Principal Records Management Officer at The Public Procurement Regulatory Authority (PPRA)

PPRA /PRMO- /4/2023

Job Purpose

The job is responsible for the management of the Authority’s records and knowledge management program throughout the records and knowledge resources life cycle to facilitate business and decisionmaking processes. This involves designing and implementing knowledge management systems, strategies and policies for organizational improvement and sustained learning.

Managerial / Supervisory Responsibilities

• Initiate the development and implementation of records and knowledge management policy, procedures and guidelines;
• Plan and implement records management disaster preparedness strategies;
• Consolidate and submit monthly, quarterly and annual records and knowledge management division’s reports;
• Mentor and coach records and knowledge management staff;
• Implement Performance Management System in the records and knowledge management division;
• Develop and implement strategies to mitigate risks in records and knowledge management;
• Initiate and develop information security management strategies to safeguard records and knowledge management resources;
• Develop and maintain knowledge management systems, policies, frameworks and mechanisms for effective knowledge transfer and organizational learning;
• Implement and enforce knowledge management systems policies, frameworks and mechanisms for effective knowledge transfer;
• Secure and maintain knowledge management systems, policies, frameworks and mechanisms for effective knowledge transfer and organisational learning; and
• Implement and enforce knowledge management systems policies, frameworks and mechanisms for effective knowledge transfer.

Operational Responsibilities / Tasks

• Interpret records and knowledge management policy, procedures and guidelines;
• Plan for appropriate registries and record and knowledge management centres in the Authority;
• Develop and implement records and knowledge management classification schemes;
• Develop and implement strategies for mail management;
• Develop and implement records and knowledge management resource retention and disposition schedules in line with the Public Archives Documentation Service Act, Cap 19 and other regulations;
• Plan for appraisal and disposition of records and knowledge management in compliance with the Public Archives and Documentation Service Act, Cap 19, among others;
• Advise on the appropriate records management systems for both manual and electronic records and knowledge management resources;
• Manage both manual and electronic records and knowledge management systems;
• Advise management on issues pertaining to improvement of records and knowledge management practices to keep abreast with emerging industry trends; and
• Monitoring knowledge management and transfer systems.

Job Dimensions:
Financial Responsibility

• Oversee implementation of record and knowledge management budget;
• Provide input into the process of budgeting

Responsibility for Physical Assets

• Authority’s records
• Records storage facilities
• Computers/office equipment
• Office furniture
• Scanners
• Franking machine
• Shredding machine

Decision Making / Job Influence

• Managerial Decisions
• Operational Decisions
• Analytical Decisions
• Financial Decisions

Working Conditions

• The job holder will operate in an office setting with numerous visits to regional offices.
• Maintaining sensitive records.
• Minor accidents possible, such as cuts, bruises and strains
• Exposure to machines, fasteners cuts, dusty files and pins.

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

• Bachelor’s Degree in any of the following disciplines: Information Science; Records Management and Information Technology;
• Archives and Records Management or equivalent qualification from a recognized institution.
• Master’s Degree in Information Science; Records Management and Information Technology; Archives and Records Management or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Management Course lasting not less than four (4) weeks or its equivalent;
• Professional qualification and membership to a professional body where applicable

Previous relevant work experience required.

A minimum period of eight (8) years relevant work experience, three (3) years of which must have been in a supervisory role;

Functional Skills, Behavioural Competencies/Attributes:

• Computer skills
• Communication Skills
• Reporting skills
• Problem Solving skills
• Supervisory Skills
• Mentorship and Coaching skills
• Risk Management skills
• Knowledge Management skills
• Leadership Skills

Remuneration Package

• Gross Pay-Ksh 203,000- 298,000 Per Month
• 30 leave days per year
• Leave traveling allowance @ I/3 (third) of the basic salary upto a maximum of Ksh 50,000.
• A contributory pension scheme where the Employer contributes 20% and employee contributes 10% of the basic salary per month.
• Medical cover both in and out patient for self-one spouse and up to four children. Current annual limits are Out patient Ksh 300,000 and In-patient Ksh 4,000,000
• Group life cover at basic salary for 60 months.
• Work Injury Benefit Cover and Group personal Accident Cover