Principal Records Officer at Vihiga County Government

The Principal Records Officer will report to the Assistant Director Records and will be responsible for operational roles in managing the County's records system, ensuring that both physical and electronic records are accurately created, maintained, and archived.
This position supports the digital transformation and transparency initiatives by implementing best practices in records management, ensuring compliance with legal and regulatory frameworks, and facilitating timely and secure access to information for internal and external stakeholders.

Duties and responsibilities

Records Lifecycle Management:

• Oversee the systematic creation, classification, storage, and retrieval of records across all county departments
• Implement and maintain record retention schedules, ensuring proper archiving and timely disposition in accordance with legal requirements

Quality Assurance:

• Ensure records are properly indexed, updated, and stored to facilitate quick retrieval and use
• Conduct regular audits to verify adherence to established records management policies and identify improvement opportunities

Electronic Records Management:

• Support the implementation and efficient use of Electronic Records Management Systems (ERMS) to digitize records handling processes
• Collaborate with ICT teams to integrate digital records solutions with existing information systems, ensuring data integrity and security

Records Accuracy and Security:

• Ensure that all records are maintained with a high level of accuracy and that sensitive information is safeguarded with appropriate access controls
• Assist in developing and enforcing protocols for data privacy, cyber security, and disaster recovery related to records management

Policy and Procedure Adherence:

• Enforce strict adherence to County policies, legal frameworks, and standards governing records management
• Assist in updating records management procedures to align with new legal requirements and technological advancements

Reporting and Documentation:

• Prepare regular reports on records management activities, compliance status, and areas for improvement
• Assist to create, update, and maintain comprehensive documentation, including guidelines, manuals, and training materials for staff

Interdepartmental Support:

• Work collaboratively with accounting officers across departments and with administrative staff to ensure efficient records flow and management
• Serve as a key point of contact for inquiries related to record retrieval and management, assisting in resolving any issues or discrepancies

Training and Mentorship:

• Provide guidance and training to records management staff and users on best practices and new system functionalities
• Foster a culture of continuous improvement by sharing knowledge and staying updated on emerging trends and technologies in records management

Requirements for Appointment
For appointment to this grade, an officer must have:

• Served in the grade of Chief 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 Records Management / Information Science from a recognised institution
• A certificate in a management course lasting not less than four (4) weeks from a recognized Institution
• Certificate in computer application skills from a recognised institution
• Membership in a recognized and relevant professional body
• Shown outstanding professional competence and administrative ability in the management of records function