Job Description
RECORD MANAGEMENT OFFICER (1 POST): REF NO. VMD 08/2023
Scale: VMD 6
Basic Salary: Ksh 59,500 X 4,500-93,500 X 6,000-99,500
Terms of Service: Permanent and Pensionable
Qualifications and Requirements:
For appointment to this grade a candidate must have:
(i) Bachelor’s Degree in any of the following field: Library and Information Science,
or Records and Information Technology or its equivalent qualification from a
recognized institution;
(ii) Proficiency in computer applications; and
(iii)Fulfil the requirements of Chapter Six (6) of the Constitution.
Responsibilities:
Duties and responsibilities entail; -
i. Preparing indexes, classified descriptive lists, location guides and inventory lists;
ii. Coordinating the receiving, sorting, opening and dispatching of mails or related
registers;
iii. Ensuring security of information, documents, files and office equipment;
iv. Coordinating maintenance of files, records and registry;
v. Initiating appraisal and disposal of files and documents;
vi. Advising on care, preservation and control of records;
vii. Developing and updating file index;
viii. Receiving and filing of records and information;
ix. Making data entries;
x. Storing and retrieving records and information;
xi. Tracking of files and documents;
xii. Indexing, profiling and distribution of memos;
xiii. Circulating of files and documents;
xiv. Receiving, filing, retrieving and dispatching of records and information;
xv. Creating and maintaining databases for control and retrieval of records;
xvi. Ensuring pending correspondence and bring-ups are checked and appropriate
action is taken;
xvii. Appraising and disposing files and documents in liaison with National Archives and
Documentation Services; and
xviii. Ensuring proper storage, custody and preservation of archives.
Competencies and Skills
iv. Report writing
v. Communication.
vi. Presentation