Records Management at Kenya National Bureau of Statistics (KNBS)

KNBS: Level 5

Ref: KNBS/AMRM/6/2023

Key responsibilities 

• Assisting in implementation of policies and procedures on records management; 
• Overseeing proper storage, custody and preservation of archives; 
• Spearheading appraisal and disposal of files; 
• Developing, updating and maintaining records management database; 
• Handling documents according to set guidelines; 
• Updating and maintaining file movement records; 
• Ensuring security of documents, files and office equipment; 
• Overseeing maintenance of files and records; 
• Undertaking Records survey process; 
• Controlling creation of records; 
• Managing confidential files and records; 
• Updating of file indexes; 
• Preparing of records management reports; 
• Drawing work plans and budgets for the Unit; 
• Supervision and management of staff in the Unit; 
• Any other duties lawfully assigned by the supervisor. 

Requirements for Appointment 

• Must have served in the grade of Records Management Officer or equivalent position for a minimum period of three (3) years; 
• Must have a Bachelors Degree in any of the following disciplines:- 
• Information Science; Records Management and Information Technology; Archives and Records Management or any other related qualifications from a recognized institution; 
• Must have a Certificate in Senior Management Course lasting not less than four (4) weeks from a recognized institution; 
• Must have a Certificate in computer applications from a recognized institution; 
• Must have shown merit and ability as reflected in work performance and results; 
• Must have analytical, financial and human resource management skills; 
• Must be able to work in a collaborative team environment. 

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KNBS: Level 8

Ref: KNBS/RMA/7/2023

Job Purpose: Reporting to the Records Management Officer, the jobholder will be responsible for undertaking activities in the Records Management Section. 
 
Key responsibilities 

• Receiving, opening, sorting, date stamping official mail; 
• Recording, registering ,filing and distributing mails; 
• Filling and marking letters to action officers; 
• Retrieving and recording files in the file movement register for action officers; 
• Opening files, updating and maintaining file movement registers; 
• Tracing and capturing all existing files; 
• Managing confidential files and records; 
• Mending and re-filing the dismantled files; 
• Renewing of torn file folders and patching the old folders at the back of the newly created files and ensuring file covers are well maintained; 
• Updating file indexes; 
• Safeguarding all records and equipment; 
• Ensuring proper handling of pending correspondence and bring-ups; 
• Franking official mails; 
• Dispatching outgoing mails; 
• Maintaining related mail registers 
• Any other duties lawfully assigned by the supervisor. 

Requirements for appointment 

• Must have a Diploma in any of the following disciplines:- Records Management; Archives and Records Management; Technology in Archives and Records Management; Information Management or any other related qualifications from a recognized institution; 
• Must have a Certificate in computer applications from a recognized institution.