Records Management Officer

Job Vacancy No.: NaMATA/HR/20/2023

NaMATA Job Grade 6 – One (1) Position

Job Overview:

Looking to kickstart your career in records management? Join our dynamic team at NaMATA as a Records Management Officer! This entry-level position offers a great opportunity for degree holders to develop valuable skills under the guidance of experienced Senior Officers.

Key Responsibilities:

Ensuring Information Security:

• Safeguarding information, documents, files, and office equipment with utmost vigilance.
• Controlling the opening of open, confidential, and secret files, ensuring data privacy.

Efficient Document Handling:

• Supervising the registry and expertly sorting and classifying documents for effective filing.
• Maintaining and updating personnel records and file index to ensure accuracy.

Custodianship of Records:

• Safeguarding and managing Authority documents to maintain a secure and organized registry/archives.
• Digitizing Authority’s documents for both circulation and archiving purposes.

Effective Mail Management:

• Overseeing the receipt, sorting, opening, and dispatch of mails.
• Maintaining related registers to ensure streamlined communication flow.

Optimizing Office Accommodation:

• Planning suitable office accommodation for efficient functioning of registries.

File Movement Control:

• Ensuring the meticulous update and maintenance of file movement records.
• Maintaining the security of files and confidential documents.

Requirements for Success:

Qualifications:

• Bachelor’s Degree in disciplines such as Information Science Management, Records Management, or Social Sciences.
• Certificate in Records Management/Information Management or equivalent qualifications from a recognized institution.

Skills:

• Proficiency in computer skills to navigate modern records management tools.
• Strong attention to detail and quality orientation.
• Problem-solving and analytical skills to ensure efficient data management.
• Effective communication and reporting skills for seamless coordination.
• Interpersonal and negotiation skills to collaborate within a team.

Professionalism:

• Demonstrate professionalism in all aspects of work.

Chapter Six (6) Compliance: Candidates must fulfill the requirements of Chapter Six (6) of the Constitution.

Application Process: Interested and qualified candidates are invited to apply by submitting the following documents:

1. Cover Letter indicating the Job Vacancy No.
2. Detailed Curriculum Vitae.
3. National Identity Card.
4. Academic and Professional Certificates.

Applications should be submitted by Tuesday, 12th September, 2023, at 12:00 noon. Please include daytime contacts, current and expected salary, notice period required for appointment, and three (3) referee contacts. Ensure that all Certificates/Testimonials and a copy of your National ID/Passport are attached. The Job Vacancy No. must be clearly indicated on the envelope.

Address:

The Director General,

Nairobi Metropolitan Area Transport Authority (NaMATA),

P. O. Box 30117 – 00100,

NAIROBI

Email: recruitment@namata.go.ke

In-Person Submission: Applications can also be hand-delivered and inserted in the Recruitment Box placed on the 6th Floor.

Chapter Six (6) Compliance: Successful applicants must provide valid clearance certificates from the following organizations upon offer of appointment:

• Individual Tax Compliance Certificate from Kenya Revenue Authority (KRA).
• Higher Education Loans Board (HELB).
• Directorate of Criminal Investigation (Certificate of Good Conduct).
• An Approved Credit Reference Bureau.

Equal Opportunity Employer: NaMATA is committed to diversity and gender equality. Persons living with disabilities (PWDs), women, and individuals from marginalized areas are strongly encouraged to apply.

Recommendation for Success: To succeed as an applicant, showcase your strong attention to detail, communication skills, and dedication to maintaining organized and secure records. Highlight your proficiency in computer skills and your ability to collaborate within a team. Align your application with the Chapter Six (6) requirements and provide all requested documents to make a compelling case for your candidacy. We look forward to welcoming a proactive and skilled Records Management Officer to our team!

[Meta Description: Join NaMATA as a Records Management Officer! Entry-level opportunity for degree holders. Safeguard information, handle documents, ensure mail efficiency, and more. Apply by Sept 12th. Embrace a rewarding career in records management.]