Job Description
The County Government of Kericho is inviting applications from qualified, organized, and service-oriented professionals for the position of Records Management Officer I. This role offers an excellent opportunity to contribute to the effective administration of public records while supporting efficient government operations through proper records management practices. The successful candidate will play a critical role in ensuring that official documents, correspondence, and institutional records are accurately maintained, securely stored, and easily retrievable in accordance with applicable public service regulations and records management standards. The position requires an individual who demonstrates exceptional organizational skills, integrity, attention to detail, and a strong commitment to confidentiality when handling sensitive government information.
Working within the registry and records management unit, the officer will oversee the daily coordination of filing systems, records classification, document tracking, and records preservation activities to enhance operational efficiency across departments. The successful applicant will ensure that incoming and outgoing correspondence is processed promptly, files are accurately indexed, and document retrieval systems remain reliable and up to date. The role also involves maintaining electronic and manual records while supporting initiatives aimed at improving records management procedures through continuous process enhancement.
The officer will work closely with departmental staff to ensure records are handled according to established policies and statutory requirements while promoting accountability and transparency in public service delivery. Responsibilities include supervising registry operations, maintaining secure storage facilities, monitoring file movements, ensuring proper disposal and archiving procedures, and supporting compliance with government information management regulations. The position also requires providing technical guidance to junior registry personnel, promoting best practices in document management, and assisting departments in maintaining complete and accurate records.
This position demands a proactive professional capable of identifying opportunities for improving records management systems while maintaining high standards of accuracy and efficiency. The successful candidate should possess excellent communication skills, sound judgment, strong analytical abilities, and the capacity to manage multiple responsibilities within strict timelines. Applicants should demonstrate a commitment to ethical conduct, continuous professional development, teamwork, and excellent customer service. The County Government of Kericho is committed to providing an inclusive, professional, and performance-driven work environment where employees contribute meaningfully to quality public service delivery while advancing their professional careers.
Key Responsibilities
- Coordinate the receipt, registration, sorting, and distribution of official correspondence to designated action officers without unnecessary delays.
- Ensure all incoming and outgoing letters are accurately recorded using approved registry procedures.
- Maintain organized filing systems that allow efficient storage and quick retrieval of government records.
- Open new files following approved classification procedures whenever operational requirements arise.
- Regularly update file indexes to ensure records remain complete, accurate, and accessible.
- Supervise the movement of files between departments while maintaining comprehensive movement registers.
- Monitor file circulation to prevent loss, unauthorized access, or misplacement of official documents.
- Safeguard confidential information by implementing secure records handling procedures.
- Verify that sensitive government records are stored according to established security standards.
- Conduct routine inspections of registry operations to ensure compliance with public records management policies.
- Maintain both manual and electronic filing systems to improve operational efficiency.
- Identify inactive records suitable for archiving in accordance with approved retention schedules.
- Coordinate records transfer to archival storage facilities while maintaining proper documentation.
- Ensure obsolete records are disposed of using legally approved disposal procedures.
- Monitor registry cleanliness and maintain an orderly working environment conducive to efficient operations.
- Ensure filing cabinets, shelves, and storage facilities remain organized and properly labeled.
- Prepare periodic reports on registry activities, records movement, and file management performance.
- Assist departments in locating files and retrieving archived records when required.
- Provide guidance to registry staff on proper filing, indexing, and document handling procedures.
- Mentor junior officers and support continuous improvement within the records management section.
- Participate in reviews of records management policies and recommend practical improvements.
- Promote compliance with government information management legislation and institutional procedures.
- Support implementation of digital records management initiatives where applicable.
- Verify completeness of documentation before files are archived or transferred.
- Ensure registry equipment and storage resources are utilized responsibly.
- Coordinate file audits to identify missing, damaged, or duplicated records.
- Respond professionally to internal requests relating to document retrieval and records verification.
- Maintain accurate registers for confidential files and restricted documents.
- Collaborate with departmental administrators to improve records workflow efficiency.
- Perform any other lawful records management duties assigned in support of efficient public administration.
Qualifications & Requirements
- Applicants must possess a bachelor's degree in Records Management, Information Management, Library and Information Science, or another closely related discipline obtained from a recognized institution. Candidates should have demonstrated professional competence in records administration and possess a thorough understanding of records lifecycle management, document classification systems, file indexing, archival practices, and information security principles. Applicants must have excellent organizational abilities, strong attention to detail, sound analytical skills, and the ability to maintain strict confidentiality while handling sensitive government information. Strong communication and interpersonal skills are essential together with proficiency in computer applications including document management systems and Microsoft Office applications. Candidates should demonstrate integrity, accountability, professionalism, and the ability to work independently as well as collaboratively within multidisciplinary teams. Knowledge of public service regulations, records retention policies, and registry management procedures will be an added advantage. Applicants should be capable of supervising registry personnel, prioritizing workloads effectively, solving operational challenges, and maintaining high standards of customer service while supporting efficient government operations.
How to Apply
Interested and qualified candidates should submit their applications through the official recruitment process of the County Government of Kericho before the stated deadline. Applications should include a detailed curriculum vitae, certified copies of academic and professional certificates, national identification documents, and any other supporting documents specified in the recruitment notice. Only shortlisted candidates will be contacted for the next stage of the selection process. Late or incomplete applications may not be considered.
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