Job Summary
The job holder is answerable to the Assistant Director (Administration) and is responsible for managing the Authority's records and information through development and updating of file index & records management policy, mail management, creation of records, sorting of records, movement of records, records storage, records appraisal, Records inventory, Records retrieval, Disposal of records and capacity building in records.
Job Description/Requirements
Kenya Urban Roads Authority (KURA) is a State Corporation established under the Kenya Roads Act, 2007 to manage, develop, rehabilitate and maintain national urban roads. The Authority invites applications from qualified candidates for the following vacant positions:
8. Senior Records Management Officer JG KURA 5 — REF:KURA/CS/HRMA/ 22/5 (1 POST)
Job Summary
The job holder is answerable to the Assistant Director (Administration) and is responsible for managing the Authority's records and information through development and updating of file index & records management policy, mail management, creation of records, sorting of records, movement of records, records storage, records appraisal, Records inventory, Records retrieval, Disposal of records and capacity building in records.
Duties and Responsibilities
a) Coordinate the development of records management policy, standard operating procedures & work instructions in line with the Public Service records management principles and guidelines;
b) Oversee the opening, folioing and closing of general files and personnel files;
c) Coordinate receipt of mails, sorting, opening, recording, date stamping and dispatching of all incoming and outgoing mails;
d) Ensure received mails are classified, filed and folioed into subject files;
e) Oversee retrieval and dissemination of information, records and files to action officers and users;
f) Coordinate preparation of records retention and disposal schedules and ensure records are disposed as per the Public Archives Act;
g) Ensure all records are protected from loss by developing mechanisms to track their movement;
h) Coordinate acquisition and installation of storage equipment for records;
i) Ensure all records in the Authority are properly stored and arranged in accordance with the subject area to aid easy retrieval;
j) Coordinate appraisal, archiving and disposal of records as per the records retention and disposal schedules and the Public Archives and Documentation Service Act;
k) Ensure records are protected from loss, theft, destruction and unauthorized access;
1) Ensure acquisition and use of technology in the management of records;
m) Provide guidance in referencing of records;
n) Prepare and update a file index for referencing of records;
o) Prepare and update a records master list;
p) Carry out a records inventory to establish the number of files in the Authority;
q) Liaise with Kenya National Archives & Documentation Services (KNADS) for guidance on disposal of records;
r) Guide staff in the Authority including the regional offices on the principles and practice of records management;
s) Prepare and plan for records management training and conferences for staff involved with management of records; and
t) Perform any other lawful duties as may be assigned from time to time.
Qualifications and Experience
For appointment to this position, the ideal candidate must:
a) Have at least five (5) years relevant working experience in the public service or private sector;
b) Have served as a Records Management Officer or equivalent position in a comparable organization;
c) Have a Bachelor's Degree in any of the following: Records Management, Information Management, Information Sciences, Library Science, Knowledge Management or any other relevant and equivalent qualifications from a recognized Institution;
d) Have a Postgraduate Diploma in Records Management, Information Management, Information Science, Library Science or any other relevant and equivalent qualifications from a recognized Institution;
e) Be proficient in computer applications especially in Electronic Document Management System;
f) Have a Certificate in Supervisory Skills Course lasting not less than four (4) weeks from a recognized institution;
g) Be a member of a relevant professional body; and
h) Fulfil the requirements of Chapter Six of the Constitution of Kenya.
Functional skills include;
a) Computing skills especially in information & records management systems.
b) Presentation skills
c) Skills & knowledge in management of records & information in the public service.
d) Conversant with the Public Archives & Documentation Service Act.
Behavioural competencies /attributes
a) Decision making skills
b) Leadership skills,
c) Planning skills,
d) Organizational & logistical skills,
e) Interpersonal skills,
f) Problem solving skills,
g) Counselling skills,
h) Diagnostic skills,
i) Supervisory skills.
Mode of Application
1. Interested and eligible candidates should access the mandatory KURA Job Application Form available on our website www.kura.go.ke/careers fill all required fields, sign and date the form and attach copies of certificates and transcripts, current Curriculum Vitae and testimonials. Successful candidates will be required to present clearance certificates from chapter six institutions. Any application without the KURA Job Application Form will not be considered.
2. Applications should be submitted in a sealed envelope clearly indicating the position being applied for and vacancy reference number and addressed to the undersigned so as to be received on or before 11th July 2022 at 5.00pm (East African Time). The applications should be hand delivered or mailed through the post office to the address indicated below. Email applications shall not be considered.
The Director General
Kenya Urban Roads Authority (KURA)
Barabara Plaza, Block D, Mazao Road, Off South Airport Road, JKIA.
P.O. Box 41727-00100, NAIROBI
Applications should be dropped in the Applications Box in the Administration Section on 1st Floor, East Wing.
KURA is an Equal Opportunity Employer committed to diversity and gender equality. Qualified persons irrespective of gender, age, race, culture, religion, marital status or disability are encouraged to apply. Any form of canvasing and giving false information in employment application form will lead to automatic disqualification.
KURA does not charge any fees for applications, shortlisting or interviews. Beware of conmen.
