Deputy Director, Records Management at Kenya Medical Supplies Authority (KEMSA)

REF.  KEMSA/HR/RM/03/2026, SA3, (1 POST).

Reporting to the Director, Corporate Services

PURPOSE STATEMENT;

• The purpose of this role is to oversees the development and implementation of records management systems, ensuring legal compliance, secure record-keeping, efficient access to information, and effective knowledge management within the Authority.

Duties and responsibilities will entail: –

• Implementing records management policies, strategies, work plans, legislations, guidelines, procedures, regulations, norms, standards and programmes;
• Managing the Authority’s registry and resource Centre;
• Setting up and reviewing records management systems, to ensuring effective records management and facilitate effective knowledge sharing across the Authority;
• To develop and implement a Data Protection Policy; Liaise with the office of Data Protection Commissioner on data protection matters.
• Ensuring the Resource Centre incorporates appropriate information resources to support training;
• Classifying records according to indexing methods and protocols provided in the Authority’s/ Government prevailing guidelines;
• Coordinating the transfer of inactive records to the Kenya National Archives (KNADS) for semi-active storage and or disposal according to the Records and Information Act;
• Identifying and implementing improvements in internal documents and record management processes;
• Ensuring confidentiality of the Authority’s records in line with the Government Official Secrets Act;
• Ensuring appropriate quality control within records management systems;
• Maintaining a Risk Management Register and advising on mitigating measures for addressing risks in records management;
• Developing and implementing business continuity plans in records management;
• Implementing Business Process Re-engineering (BPR) in records management.
• Facilitating stakeholder engagement and foster a corporate culture that promotes ethical practices and good corporate citizenship.

Requirements for Appointment

For appointment to this grade, an officer must have: –

• Cumulative service period of fifteen (15) years’ relevant work experience, three (3) of which should have been at the grade of Assistant Director, Records Management or in a comparable position.
• Bachelor’s Degree in any of the following disciplines: – Records Management, Information Management, Information Science, Archives and Records Management or equivalent qualification from a recognized institution;
• Master’s Degree in any of the following disciplines: – Records Management, Information Management, Information Science, Archives and Records Management or equivalent qualification from a recognized institution;
• Membership to a professional body where applicable;
• Leadership course lasting not less than four (4) weeks from a recognized institution;
• Proficiency in computer applications; and
•  Demonstrated professional competence and ability as reflected in work performance and result