Records Management Officer II
Grade: DPP 11/JG ‘J’
Qualifications
Responsibilities
Qualifications
Responsibilities
Qualifications
Responsibilities
Grade: DPP 11/JG ‘J’
V/NO. 171/2018
3 Posts
Qualifications
For appointment to this grade, a
candidate must have:-
·
A Bachelors Degree in Information
Science/Records Management or 30 any relevant Social Sciences from a recognized
institution; and
·
A Certificate in Computer
Applications from a recognized institution.
OR
OR
·
Served in the grade of Records
management Officer III or in a comparable and relevant position in the Public
Service for a minimum period of two (2) years;
·
A Diploma in
Records/Information/library Science/Archives Management or equivalent
qualifications from a recognized institution;
·
A Certificate in Computer
Applications from a recognized institution; and
·
Demonstrated professional competence
and achievement of performance targets and results as reflected in the
performance appraisal.
Responsibilities
An Officer at this level will be
responsible to Records Management Officer I for assigned records management
function. Specifically, duties and responsibilities entail:-
·
Receiving and dispatching letters and
files in a timely manner and in line with the records management policies and
procedures, to ensure timely communication that enhances service delivery by ODPP;
·
Receiving, marking, and filing
letters that have been actioned by officers, to ensure the letters are securely
stored and easy to trace and retrieve when required;
·
Maintaining file movement registers
to ensure the files can be traced when required, and to enhance the security
and confidentiality of documents;
·
Maintaining security and safety of
records in the registry to minimise wear and tear of stored documents, and to
protect the ODPP information that can expose risks to ODPP if accessed by
unauthorised persons;
·
Maintaining proper records of
inventory to facilitate ease in retrieval of records when required;
·
Implementing the set quality
standards in records management to enhance efficiency and effectiveness in the
delivery of service; and
·
Supervising the Records Management
Officer III to ensure high motivation and performance, and to assist in the
development of the Officer in line with the needs of ODPP.
Information Communication Technology
Officer II
Grade: DPP 11/JG ‘J’
V/NO. 168/2018
4 Posts
Qualifications
For appointment to this grade a
candidate must have:
·
A Bachelors degree in computer
science, information communication technology, electronics engineering or any
other ICT related discipline with a base in information communication
technology from a recognized institution.
OR
OR
·
Served in the grade of Information
Communication Technology Officer III or in an equivalent and relevant position
in the Public Service for a minimum period of Two (2) years;
·
A Diploma in Computer
Science/Information Communication Technology; or its equivalent qualification
from a recognized institution; and
·
Demonstrated merit and ability as
reflected in performance and results.
Responsibilities
An Officer at this level will be
responsible to the Information Technology Officer I for assigned Information
Communication Technology function. Specifically duties and responsibilities
will entail;
·
Providing technical support to all
users in the organization, to ensure minimal disruptions to the operations of
ODPP in the delivery of public prosecutions;
·
Configuring and installing new
hardware devices, to ensure full utilization of the
organization resources, and to enhance efficiency in operations;
organization resources, and to enhance efficiency in operations;
·
Developing software applications
based on the analysis of the ODPP requirements, to enhance efficiency in the
delivery of service;
·
Training new users in the use of
hardware and software, to ensure the users are comfortable in the use of the
resources, and to reduce time wastage;
·
Participating in the provision of
specifications for new system acquisition, to support the procurement of
systems that meet the needs of ODPP, and provide feedback on the performance of
the system to ensure enhancements as appropriate;
·
Conducting system backup and data
restoration when systems fail, to ensure safety of information from loss and
corruption;
·
Troubleshooting faults in the
network, software, hardware, to ensure weaknesses are identified and
appropriate solutions developed and implemented, to enhance value for money for
ODPP; and
·
Managing the network, internet
configurations and device sharing, to ensure the user departments at ODPP are
connected at all times, in order to enhance efficiency in business operations
due to minimal disruptions to connectivity
Personal Secretary II
Grade: DPP 11/JG ‘J’
V/NO. 169/2018
9 posts
Qualifications
For appointment to this grade an
officer must have:-
·
Served in the grade of Personal
Secretary III, DPP 12 or in a comparable and relevant position in the Public or
Private sector for a minimum period of Two (2) years;
·
The following qualifications from the
Kenya National Examinations Council or equivalent qualifications from a
recognized institution:
1.
