Job Purpose
The position is responsible for developing, planning, and implementing
effective records management and ensuring the appropriate management of the
Authority’s records from document creation, updating file index, ensuring the
security of information/files in the registry, updating and maintaining
up-to-date file movement records, through to their disposal.
Job Specifications
Duties and responsibilities will entail:
Managerial / Supervisory Responsibilities
Prepare and implement records management policies,
strategies, and procedures for effective service delivery;
Oversee the management of electronic and/or
paper-based information;
Design and develop filing systems that will ensure
appropriate access to information while ensuring compliance with relevant
legislation and regulations;
Ensure that financial, legal, or administrative requirements and regulations are complied with;
Ensure that data is protected, classifying and
indexing reports, destroying or archiving finished data/records;
Ensure that records are easily accessible when
needed;
Supervise the Authority’s Records Management Office,
filing systems, facilities, equipment, and tools;
Prepare and implement the Section’s annual budgets,
annual work plans, procurement, and disposal plan in compliance with applicable
laws and regulations;
Implement Quality Management System, risk management,
and knowledge management in the Section;
Provide mentorship and coaching to staff within the
Records Management Section.
Operational Responsibilities / Tasks
Coordinate the implementation of developed policies,
processes, and procedures within the department;
Coordinate and monitor the performance of the Records
Management section to ensure that activities are in line with the overall
strategy of the organization;
Coordinate the performance appraisal of staff within
the Records Management Section to ensure the attainment of the Authority’s
deliverables;
Monitor budget implementation within the department
and advise on expenditure;
Coordinate the activities of the Authority’s
registries and ensure the safe custody of all records;
Participate in the preparation and implementation of
the departmental budget;
Set performance targets and undertake performance
appraisal for direct reports;
Prepare monthly, quarterly, and annual reports for
the department;
Ensure proper management of records, disposal, and
destruction procedures as provided by government policies and procedures;
Coordinate the provision of outsourced services under
records management, such as mail delivery systems;
Manage the Authority’s correspondences, including
receiving, identifying, classifying, indexing, arranging, distributing, and
storing records;
Guide all staff in the management of their records
and use of the Authority’s records management system;
Ensure the registry is cleaned and fumigated
regularly to eliminate dust and pests that can destroy files and records;
Provide timely responses to internal and/or external
information inquiries;
Manage the delivery and distribution of mail to all
stakeholders;
Ensure proper management of archived and closed
files, disposal, and destruction procedures as provided by government policy
and procedures;
Maintain, review, and document records systems;
Maintain records safety and access control measures;
Supervise the digitization of the Authority’s
records;
Maintain file records using the file index and file
movement register.
Person Specification
Master’s degree in Information Science Management,
Records Management, or any of the Social Sciences plus a Certificate in Records
Management/Information Management or other relevant and equivalent
qualifications from a recognized Institution;
Bachelor’s degree in any of the following
disciplines: Information Science Management, Records Management, or any of the
Social Sciences plus a Certificate in Records Management/Information Management
or other relevant and equivalent qualifications from a recognized Institution;
At least six (6) years of relevant work experience;
Management Course lasting not less than four (4)
weeks;
Meet the requirements of Chapter 6 of the
Constitution.
Competencies and Skills
Strong negotiation skills;
Strong communication and presentation skills;
Good mentorship and coaching skills;
Leadership and supervision skills.
How To Apply
Terms of Offer:
The Authority offers an attractive remuneration
package commensurate with the duties and responsibilities of each position.
Successful candidates for positions in Job Grade IRA
4 to IRA 10 shall be appointed on Permanent and Pensionable terms of service.
Application:
Interested applicants MUST adhere to
the application instructions provided below:
The applicants MUST submit their
biodata online by filling in the form provided in the link below: https://forms.office.com/r/L8fWqDZ1r1
In addition, the applicants MUST send
their hard copy applications enclosing their Curriculum Vitae and copies of
relevant academic and professional certificates and copy of National
Identification Card. The applicant MUST also include telephone
number, e-mail address and names and addresses of three (3) referees familiar
with the applicant’s professional background and experience.
Hard Copy Applications addressed to the undersigned,
to be sent by post or delivered to the Insurance Regulatory Authority at Zep Re
Place, 2nd Floor, Longonot Road, Upper Hill. Please note that these should be
sealed, marked “Confidential” and indicate the job reference (e.g. “REF: MF/05”
for Manager Finance).
Commissioner of Insurance & Chief Executive
Officer
Insurance Regulatory Authority
Zep-Re Place
P.O Box 43505-00100
Nairobi
Applications must be received by close of business
at 5pm on Friday 28th June 2024.
Compliance Requirement:
In accordance with The Employment (Amendment) Act,
2022, the Authority will require candidates it wishes to enter into a written
contract of service with to comply with Chapter Six of the Constitution by
submitting mandatory compliance and clearance certificates from the relevant
entities.
Important:
IRA is an Equal Opportunity Employer
Canvasing in any manner shall lead to automatic
disqualification.
