Assistant Director, Records at Vihiga County Government

Duties and responsibilities
Records Management and Compliance

Policy Implementation:

• Assist in the development, update and enforcement of records management policies and procedures in alignment with National Guidelines and Legal Frameworks
• Ensure that all records practices comply with relevant Kenyan legislation, data protection and public records management standards

Records Lifecycle Management:

• Oversee the systematic creation, classification, archiving, retention and disposal of records—physical and electronic
• Establish and maintain retention schedules and ensure management of sensitive or confidential records

Digital Records Management:

• Support the implementation of electronic records management systems (ERMS) to facilitate efficient digitization, indexing, and retrieval of records
• Work with IT teams to integrate digital records solutions with existing administrative systems, ensuring data integrity and accessibility

Process Improvement:

• Identify gaps in existing records processes and recommend improvements in the use of technology and workflow automation
• Champion initiatives that enhance transparency and promote a paperless environment across county departments

Team Supervision:

• Assist in supervising and mentoring records management staff to ensure professional growth and adherence to best practices
• Provide continuous training and support regarding records handling, archiving techniques, and digital tools

Interdepartmental Coordination:

• Collaborate with department heads and ICT professionals to ensure cross-functional integration and seamless records flow
• Serve as a point of contact for records inquiries and support internal audits and compliance reviews

​​​​​​​Documentation Practices:

• Oversee the creation and maintenance of detailed records management documentation including manuals, guidelines, and process maps
• Ensure that records repositories are updated regularly and that metadata is accurate and complete

Monitoring and Reporting:

• Prepare comprehensive reports on records management performance, compliance metrics, and audit findings for senior management
• Participate in both internal and external audits, ensuring prompt resolution of any identified issues

​​​​​​​Regulatory Liaison:

• Serve as an intermediary with government agencies, local and national archives, and other regulatory bodies on records management matters
• Keep abreast of evolving legal requirements and technological advancements in the field of records and archives management

Requirements for Appointment

For appointment to this grade, an officer must have:

• Served in the grade of Principal records and Information Management Officer or in an equivalent and relevant position in the Public Service or reputable private sector organisation for a minimum period of three (3) years
• A Bachelor's degree in Information Management, Archival Science, Records Management, Library Science, or a related field is required
• Relevant Masters degree in Records and information management (will be an added advantage)
• Attended a Senior management course lasting not less than four (4) weeks from a recognized Institution
• Demonstrated professional ability, initiative and competence in organizing and directing work
• Excellent written and verbal communication skills; capable of engaging effectively with technical teams, and other stakeholders