making / Job Influence

Operational

Working Conditions

Office setting with occasional travels.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

Bachelor’s degree in Information Science in Archives/Records Management from a recognized university.

Professional Qualifications / Membership to professional bodies

Certificate in Records Management.

Knowledge of Electronic Data Management System (EDMS) will be an added advantage Previous relevant work experience required.

Three (3) years of service in a comparable position from a reputable organization

Functional Skills, Behavioral Competencies/Attributes:

• Meets the requirements of Chapter Six of the Constitution;


• Meets the requirements of Chapter Six of the Constitution;


• Knowledge of relevant legislation;


• Knowledge in professional standards;


• Ability to identify customer needs, develop service standards and deliver service excellence;


• High level of interpersonal skills;


• Ability to deliver results in a complex and dynamic environment;


• High level of attention to detail;


• Supervisory skills;


• Ability to work well with teams; and


• Ability to work with minimum supervision under strict deadline.

How to Apply

Interested and qualified persons are requested to submit their applications indicating their current salary together with detailed Curriculum vitae, Copy of national ID, copies of academic and professional certificates and testimonials. Details of the positions are in the Commission website.

Upon being successful and granted an offer of employment, the successful candidate MUST present clearances and satisfy the requirements of Chapter Six of the Constitution of Kenya 2010 by providing copies of the following documents;

• A valid tax Compliance Certificate from the Kenya Revenue Authority (KRA);


• A valid Certificate of Good Conduct from the Directorate of Criminal Investigation (DCI);


• A valid Clearance Certificate from the Higher Education Loans Board (HELB);


• A valid Clearance Certificate from an approved Credit Reference Bureau (CRB) (Must provide certificate or report); and


• A Valid Clearance form from the Ethics and Anti-corruption Commission (EACC)

Application to be submitted in a sealed envelope clearly marked at the top “Application for the position of……” and mailed OR delivered to:

The Commission Secretary

Salaries and Remuneration Commission

Williamson House 6th Floor

4th Ngong Avenue

P.O. Box 43126 – 00100

NAIROBI

To be received on or before 12^th April, 2023.

Salaries and Remuneration Commission is an equal opportunity employer. Persons with disabilities, marginalized and minority groups who meet the job specifications are encouraged to apply. Canvassing will lead to automatic disqualification. Only shortlisted candidates will be contacted.

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