Kenya Medical Supplies Authority (KEMSA) is a state corporation under the Ministry of Health established under the KEMSA Act 2013 whose mandate is: Procure, warehouse and distribute drugs and medical supplies for prescribed public health programs, the national strategic stock reserve, prescribed essential health packages and national referral hospitals Establish a network of storage, packaging and distribution facilities for the provision of drugs and medical supplies to health institutions.

(REF. KEMSA/HRA/RMO/HR/11/2024)

PURPOSE STATEMENT

The Records Management Officer will manage the organization’s records in line with the requisite legal provisions, KEMSA requirements and the internationally recognized Records Management best practices as envisioned by the ISO:15489. The position holder will be in the Administration Department but shall be deployed in an appropriate area to support the records management function.

PRINCIPAL ACCOUNTABILITIES

The jobholder will have the following principal accountabilities:

• Ensuring complete and accurate records that demonstrate integrity and authenticity for purposes of supporting business and admissibility during audits.
• Assisting the organization by ensuring efficient contract administration between KEMSA and suppliers through sound records management and bring-ups.
• Ensuring safe custody of KEMSA records thus ensuring compliance security and reliability of records and information therein at all times.
• Digitization of records and establishing a functional Electronic Records Management System (ERMS).
• Conducting records inventory, retrieval and dissemination of information to action officers on a need-to-know basis
• Ensuring that the Records Management functionality adheres to KEMSA’s Records Management Policies, standards and is in accordance with all legal requirements as well as the international best practices.
• Assisting in the administrative duties of the Operations Directorate by conducting follow-ups on supplier queries complaints
• Managing all records for the downstream supply chain functions.
• Conduct risk analysis, advise on key elements and mitigation measures within the function.

QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE

The requisite qualifications for this position will be as follows:

• Bachelor’s Degree in Information Sciences, Archives or Records Management or related qualifications from a recognized institution.
• Three (3) years’ experience in a busy records management function in public or private sector.
• Have professional qualifications from the Kenya Library Association or any other recognized professional body.
• Excellent ICT skills to enable automation and sharing of information in a collaborative environment.