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Principal Records Management Officer

Salary rangeConfidential | Contract type: Permanent

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Job Summary

An officer appointed to this position will be responsible for oversight of efficient and effective creation, capture, processing, storage, maintenance, retrieval, access, use, appraisal, preservation and disposal of the commission data in line with the set data standards by the department to ensure that users get data as and when required and that the data is efficiently utilized.
i. Degree in Records Management, Information Management, Information Science or Library Science or an Equivalent from a recognized institution.
ii. Diploma in Archives and Records Management
iii. Nine (9) years of service, three (3) of which should be in a comparable position
from a reputable organization.
iv. Certificate in management course lasting not less than four weeks from a recognized institution

Responsibilities

i. Supervise and appraise staff under this cadre and offer leadership to them in the routine provision of services in the entire commission.
ii. Manage the records management units in the commission to ensure that they make
available data whenever it is required for easy execution of activities that require
data
iii. Coordinate training on records management to increase the capacity of the staff in
record handling and utilization
iv. Monitor and evaluate records management programmes and projects to ensure
that they are implemented and happen as intended and that they are in line with
the commission’s overall mandate
v. Plan, organize and implement records management programmes and ensure that
they conform with the commission’s goals and objectives
vi. Formulate and implement records management policies, guidelines and standards
to ensure that records are utilized as intended
vii. Oversee the operations of various records management units to ensure that their
operations are in line with the set policies, guidelines and standards by the records
department
viii. Plan appropriate office accommodation for records management units to ensure
the safe custody of the records
ix. Advise the commission on all the matters related to proper records management
and practices to ensure that the commission has up to date practices
x. Initiate appraisal and disposal of records in accordance with laid down
procedures to ensure that the records kept are in line with the set standards and
that the obsolete records are disposed of effectively
xi. Prepare records retention and disposal schedules to be used in the entire
commission
xii. Regular review of file classification and indexing schemes to maintain up to date
classification and indexing
xiii. Ensure security of the records from physical, biological and chemical agents of
destruction so that the records are always available as and when required
xiv. Compile performance progress report for easy auditing of records management
systems
xv. Maintain an updated register of mail and circulation of files within the
commission for easy retrieval of mails
xvi. Requisition of records management resources in order to adequately facilitate the
department in its delivery of services
xvii. Ensure that files are opened and closed as per the laid down procedures and that
the automated records management systems are functional.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 7 years
Required languages: English (Spoken: fluent | Written: fluent)
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