Records Management Officer at Kenya Institute for Public Policy Research and Analysis (KIPPRA)

• Reference HR/7/RMO/2021/35
• Job Grade KIP 6
• Basic Salary Scale KES 104,080 – 146,814 per month
• Department Records Management

Position Summary

The position is responsible in supporting the management of records function in the Institute.

Key Responsibilities

Duties and responsibilities will entail: –

• Develop, implement and maintain records management systems, procedures and regulations;
• Accommodating, storing, security, and preservation of records;
•  Acquainting all members of staff with the Institute’s records keeping systems;
• Conducting records survey and appraisal on an ongoing basis;
• Initiating and implement the disposal of records in line with the laid down procedures;
• Advising on correct procedures for creating new records;
• Facilitating in mainstreaming records as a core component in the Institute’s functions;
• Articulating the records management issues to all staff;
• Initiating Reviews of the Records Management Policy;
• Participating in the design and implementation of electronic records management systems;
• Evaluating and implement the disposal of records in liaison with the records creating units;
• Implementing a disaster management plan for records;
• Handling Institute’s correspondences received and dispatched records;
• Participating in receiving and dispatch of mails; and sorting of documents;
• Filing and marking letters for action;
• Updating and maintaining up to date file movement records;
• Receipt and proper dispatch of mails and maintaining related registers;
• Preparing disposal schedules;
• Initiating appraisal and disposal of files and documents;
• Updating and maintenance of up-to-date file movement records;
• Ensuring security of files and documents;
• Ensuring proper handling of documents, pending correspondences and bring-ups;
• Updating file index;
• Ensuring that accurate and up-to-date records are maintained; and
• Ensuring that file movement records are updated and maintained.

Qualifications

For appointment to this grade, a candidate must have:

• Bachelor’s degree in Records Management, Information Management, Library Science or equivalent qualification from a recognized institution;
• Computer skills in computerized records management; and
• Fulfil the requirements of Chapter six (6) of the Constitution.
• Functional Skills, Behavioral Competencies and Attributes:

Functional skills

• Computing skills;
• Communication skills;
• Supervisory skills.

Behavioral competencies and attributes:

• Creativity;
• Innovativeness;
• Professional Ethics and Values.