REF-KFS/RMA/2019
This is the entry and induction grade into the Records Management Officers cadre. Staff at this level will be deployed at the Headquarters and field stations in any of the following units/sections: Accounts, Supply Chain Management /Human Resource Management & General Registries; and General and Office Administrative Services
The officers will be required to carry out clerical duties under the supervision and guidance of a senior officer.
Responsibilities
- Carrying out transactions related to accounts, maintenance of cash book, revenue collection, filing receipts and safe custody of accountable documents;
- Prepare initial documents for issuance of stores;
- Maintain updated inventory and supply chain management records,
- Cleanliness of the stores and orderly arrangement of inventory,
- Receiving filing and dispatching of correspondences, files opening, classification, indexing & shelving of the files,
- Accessing files and conveying to users, tracking movement of files and withdrawals,
- Replacement of obsolete files and maintaining electronic systems of managing records;
- Record and confirm appointments, record visitors personal details,
- Sort officials and invited guest name tags, keep custody of visitors identification documents,
- Receive direct and guide visitors to designated areas and offices, issue visitors passes and badges,
- Taking oral dictations, word and data processing from manuscripts, operating office equipment,
- Ensuring security of office equipment; documents and records,
- Attending to visitors/clients, handling telephone calls and appointments;
Qualifications
- Certificate in Kenya Accounts Technician Certificate II (KATC) or Diploma in Accounting/Finance from KASNEB or equivalent
- Certificate in computer applications proficiency
OR
- Certificate in Supply Chain Management from KISM or equivalent from recognized institution
- Certificate in computer applications proficiency
OR
- Certificate in Records Management/Archives Administration/Human Resource/ Front Office or equivalent from recognized institution
- Certificate in computer applications proficiency
OR
- Business Education Single and Group Certificates (BES & GC) from the Kenya National Examinations Council in the following subjects:-
- Typewriting II (minimum 40 w.p.m)/Computerised Document Processing II;
- Business English I/Communications I
- Office Practice I;
- Commerce I
OR
- Craft Certificate in Secretarial Studies from the Kenya National Examinations Council; and
- Certificate in computer applications skills from a recognized institution.
Statutory requirements for the positions;
Be a person of high integrity who meets the requirements of Chapter (6) six of the Constitution specifically;
- Have a valid certificate of good conduct.
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