Senior Records Management Officer Reference: SEZA/HR/2023/12/6
Job Description
As the Senior Records Management Officer, the incumbent is responsible for various duties and responsibilities, including:
(i) Information Security: Ensuring the security of information, documents, files, and office equipment.
(ii) Registry Supervision: Overseeing the registry, including sorting and classifying documents for filing.
(iii) Personnel Records Management: Handling the storage, updating, and maintenance of personnel records and file index.
(iv) File Control: Controlling the opening of open, confidential, and secret files.
(v) Document Custody: Custody and maintenance of SEZA documents, ensuring the security of information and records in a registry/archives.
(vi) Mail Handling: Ensuring the proper receipt, sorting, opening, and dispatch of mail, and maintaining related registers.
(vii) Office Accommodation Planning: Planning appropriate office accommodation for registries.
(viii) File Movement Oversight: Ensuring that file movement records are updated and maintained, and overseeing the security of files and documents.
(ix) Mail Dispatch: Ensuring the proper receipt and dispatch of mails.
(x) Document Digitization: Digitizing Authority’s documents for circulation and archiving.
Requirements for Appointment
To be eligible for appointment to this grade, candidates must meet the following criteria:
(i) Educational Qualifications: A Bachelor’s Degree in Information Science Management, Records Management, or any of the Social Sciences, plus a Certificate in Records Management/Information Management or equivalent qualifications from a recognized institution.
(ii) Supervisory Course: Completion of a supervisory course lasting not less than two (2) weeks from a recognized institution.
(iii) Computer Proficiency: Proficiency in computer applications.
(iv) Chapter Six Requirements: Fulfillment of the requirements outlined in Chapter Six of the Constitution.
Additional Requirements
Successful candidates will be expected to fulfill the requirements of Chapter Six of the
Constitution by providing valid originals of the following documents;
- Police Clearance Certificate from the Directorate of Criminal Investigations;2
- Clearance/Compliance Certificate from Higher Education Loans Board (HELB);
- Tax Compliance Certificate from Kenya Revenue Authority;
- Clearance from Ethics and Anti-Corruption Commission (EACC); and
- Clearance from Credit Reference Bureau (CRB).