Typewriting III (minimum 50
w.p.m)/Computerized Document Processing III)
Shorthand III (100 w.p.m);
Secretarial Duties II;
Office Management III/Office Administration and Management III;
Business English III/Communications II;
Commerce II;
Shorthand III (100 w.p.m);
Secretarial Duties II;
Office Management III/Office Administration and Management III;
Business English III/Communications II;
Commerce II;
·
A Certificate in Computer
Applications from a recognized institution (Ms word, windows, Ms excel, Ms
Access and Internet);
·
Demonstrated merit and ability as
reflected in the work performance and results.
Responsibilities
This position is critical in
providing work surroundings that is conducive to office visitors, facilitating
work of the office one is assigned to, and giving professional support to
Secretarial Staff at lower levels in handling unprecedented office matters.
Specifically duties and responsibilities will entail;
·
Monitoring the usage of resources in
the office for proper utilization of resources to ensure cost effectiveness;
·
Ensuring smooth communication and
coordination of activities within the ODPP and with stakeholders to ensure a
strong positive image;
·
Supervising junior staff to ensure
smooth flow of work within the ODPP;
·
Safeguarding the image of the ODPP
through provision of high quality customer service;
·
Drafting letters as instructed to
ensure timely communication by the supervisor as required in the delivery of
service;
·
Dispatching letters and documents as
required in a timely manner, to support the operations of the division;
·
Preparing documents as requested to
ensure optimal time utilisation by the
ODPP staff in the delivery of service;
ODPP staff in the delivery of service;
·
Filing documents for the assigned
divisions to ensure the security, safety from tear, and accessibility of the
documents when required;
·
Binding documents as requested to
ensure the documents are easy to use and store, and enhance the image of ODPP;
·
Organizing meetings and availing
required documents as requested to ensure the meetings happen in a timely
manner and that they are fruitful;
·
Requisitioning of office stationery
to ensure the assigned divisions are supported in the delivery of service,
receive the stationery, and manage the storage to ensure proper utilisation of
ODPP resources;
·
Receiving calls to the assigned
divisions to ensure timely communication of information that is critical in the
delivery of service 35
·
Receiving and directing telephone and
fax messages for the office in a timely manner, to ensure the office is
equipped with the information necessary for the delivery of service;
·
Attending to visitors and clients in
line with the set protocol, to ensure the office presents a positive image of
ODPP;
·
Establishing and maintaining
effective communication strategies for the office to enhance the speed and
quality of information flow between the office and other ODPP offices;
·
Maintaining inventory of office
supplies to support cost management for the office;
·
Coordinating and arranging for
meetings, workshop and conferences to preparedness for the meetings;
·
Managing both incoming and outgoing
files and mail to ensure information is communicated in a timely manner, and to
track the movement of documents that is critical in the management of the
security of information;
·
Managing the delivery of files and
mail to the relevant staff in line with the ODPP policies and procedures, to
ensure the document movement is easy to track and to enhance information
confidentiality;
·
Managing the cleanliness of the
office to facilitate conducive working environment and to enhance the image of
ODPP;
·
Managing office machines for
functional and minimal disruptions to the operations of the office; and
Responding to routine correspondence.
Responding to routine correspondence.
How to Apply
Interested and qualified candidates
are invited to make their applications by completing ONE application form ODPP
1. http://www.odpp.go.ke/download/odpp-form-1-application-for-employment/
The candidates should attach COPIES
of the following documents to their application form:
·
National Identity Card
·
Academic and Professional Certificates
and Transcripts
·
Any supporting documents and
testimonials
·
Letter of appointment to their
current substantive post
·
Letter of appointment to their
previous post
·
Detailed Curriculum Vitae and
·
Clearance certificate from the
following bodies :-
1.
Law Society of Kenya for Lawyers
2.
Higher Education Loans Board
3.
Kenya Revenue Authority
4.
Criminal Investigation Department 40
5.
Ethics and Anti-Corruption Commission
6.
Any other Professional bodies to
which the candidate is a member
Only shortlisted candidates will be
contacted. Shortlisted candidates shall be required to produce ORIGINALS of
their National Identity Card, academic and professional certificates, original
transcripts and testimonials, letters of appointment to their current
substantive posts and previous post, detailed curriculum vitae and clearance
certificates during the interviews.