Records Management Officer

RECORDS MANAGEMENT OFFICER II | SHA/235/2025

Job Term: Permanent and Pensionable

Position Level: SHA 8

Number of positions: 1

Qualifications, Skills and Experience Required:

For appointment to this grade, a candidate must have:-

1. Bachelor’s Degree in any of the following disciplines: Information Science and Records Management, Records and Information Management, Library and Information Sciences, Business Information Technology, Information Studies, or equivalent qualifications from a recognized institution; and
2. Proficiency in computer applications.

Responsibilities:

You will be responsible for the storage and maintenance of files, managing file movement, updating records, and ensuring the safe custody and security of all documents.

Duties and responsibilities at this level will entail performing and assisting in the following functions:

• Receiving, sorting, opening, date stamping, recording, capturing, distributing, retrieving, filling, folioing, shelving, minuting of mail;
• Ensuring proper handling of documents, pending correspondence and bring-up;
• Ensuring security of files and documents;
• Ensuring storage of files and records.
• Scanning and uploading records onto Integrated Public Records and Information Management System (IPRIMS);
• Ensuring that letters are appropriately filed and marked to action officers;
• Maintaining files and records;
• Managing file movement;
• Dispatching mail including maintenance of related registers;
• Undertaking periodic file census;
• Maintaining cleanliness;
• Undertaking cross referencing;
• Updating and maintenance of records;
• Labelling storage facilities and locations;
• Undertaking regular inventory of records; and
• Ensuring safe and conducive working environment.