Records Management Officer

Date Posted: Jan. 9, 2024, 6:30 a.m.

KEMSA (Kenya Medical Supplies Authority)

Job Description

(REF. KEMSA/HRA/RMO/HR/11/2024)

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:

Ensuring complete and accurate records that demonstrate integrity and authenticity for purposes of supporting business and admissibility during audits.

Assisting the organization by ensuring efficient contract administration between KEMSA and suppliers through sound records management and bring-ups.

Ensuring safe custody of KEMSA records thus ensuring compliance security and reliability of records and information therein at all times.

Digitization of records and establishing a functional Electronic Records Management System (ERMS).

Conducting records inventory, retrieval and dissemination of information to action officers on a need-to-know basis

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.

Assisting in the administrative duties of the Operations Directorate by conducting follow-ups on supplier queries complaints

Managing all records for the downstream supply chain functions.

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:

Bachelor’s Degree in Information Sciences, Archives or Records Management or related qualifications from a recognized institution.

Three (3) years’ experience in a busy records management function in public or private sector.

Have professional qualifications from the Kenya Library Association or any other recognized professional body.

Excellent ICT skills to enable automation and sharing of information in a collaborative environment. 

How To Apply

Successful candidates will be required to satisfy the following requirements of Chapter Six (6) of the Constitution of Kenya 2010:

  • Police Clearance Certificate from the Directorate of Criminal Investigations;
  • Tax Compliance Certificate from the Kenya Revenue Authority.
  • Higher Education Loans Board (for University Graduates)
  • Ethics and Anti-Corruption Commission Clearance

Those interested and who meet the above requirements are invited to apply for the job.

The application should be accompanied with a detailed curriculum vitae, copies of certificates and testimonials addressed as below should reach the Chief Executive Officer.

The applicant’s envelope should quote the Reference Number of the position they are applying for.

Ag. Chief Executive Officer,
Kenya Medical Supplies Authority,
13 Commercial Street Industrial Area,
P.O. Box 47715-0010,
NAIROBI

Attn. Director HR & Administration

‘The Kenya Medical Supplies Authority is an Equal Opportunity Employer Committed to Diversity and Gender Equality’.

NOTE: Canvassing will lead to automatic disqualification.

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