Principal Records Management Officer – PPRA

Public Procurement Regulatory Authority is looking for a Principal Records Management Officer.

Key Responsibilities/ Duties / Tasks

1. Managerial / Supervisory Responsibilities

• Initiate the development and implementation of records and knowledge management policy, procedures and guidelines;
• Plan and implement records management disaster preparedness strategies;
• Consolidate and submit monthly, quarterly and annual records and knowledge management division’s reports;
• Mentor and coach records and knowledge management staff;
• Implement Performance Management System in the records and knowledge management division;
• Develop and implement strategies to mitigate risks in records and knowledge management;
• Initiate and develop information security management strategies to safeguard records and knowledge management resources;
• Develop and maintain knowledge management systems, policies, frameworks and mechanisms for effective knowledge transfer and organizational learning;
• Implement and enforce knowledge management systems policies, frameworks and mechanisms for effective knowledge transfer;
• Secure and maintain knowledge management systems, policies, frameworks and mechanisms for effective knowledge transfer and organisational learning; and
• Implement and enforce knowledge management systems policies, frameworks and mechanisms for effective knowledge transfer.

1. Operational Responsibilities / Tasks

• Interpret records and knowledge management policy, procedures and guidelines;
• Plan for appropriate registries and record and knowledge management centres in the Authority;
• Develop and implement records and knowledge management classification schemes;
• Develop and implement strategies for mail management;
• Develop and implement records and knowledge management resource retention and disposition schedules in line with the Public Archives Documentation Service Act, Cap 19 and other regulations;
• Plan for appraisal and disposition of records and knowledge management in compliance with the Public Archives and Documentation Service Act, Cap 19, among others;
• Advise on the appropriate records management systems for both manual and electronic records and knowledge management resources;
• Manage both manual and electronic records and knowledge management systems;
• Advise management on issues pertaining to improvement of records and knowledge management practices to keep abreast with emerging industry trends; and
• Monitoring knowledge management and transfer systems.

Job Dimensions:

1. Financial Responsibility

• Oversee implementation of record and knowledge management budget;
• Provide input into the process of budgeting

1. Responsibility for Physical Assets

• Authority’s records
• Records storage facilities
• Computers/office equipment
• Office furniture
• Scanners
• Franking machine
• Shredding machine

III.   Decision Making / Job Influence

• Managerial Decisions
• Operational Decisions
• Analytical Decisions
• Financial Decisions

1. Working Conditions

• The job holder will operate in an office setting with numerous visits to regional offices.
• Maintaining sensitive records.
• Minor accidents possible, such as cuts, bruises and strains
• Exposure to machines, fasteners cuts, dusty files and pins.

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

Academic qualifications 

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

Professional Qualifications / Membership to professional bodies

• Management Course lasting not less than four (4) weeks or its equivalent;
• Professional qualification and membership to a professional body where applicable

Previous relevant work experience required.

A minimum period of eight (8) years relevant work experience, three (3) years of which must have been in a supervisory role;

Functional Skills, Behavioural Competencies/Attributes:

• Computer skills
• Communication Skills
• Reporting skills
• Problem Solving skills
• Supervisory Skills
• Mentorship and Coaching skills
• Risk Management skills
• Knowledge Management skills
• Leadership Skills