Job Description
IPOA/HR/20/2023: SENIOR RECORDS MANAGEMENT OFFICER, IPOA GRADE 7 (1
POSITION) (CONSOLIDATED SALARY KES. 90,000 – 130,000)
Reports to: Principal Records Management Officer
Direct Reports: Records Management Officer I / Principal
Records Management Assistant
Indirect Reports: Records Management Officer II
Job Purpose
Responsible for maintaining records in the Authority
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
1. Supervise implementation of electronic records management system in collaboration
with ICT department
II. Operational Responsibilities / Tasks
1. Implement policies, strategies, guidelines, plans, standards and procedures that
impact on records management while ensuring compliance to applicable laws and
circulars;
2. Maintain and update records in the Authority;
3. Monitor compliance with legislations that impact on records management;
4. Prepare records and documents disposal schedule in liaison with relevant
government agencies;
5. Maintain file movement records;
6. Sensitize staff on records management;
7. Implement disaster preparedness, management and recovery program;
8. Consolidate data for developing reports in records management division;
9. Supervise implementation quality assurance standards in records management;
10. Coach, mentor, supervise staff under their purview;
11. Develop and implement Individual annual work plan; and
12. Implement risk mitigation measures
Job Dimensions:
I. Financial Responsibility
Draft budgets;
II. Responsibility for Physical Assets
Responsible for Office equipment, furniture and records
III. Decision Making / Job Influence
Operational decisions
IV. Working Conditions
Predominantly in an office setting with occasional field travel.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
Bachelor’s Degree in any of the following disciplines: - Information Science; Records
Management, Library Science, Archives and Records Management or equivalent
qualification from a recognized institution
Professional Qualifications / Membership to professional bodies
1. Professional qualification and membership to a professional body where applicable
2. Supervisory course lasting not less than two (2) weeks from a recognized institution
Previous relevant work experience required.
Served in the grade of Records Management Officer I for a minimum period of three (3)
years at IPOA job grade 8 or Six (6) years in a comparable and relevant position in the
public or private sector
Behavioral Competencies/Attributes:
1) Transparency and accountability
2) Ethics and Integrity
3) Team player
4) Creativity and innovation
5) Emotional intelligence
6) Resilience
7) Independence