Senior Records Management Officer at Kenya Urban Roads Authority (KURA)

REF: KURA/CS/HRMA/22/25

Job Purpose/Summary

The job holder is answerable to the Assistant Director (Administration) and is responsible for managing the Authority’s records and information through development and updating of file index & records management policy, mail management, creation of records, sorting of records, movement of records, records storage, records appraisal, Records inventory, Records retrieval, Disposal of records and capacity building in records

Qualifications and Experience

For appointment to this position, the idealcandidate must:

• Have at least five (5) year's relevant working experience in the public service or private sector;
• Have served as a Records Management Officer or equivalent position in a comparable organization
• Have a Bachelor’s Degree in any of the following: Records Management, Information Management, Information Sciences,
• Library Science, Knowledge Management or any other relevant and equivalent qualifications from a recognized Institution;
• Have a Postgraduate Diploma in Records Management, Information Management, Information Science, Library Science or any
• other relevant and equivalent qualifications from a recognized Institution;
• Be proficient in computer applications especially in Electronic Document Management System,
• Have a Certificate in Supervisory Skills Course lasting not less than four (4) weeks from a recognized institution;
• Be a member of a relevant professional body; and
• Fulfil the requirements of Chapter Six of the Constitution of Kenya.

Responsibilities

Duties and Responsibilities 

• Coordinate the development of records management policy, standard operating procedures & work instructions in line with the Public Service records management principles and guidelines;
• Oversee the opening, folioing and closing of general files and personnel files;
• Coordinate receipt of mails, sorting, opening, recording, date stamping and dispatching of all incoming and outgoing mails;
• Ensure received mails are classified, filed and folioed into subject files;
• Oversee retrieval and dissemination of information, records and files to action officers and users;
• Coordinate preparation of records retention and disposal schedules and ensure records are disposed as per the Public Archives Act;
• Ensure all records are protected from loss by developing mechanisms to track their movement;
• Coordinate acquisition and installation of storage equipment for records;
• Ensure all records in the Authority are properly stored and arranged in accordance with the subject area to aid easy retrieval;
• Coordinate appraisal, archiving and disposal of records as per the records retention and disposal schedules and the Public Archives and Documentation Service Act;
• Ensure records are protected from loss, theft, destruction and unauthorized access;
• Ensure acquisition and use of technology in the management of records;
• Provide guidance in referencing of records;
• Prepare and update a file index for referencing of records;
• Prepare and update a records master list;
• Carry out a records inventory to establish the number of files in the Authority;
• Liaise with Kenya National Archives & Documentation Services (KNADS) for guidance on disposal of records;
• Guide staff in the Authority including the regional offices on the principles and practice of records management;
• Prepare and plan for records management training and conferences for staff involved with management of records; and
• Perform any other lawful duties as may be assigned from time to time.