Principal Records Management Officer Job at The Public Procurement Regulatory Authority (PPRA)

JOB DESCRIPTION FOR THE POSITION OF PRINCIPAL
RECORDS MANAGEMENT OFFICER--(ONE POST)-REF PPRA
/PRMO- /4/2025
Job Title Principal Records Management Officer
Grade PPRA 4
Gross Salary Scale As per PPRA Salary Structure
Leave allowance As existing in the PPRA
Annual Leave: 30 working days per financial year
Medical Cover As existing in the PPRA Terms of
Service
Pension A contributory pension scheme in
which the employer and the employee
contribute 20% and 10%.
Post Retirement Medical
Cover
As existing in the PPRA Terms of
Service
Mortgage and Car Loan As existing in the PPRA Terms of
Service
Terms of Service: Permanent and Pensionable subject to
performance and retirement age
Location / Work Station Headquarters (Nairobi) & or in a
Regional Office

Reporting Relationships
Reports to Deputy Director, Human Resource &
Administration
Direct Reports
1) Senior Records Management Officer
2) Records Management Officer
3) Senior Records Management
Assistant
4) Records Management Assistant
Indirect Reports N/A

Job Purpose
The job is responsible for the management of the Authority’s records
and knowledge management program throughout the records and
knowledge resources life cycle to facilitate business and decision-
making processes. This involves designing and implementing
knowledge management systems, strategies and policies for
organizational improvement and sustained learning.

Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
1) Initiate the development and implementation of records and
knowledge management policy, procedures and guidelines;
2) Plan and implement records management disaster preparedness
strategies;
3) Consolidate and submit monthly, quarterly and annual records
and knowledge management division’s reports;
4) Mentor and coach records and knowledge management staff;
5) Implement Performance Management System in the records and
knowledge management division;
6) Develop and implement strategies to mitigate risks in records and
knowledge management;
7) Initiate and develop information security management strategies
to safeguard records and knowledge management resources;
8) Develop and maintain knowledge management systems, policies,
frameworks and mechanisms for effective knowledge transfer and
organizational learning;
9) Implement and enforce knowledge management systems policies,
frameworks and mechanisms for effective knowledge transfer;
10) Secure and maintain knowledge management systems,
policies, frameworks and mechanisms for effective knowledge
transfer and organisational learning; and
11) Implement and enforce knowledge management systems
policies, frameworks and mechanisms for effective knowledge
transfer.

II. Operational Responsibilities / Tasks
1) Interpret records and knowledge management policy, procedures
and guidelines;
2) Plan for appropriate registries and record and knowledge
management centres in the Authority;
3) Develop and implement records and knowledge management
classification schemes;
4) Develop and implement strategies for mail management;
5) Develop and implement records and knowledge management
resource retention and disposition schedules in line with the
Public Archives Documentation Service Act, Cap 19 and other
regulations;
6) Plan for appraisal and disposition of records and knowledge
management in compliance with the Public Archives and
Documentation Service Act, Cap 19, among others;
7) Advise on the appropriate records management systems for both
manual and electronic records and knowledge management
resources;
8) Manage both manual and electronic records and knowledge
management systems;
9) Advise management on issues pertaining to improvement of
records and knowledge management practices to keep abreast
with emerging industry trends; and
10) Monitoring knowledge management and transfer systems.

Job Dimensions:
I. Financial Responsibility
1) Oversee implementation of record and knowledge
management budget;
2) Provide input into the process of budgeting
II. Responsibility for Physical Assets
1) Authority’s records
2) Records storage facilities
3) Computers/office equipment
4) Office furniture
5) Scanners
6) Franking machine
7) Shredding machine
III. Decision Making / Job Influence
1) Managerial Decisions
2) Operational Decisions
3) Analytical Decisions
4) Financial Decisions
IV. Working Conditions
1. The job holder will operate in an office setting with numerous
visits to regional offices.
2. Maintaining sensitive records.
3. Minor accidents possible, such as cuts, bruises and strains
4. Exposure to machines, fasteners cuts, dusty files and pins.

Job Competencies (Knowledge, Experience and Attributes /
Skills).
Academic qualifications
1) Bachelor’s Degree in any of the following disciplines: Information
Science; Records Management and Information Technology;
Archives and Records Management or equivalent qualification
from a recognized institution.
2) Master’s Degree in Information Science; Records Management
and Information Technology; Archives and Records Management
or equivalent qualification from a recognized institution.
Professional Qualifications / Membership to professional bodies
1) Management Course lasting not less than four (4) weeks or its
equivalent;
2) Professional qualification and membership to a professional body
where applicable
Previous relevant work experience required.
A minimum period of eight (8) years relevant work experience, three
(3) years of which must have been in a supervisory role;

Functional Skills, Behavioural Competencies/Attributes:
1) Computer skills
2) Communication Skills
3) Reporting skills
4) Problem Solving skills
5) Supervisory Skills
6) Mentorship and Coaching skills
7) Risk Management skills
8) Knowledge Management skills
9) Leadership Skills