Assistant Director, Records
2025-05-29T20:16:58+00:00
Vihiga County Government
https://cdn.greatkenyanjobs.com/jsjobsdata/data/employer/comp_8255/logo/Vihiga%20County%20Government.jpeg
https://vihiga.go.ke/
FULL_TIME
Vihiga
Vihiga
00100
Kenya
Public Administration, and Government
Computer & IT
2025-06-13T17:00:00+00:00
Kenya
8
Duties and responsibilities
Records Management and Compliance
Policy Implementation:
- Assist in the development, update and enforcement of records management policies and procedures in alignment with National Guidelines and Legal Frameworks
- Ensure that all records practices comply with relevant Kenyan legislation, data protection and public records management standards
Records Lifecycle Management:
- Oversee the systematic creation, classification, archiving, retention and disposal of records—physical and electronic
- Establish and maintain retention schedules and ensure management of sensitive or confidential records
Digital Records Management:
- Support the implementation of electronic records management systems (ERMS) to facilitate efficient digitization, indexing, and retrieval of records
- Work with IT teams to integrate digital records solutions with existing administrative systems, ensuring data integrity and accessibility
Process Improvement:
- Identify gaps in existing records processes and recommend improvements in the use of technology and workflow automation
- Champion initiatives that enhance transparency and promote a paperless environment across county departments
Team Supervision:
- Assist in supervising and mentoring records management staff to ensure professional growth and adherence to best practices
- Provide continuous training and support regarding records handling, archiving techniques, and digital tools
Interdepartmental Coordination:
- Collaborate with department heads and ICT professionals to ensure cross-functional integration and seamless records flow
- Serve as a point of contact for records inquiries and support internal audits and compliance reviews
Documentation Practices:
- Oversee the creation and maintenance of detailed records management documentation including manuals, guidelines, and process maps
- Ensure that records repositories are updated regularly and that metadata is accurate and complete
Monitoring and Reporting:
- Prepare comprehensive reports on records management performance, compliance metrics, and audit findings for senior management
- Participate in both internal and external audits, ensuring prompt resolution of any identified issues
Regulatory Liaison:
- Serve as an intermediary with government agencies, local and national archives, and other regulatory bodies on records management matters
- Keep abreast of evolving legal requirements and technological advancements in the field of records and archives management
Requirements for Appointment
For appointment to this grade, an officer must have:
- Served in the grade of Principal records and Information Management Officer or in an equivalent and relevant position in the Public Service or reputable private sector organisation for a minimum period of three (3) years
- A Bachelor's degree in Information Management, Archival Science, Records Management, Library Science, or a related field is required
- Relevant Masters degree in Records and information management (will be an added advantage)
- Attended a Senior management course lasting not less than four (4) weeks from a recognized Institution
- Demonstrated professional ability, initiative and competence in organizing and directing work
- Excellent written and verbal communication skills; capable of engaging effectively with technical teams, and other stakeholders
Records Management and Compliance Policy Implementation: Assist in the development, update and enforcement of records management policies and procedures in alignment with National Guidelines and Legal Frameworks Ensure that all records practices comply with relevant Kenyan legislation, data protection and public records management standards Records Lifecycle Management: Oversee the systematic creation, classification, archiving, retention and disposal of records—physical and electronic Establish and maintain retention schedules and ensure management of sensitive or confidential records Digital Records Management: Support the implementation of electronic records management systems (ERMS) to facilitate efficient digitization, indexing, and retrieval of records Work with IT teams to integrate digital records solutions with existing administrative systems, ensuring data integrity and accessibility Process Improvement: Identify gaps in existing records processes and recommend improvements in the use of technology and workflow automation Champion initiatives that enhance transparency and promote a paperless environment across county departments Team Supervision: Assist in supervising and mentoring records management staff to ensure professional growth and adherence to best practices Provide continuous training and support regarding records handling, archiving techniques, and digital tools Interdepartmental Coordination: Collaborate with department heads and ICT professionals to ensure cross-functional integration and seamless records flow Serve as a point of contact for records inquiries and support internal audits and compliance reviews Documentation Practices: Oversee the creation and maintenance of detailed records management documentation including manuals, guidelines, and process maps Ensure that records repositories are updated regularly and that metadata is accurate and complete Monitoring and Reporting: Prepare comprehensive reports on records management performance, compliance metrics, and audit findings for senior management Participate in both internal and external audits, ensuring prompt resolution of any identified issues Regulatory Liaison: Serve as an intermediary with government agencies, local and national archives, and other regulatory bodies on records management matters Keep abreast of evolving legal requirements and technological advancements in the field of records and archives management
