Senior Record Management Officer – Public Procurement Oversight Authority

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
INCOMING: Receive, record, classify, and distribute incoming correspondences for necessary action.
OUTGOING: Record and dispatch outgoing correspondences to respective destinations.
KRA 2: Filing
UPDATING: Sort, classify and store documents securely in appropriate facilities – folders, shelves, cabinets and racks.
RETRIEVAL: Avail filed documents upon demand as necessary.
KRA 3: Custody
DOCUMENTATION: Maintain/update the various catalogues, inventories, and indexes of records.
SECURITY: Protect document from unauthorized access, theft, damage, falsification and disappearance.
KRA 4: Disposal
ARCHIVING: Remove, sort, classify and put inactive/dead records in archive for historical purposes.
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:
DOCUMENTS REGISTER: For recording movement of mail
INDEXING SYSTEM: For classification of documents for filing and retrieval
DOCUMENTS CUSTODY FACILITIES: Cabinets – lockable and fire-resistant
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.

Method of Application
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 any other relevant supporting documents.
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:
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.

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