Senior Records Management Officer Job IPOA

Job Purpose

• Responsible for maintaining records in the Authority

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Responsibilities

• Supervise implementation of electronic records management system in collaboration with ICT department
• Implement policies, strategies, guidelines, plans, standards and procedures that impact on records management while ensuring compliance to applicable laws and circulars;
• Maintain and update records in the Authority;
• Monitor compliance with legislations that impact on records management;
• Prepare records and documents disposal schedule in liaison with relevant government agencies;
• Maintain file movement records;
• Sensitize staff on records management;
• Implement disaster preparedness, management and recovery program;
• Consolidate data for developing reports in records management division;
• Supervise implementation quality assurance standards in records management;
• Coach, mentor, supervise staff under their purview;
• Develop and implement Individual annual work plan; and
• Implement risk mitigation measures

Job Dimensions:

I. Financial Responsibility

• Draft budgets;

II. Responsibility for Physical Assets

• Responsible for Office equipment, furniture and records

III. Decision Making / Job Influence

• Operational decisions

IV. Working Conditions

• Predominantly in an office setting with occasional field travel.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Qualifications

• Bachelor’s Degree in any of the following disciplines: – Information Science; Records Management, Library Science, Archives and Records Management or equivalent qualification from a recognized institution

Professional Qualifications / Membership to professional bodies

• Professional qualification and membership to a professional body where applicable
• Supervisory course lasting not less than two (2) weeks from a recognized institution

Previous relevant work experience required.

• Served in the grade of Records Management Officer I for a minimum period of three (3) years at IPOA job grade 8 or Six (6) years in a comparable and relevant position in the public or private sector

Functional Skills, Behavioral Competencies/Attributes:

Functional Skills: 

• Organization and Planning Skills
• Dispute Resolution Skills
• Decision Making Skills
• Interpersonal Skills
• Communication Skills

Behavioral Competencies/Attributes:

• Transparency and accountability
• Ethics and Integrity
• Team player
• Creativity and innovation
• Emotional intelligence
• Resilience
• Independence

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How To Apply

Interested persons who meet the requirements should submit their application through Post Office, email or by hand delivery, clearly indicating the position and job reference number, on both the cover letter, envelope and email applications, together with IPOA Employment Form, a detailed CV, copies of academic & professional certificates, national identity card, names and telephone contacts of three referees, so as to reach the Authority by Monday, 24th February, 2025 to:

Director/Chief Executive Officer, Independent Policing Oversight Authority, 1st Ngong Avenue, ACK Garden Annex, 2nd Floor, P.O Box 23035 – 00100, NAIROBI.
Email: recruitment0125@ipoa.go.ke

Upon granting an offer of employment, the successful candidate MUST present and satisfy the requirements of Chapter Six of the Constitution of Kenya 2010 by providing copies of the following documents;

• A valid tax Compliance Certificate from the Kenya Revenue Authority (KRA);
• A valid Certificate of Good Conduct from the Directorate of Criminal Investigation (DCI);
• A valid Clearance Certificate from the Higher Education Loans Board (HELB);
• A valid Clearance Certificate from an approved Credit Reference Bureau (CRB) (Must provide certificate or report); and
• A Valid Clearance form from the Ethics and Anti-Corruption Commission (EACC)

IPOA is an equal opportunity employer and shall not in its recruitment discriminate on the basis of race, religion, color, ethnic origin, political affiliation, sex or sexual orientation, pregnancy, marital status, disability, health or social status. Canvassing will lead to automatic disqualification. IPOA does not engage any recruitment agencies and no medical examination is required before one attends an interview. IPOA does not charge a fee at any stage of the recruitment process (application, shortlisting or interview).

Only shortlisted candidates will be contacted.

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