PPRA Senior Records Management Officer Jobs in Kenya

PPRA Senior Records Management Officer Jobs in Kenya

Senior Records Management Officer, Job Grade PPRA 5, REF.:
RMO/5/2019 (1 Position)

Job Descriptions and Specifications

Duties and responsibilities will include assisting the manager responsible for

monitoring, evaluation, research, reporting and advisory services (MERRAS) in
developing, implementing and reviewing records management policy and procedures;

retention; disposal schedules; file classification system; management of mails external;

ensure safe custody of records and documents; liaise with the Kenya National Archives
and Documentation Services on relevant matters ; initiating, developing and
implementing infrastructure for electronic records management; preparation.

In addition, duties will entail developing, implementing and reviewing knowledge

management policies and framework; promoting knowledge sharing through the
organization's operational business processes and systems;

promoting public access to
procurement information by developing dissemination and advocacy strategies;

and
preparing the units budgets, monthly, quarterly and annual reports for the records
management unit.

The key result areas will include:

KRA 1: Mail

1. Incoming: Receive, record, classify, and distribute incoming correspondences for
necessary action.

2. Outgoing: Record and dispatch outgoing correspondences to respective
destinations.

KRA 2: Filing

3. Updating: Sort, classify and store documents securely in appropriate facilities –
folders, shelves, cabinets and racks.

4. Retrieval: Avail filed documents upon demand as necessary.

KRA 3: Custody

5. Documentation: Maintain/update the various catalogues, inventories, and
indexes of records.

6. Security: Protect document from unauthorized access, theft, damage,
falsification and disappearance.

KRA 4: Disposal

7. Archiving: Remove, sort, classify and put inactive/dead records in archive for
historical purposes.

8. Destruction: Dispose of inactive/dead records of little historical significance.
The successful candidate will develop and install appropriate standards of performance
including the following systems:

(i) Documentation Register]: For recording movement of mail

(ii) Indexing System: For classification of documents for filing and retrieval

(iii) Documents Custody Facilities: Cabinets – lockable and fire-resistant

(iv) Disposal Policy: Regulations governing retention, archiving and disposal of
documents

The ideal job holder shall have at least six (6) years relevant experience in records
management or in a related field and a bachelor’s degree in Information Sciences or its
equivalent from a recognized institution. In addition,

the candidate shall be computer
proficient.

How to Apply

a) Each application should be accompanied by a copy of the National Identity
Card/Passport, PPRA Formal Application Form and attach copies of relevant
academic and professional certificates, testimonials and other relevant supporting
documents.

b) All applications should be clearly marked “Application for (indicate the position
applied for)’’, on the envelope and submitted on or before 16th December, 2019
in any ONE of the following ways:

i. Hand delivered applications should be taken to the reception desk on 11th
floor,
National Bank Building, Harambee Avenue, Nairobi.

ii. Posted applications should be addressed to:
Director General
Public Procurement Regulatory Authority
11th Floor, National Bank Building
P. O. Box 58535-00200,
Nairobi.

c) Interested applicants must meet the requirements of Chapter Six of the Kenya
Constitution and in addition must, get clearance from the following bodies:

i. Current Tax Compliance Certificate from Kenya Revenue Authority;

ii. Current Clearance Certificate from Higher Education Loans Board;

iii. Self-Declaration Form acknowledged and stamped by Ethics and AntiCorruption Commission; and

iv. Current Police Clearance Certificate from the Criminal Investigation
Department.

Formal Application Form can be downloaded from PPRA website www.ppra.go.ke.

If you have the required qualifications, please submit your detailed application to the
address above by 5.00 p.m. on 16th December, 2019 quoting on the top of the envelope
the job reference title for the position you are applying for.

Only the shortlisted candidates will be contacted. Candidates are advised that any form
of canvassing will result in automatic disqualification.

PPRA is an equal opportunity employer and all Kenyans in their diversity, including
youth, women and persons with disability, are encouraged to apply

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