Assistant Director, Records At Vihiga County Government

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