Records Management Officer at Office of the Director of Public Prosecutions

ONE (1) POST V/NO.134 /2018
Basic Salary Scale: Kshs. 24,662 – Kshs. 29,918 p.m. DPP 11 (JG ‘J’)
Terms of Service: Permanent and Pensionable

Benefits

• House Allowance: Kshs. 10,000 (Nairobi), Kshs. 7,500 (Mombasa, Kisumu, Nakuru, Nyeri, Eldoret, Thika, Kisii, Kitale, Malindi), Kshs. 5,800 (Other Former Municipalities), Kshs. 4,200 (Other Areas)
• Commuter Allowance: Kshs. 4,000 p.m.
• Leave Allowance: Kshs. 4,000 p.a.
• Medical Insurance Cover: As covered by the Medical Insurance Cover for ODPP staff
• Group Life Insurance Cover: As covered by the Group Life Insurance Cover for ODPP staff
• Car loan: Up to Ksh. 800,000
• Mortgage Scheme: Up to Ksh. 6 Million

Requirements for appointment

For appointment to this grade, a candidate must have:-

• A Bachelors Degree in Information Science/Records Management or any relevant Social Sciences from a recognized institution; and
• A Certificate in Computer Applications from a recognized institution.
• Served in the grade of Records management Officer III or in a comparable and relevant position in the Public Service for a minimum period of two (2) years;
• A Diploma in Records/Information/library Science/Archives Management or equivalent qualifications from a recognized institution;
• A Certificate in Computer Applications from a recognized institution; and
• Demonstrated professional competence and achievement of performance targets and results as reflected in the performance appraisal.

Core Skills/Competencies

In addition to the above requirements, an officer must have the following skills:-

• ICT skills
• Monitoring and Evaluation Skills;
• Knowledge of relevant legislation;
• Interpersonal and communication skills;
• Organisational skills;
• Problem solving skills
• Planning skills;
• Supervisory skills; and
• Report writing skills.

Personal Qualities

In addition to the above requirements, an officer must have the following qualities:-

• Honesty and integrity;
• Ability to work under pressure;
• Ability to work well with teams;
• Self driven;
• Creativity and innovativeness; and
• Results oriented.

Duties and Responsibilities

An Officer at this level will be responsible to Records Management Officer I for assigned records management function. Specifically, duties and responsibilities entail:-

• Receiving and dispatching letters and files in a timely manner and in line with the records management policies and procedures, to ensure timely communication that enhances service delivery by ODPP;
• Receiving, marking, and filing letters that have been actioned by officers, to ensure the letters are securely stored and easy to trace and retrieve when required;
• Maintaining file movement registers to ensure the files can be traced when required, and to enhance the security and confidentiality of documents;
• Maintaining security and safety of records in the registry to minimise wear and tear of stored documents, and to protect the ODPP information that can expose risks to ODPP if accessed by unauthorised persons;
• Maintaining proper records of inventory to facilitate ease in retrieval of records when required;
• Implementing the set quality standards in records management to enhance efficiency and effectiveness in the delivery of service; and
• Supervising the Records Management Officer III to ensure high motivation and performance, and to assist in the development of the Officer in line with the needs of ODPP.