Served in the grade of Principal records and Information Management Officer or in an equivalent and relevant position in the Public Service or reputable private sector organisation for a minimum period of three (3) years A Bachelor's degree in Information Management, Archival Science, Records Management, Library Science, or a related field is required Relevant Masters degree in Records and information management (will be an added advantage) Attended a Senior management course lasting not less than four (4) weeks from a recognized Institution Demonstrated professional ability, initiative and competence in organizing and directing work Excellent written and verbal communication skills; capable of engaging effectively with technical teams, and other stakeholders
JOB-6838c0ba28fd3
Vacancy title:
Assistant Director, Records
[Type: FULL_TIME, Industry: Public Administration, and Government, Category: Computer & IT]
Jobs at:
Vihiga County Government
Deadline of this Job:
Friday, June 13 2025
Duty Station:
Vihiga | Vihiga | Kenya
Summary
Date Posted: Thursday, May 29 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Duties and responsibilities
Records Management and Compliance
Policy Implementation:
- Assist in the development, update and enforcement of records management policies and procedures in alignment with National Guidelines and Legal Frameworks
- Ensure that all records practices comply with relevant Kenyan legislation, data protection and public records management standards
Records Lifecycle Management:
- Oversee the systematic creation, classification, archiving, retention and disposal of records—physical and electronic
- Establish and maintain retention schedules and ensure management of sensitive or confidential records
Digital Records Management:
- Support the implementation of electronic records management systems (ERMS) to facilitate efficient digitization, indexing, and retrieval of records
- Work with IT teams to integrate digital records solutions with existing administrative systems, ensuring data integrity and accessibility
Process Improvement:
- Identify gaps in existing records processes and recommend improvements in the use of technology and workflow automation
- Champion initiatives that enhance transparency and promote a paperless environment across county departments
Team Supervision:
- Assist in supervising and mentoring records management staff to ensure professional growth and adherence to best practices
- Provide continuous training and support regarding records handling, archiving techniques, and digital tools
Interdepartmental Coordination:
- Collaborate with department heads and ICT professionals to ensure cross-functional integration and seamless records flow
- Serve as a point of contact for records inquiries and support internal audits and compliance reviews
Documentation Practices:
- Oversee the creation and maintenance of detailed records management documentation including manuals, guidelines, and process maps
- Ensure that records repositories are updated regularly and that metadata is accurate and complete
Monitoring and Reporting:
- Prepare comprehensive reports on records management performance, compliance metrics, and audit findings for senior management
- Participate in both internal and external audits, ensuring prompt resolution of any identified issues
Regulatory Liaison:
- Serve as an intermediary with government agencies, local and national archives, and other regulatory bodies on records management matters
- Keep abreast of evolving legal requirements and technological advancements in the field of records and archives management
Requirements for Appointment
For appointment to this grade, an officer must have:
- Served in the grade of Principal records and Information Management Officer or in an equivalent and relevant position in the Public Service or reputable private sector organisation for a minimum period of three (3) years
- A Bachelor's degree in Information Management, Archival Science, Records Management, Library Science, or a related field is required
- Relevant Masters degree in Records and information management (will be an added advantage)
- Attended a Senior management course lasting not less than four (4) weeks from a recognized Institution
- Demonstrated professional ability, initiative and competence in organizing and directing work
- Excellent written and verbal communication skills; capable of engaging effectively with technical teams, and other stakeholders
Work Hours: 8
Experience in Months: 36
Level of Education: bachelor degree
Job application procedure
Interested and qualified candidates should submit their filled job application forms with copies of their National Identity/passport, Academic & Professional certificates and current Chapter Six compliance certificates to the undersigned on or before 13th day of June, 2025.
SECRETARY/CEO VIHIGA COUNTY PUBLIC SERVICE BOARD
P.O ВОX 880-50300
MARAGOLI.
Please Note
- County Government of Vihiga is an equal opportunity employer and encourages People Living with Disabilities, Youth and Women to apply.
- County Public Service Board does not charge any recruitment fee whatsoever. Do Not Pay Money to Fraudsters because Our services are absolutely free
- Canvassing will lead to automatic disqualification
- Only shortlisted candidates will be invited for interview.
- Those with certificates from foreign institutions must have them certified by the relevant authority.
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