Job Description
POSITION NAME: RECORDS MANAGEMENT OFFICER
(REF. KEMSA/HRA/RMO/HR/11/2024)
GRADE: SA5
NO. OF VACANCIES: One (1)
TERMS OF SERVICE: Permanent
BASIC SALARY: As per scale
PURPOSE STATEMENT
The Records Management Officer will manage the organization’s records in line with the
requisite legal provisions, KEMSA requirements and the internationally recognized
Records Management best practices as envisioned by the ISO:15489. The position holder
will be in the Administration Department but shall be deployed in an appropriate area to
support the records management function.
PRINCIPAL ACCOUNTABILITIES
The jobholder will have the following principal accountabilities:
1. Ensuring complete and accurate records that demonstrate integrity and
authenticity for purposes of supporting business and admissibility during audits.
2. Assisting the organization by ensuring efficient contract administration between
KEMSA and suppliers through sound records management and bring-ups.
3. Ensuring safe custody of KEMSA records thus ensuring compliance security and
reliability of records and information therein at all times.
4. Digitization of records and establishing a functional Electronic Records
Management System (ERMS).
5. Conducting records inventory, retrieval and dissemination of information to action
officers on a need-to-know basis
6. Ensuring that the Records Management functionality adheres to KEMSA's Records
Management Policies, standards and is in accordance with all legal requirements as
well as the international best practices.
7. Assisting in the administrative duties of the Operations Directorate by conducting
follow-ups on supplier queries complaints
8. Managing all records for the downstream supply chain functions.
9. Conduct risk analysis, advise on key elements and mitigation measures within the
function.
QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE
The requisite qualifications for this position will be as follows:
1. Bachelor’s Degree in Information Sciences, Archives or Records Management or
related qualifications from a recognized institution.
2. Three (3) years’ experience in a busy records management function in public or
private sector.
3. Have professional qualifications from the Kenya Library Association or any other
recognized professional body.
4. Excellent ICT skills to enable automation and sharing of information in a
collaborative environment.