Assistant Manager Records at

1 week ago

Nairobi, Nairobi Area, Kenya Insurance Regulatory Authority (IRA) Full time
To be the leading insurance industry regulator

Mission:
To effectively regulate, supervise, develop the insurance industry and protect insurance beneficiaries.

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.

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