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RECORDS MANAGEMENT OFFICER I (VDS 6)
Reporting to the Chief Human Resources & Administration Officer, the Records Officer (I) will be responsible in carrying out the following duties:
- Overseeing the Registry and Documentation Unit of the Secretariat.
- Develop, implement and maintain a comprehensive Policy and Procedure Manual for Registry Management, Records/Document Management and the Archives Management Plan.
- Develop and maintain a filing/classification indexing of records, media conversion-scanning/microfilming to facilitate accurate classification and retrieval of incoming and outgoing correspondences or documentation.
- Co-ordinate the effective and efficient operation of the Records/Document management system for the Secretariat.
- Ensuring security of information/files/documents in the Secretariat and registry Archives.
- Oversee the maintenance of hard copy records, up-dating and maintaining up-to-date filing and file movement records within the Secretariat.
- Manage archived information by implementing a comprehensive storage facility that facilitates access and retrieval of documents as well as ensure security and controlled access to records/documents.
- Ensuring that mail and documents received are appropriately filed and marked to action officers.
- Manage timely processing of both internal/external incoming and outgoing mail as appropriate.
- Receive, process and classify correspondence, capture and record mail, copy or scan mail for distribution.
- Controlling and opening of files and updating the file index.
- Compiling relevant Secretariat records for use by various stakeholder.
- Supervising the implementation of records management programs in line with the Secretariat’s policy and the Public Archives and Documentation Service Act.
- Coordinating the off-site/archiving document storage and retrieval.
- Participating in disposing ephemeral records in line with the Secretariat’s Omnibus Records Retention/Disposal Schedule.
- Liaise with the National Archives and Documentation Centre for archiving of files.
- Conduct periodic records audit and organize document disposals as per retention schedule
- Assist staff with the search and retrieval of documents/records and other corporate information.
- Ascertain the general cleanliness of the registry;
- Develop the operational budgets and work-plans
- Supervising and appraising registry staff
Job Specifications
For appointment to this grade a candidate should possess:-
- A Bachelor’s Degree in Records Management, Strategic Planning, Management, Human Resource Management, Sociology, Information Science or its equivalent, from a recognized university.
- Must have served as Records Management Officer II in a comparable and relevant position in a reputable organization for a minimum period of three (3) years OR have at least five (5) years relevant working experience in a comparable position in a reputable organization in the public or private sector.
- Computer literacy skills, Certificate in Computer Applications (Microsoft Word, Excel, Access, Power Point, Outlook) and internet skills.
- Should have management skills, strong leadership, organization, coordination, and communication skills.
- Have excellent interaction and presentation skills, a good understanding of key issues and challenges facing social sector in Kenya.
- Should be able to initiate and adopt results-based management.
- Demonstrated a high level of professional competence and outstanding management qualities.
- A management course lasting not less than four (4) weeks, and
- Meets the requirements of Chapter Six of the Constitution of Kenya.
Key Attributes
The following key attributes will be required for ALL positions; –
- Must be a visionary, transformative and results-oriented strategic thinker.
- Ability to work in a multi-cultural and multiethnic and multi-disciplinary environment with sensitivity and respect for diversity.
- Excellent organizational, interpersonal and communication skills.
- Capacity to work under pressure to meet strict deadlines and deliver demonstrable results.
- Be self-driven, a team-player and a mentor/coach; and
- Ability to cultivate partnership and collaborations.
Terms of Service
All positions are on contract terms for a period of three years, renewable subject to satisfactory performance. All positions attract a competitive salary and other benefits.
How to Apply:
ALL Applications.
- Shall start with an online application at: https://forms.gle/oeyBJvJZfR1k1Mw27
- Should be clearly marked “Application for the position applied” on the envelope/subject line.
- Each application should be accompanied by detailed curriculum vitae, copies of relevant academic and professional certificates, national identity card or passport, testimonials and other relevant supporting documents. Scanned copies of these documents must accompany an online application.
All applications submitted in hard copy should have the ‘Advert No.” clearly marked on the envelope and submitted in any ONE of the following ways:
Manual applications should be addressed, and hand delivered OR posted to:
The Director General
Kenya Vision 2030 Delivery Secretariat
BRITAM Centre, 7th Floor
Mara/Ragati Road Junction, Upper Hill
P.O. Box 52301-00200 Nairobi, Kenya
Online applications should be e-mailed as PDF attachment to vacancy@vision2030.go.ke
Note: Compliance with Chapter Six of the Constitution
Shortlisted candidates shall be required to submit the following documents to signify compliance with Chapter Six of the Constitution.
- Tax compliance certificate from the Kenya Revenue Authority.
- Clearance certificate from the Higher Education Loans Board.
- Clearance from Ethics and Anti-Corruption Commission.
- Certificate of good conduct from the Directorate of Criminal Investigation Department; and
- Certificate from a Credit Reference Bureau.
Details on the job specifications of each vacancy can be obtained on website http://vision2030.go.ke/vacancies/.
“Women, Minorities, Marginalized and Persons living with disability are encouraged to apply”. All applications should be submitted not later than 29th July 2022 at 5.00pm. Shortlisted candidates must meet Chapter Six (6) requirements of the Constitution. Further information can be obtained on website: http://www.vision2030.go.ke
The Kenya Vision 2030 Delivery Secretariat is an equal opportunity employer.
Only shortlisted candidates will be contacted.
The Director General
Kenya Vision 2030 Delivery Secretariat
Britam Centre, 7th Floor
Mara/Ragati Road Junction, Upper Hill
P.O. Box 52301-00200 Nairobi, Kenya
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