ICT Officer I – VDS 6 at Kenya Vision 2030

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 conversionscanning/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-todate 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:-

1. A Bachelor’s Degree in Records Management, Strategic Planning, Management, Human Resource Management, Sociology, Information Science or its equivalent, from a recognized university.
2. 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.
3. Computer literacy skills, Certificate in Computer Applications (Microsoft Word, Excel, Access, Power Point, Outlook) and internet skills.
4. Should have management skills, strong leadership, organization, coordination, and communication skills.
5. Have excellent interaction and presentation skills, a good understanding of key issues and challenges facing social sector in Kenya.
6. Should be able to initiate and adopt results-based management.
7. Demonstrated a high level of professional competence and outstanding management qualities.
8. A management course lasting not less than four (4) weeks, and
9. Meets the requirements of Chapter Six of the Constitution of Kenya.