Deputy Director, Records Management Job in Kenya at KEMSA

Why This Role Matters

This Deputy Director, Records Management role allows professionals to develop key skills in Healthcare & Medical. The position offers career growth opportunities while supporting the company's mission and values.

Responsibilities for Deputy Director, Records Management in Kenya

• Deputy Director, Records Management, will play a strategic and operational role in ensuring the Authority’s records and information are effectively managed in line with statutory, regulatory, and organizational standards. This includes developing, implementing, and monitoring comprehensive records management policies, strategies, work plans, guidelines, procedures, norms, and standards to ensure consistent compliance across the organization. These frameworks will provide clear guidance for all staff on proper record-keeping, information classification, storage, retrieval, and disposal, thereby supporting operational efficiency and accountability.
• The role entails managing the Authority’s Registry and Resource Centre, ensuring that records are systematically organized, secure, and readily accessible to authorized personnel. This includes overseeing the acquisition, cataloguing, and preservation of documents and other information resources, ensuring that they effectively support decision-making, training, research, and institutional capacity-building initiatives. The Deputy Director will regularly design, implement, and review records management systems to foster efficient knowledge sharing, seamless information flow, and the timely retrieval of critical organizational data.
• A key responsibility is the development and enforcement of a Data Protection Policy in accordance with national legislation. The Deputy Director will liaise with the office of the Data Protection Commissioner to ensure that personal and sensitive information is handled securely and legally. They will also ensure that all records are classified, indexed, and stored according to prescribed guidelines, maintaining high standards of accuracy, traceability, and accessibility.
• The Deputy Director will coordinate the transfer of inactive records to the Kenya National Archives (KNADS) for semi-active storage or authorized disposal, ensuring compliance with the Records and Information Act. They will continuously identify and implement improvements in document and records management processes to enhance operational efficiency and reduce organizational risks. Ensuring confidentiality and integrity of records is paramount, in line with the Government Official Secrets Act, and the Deputy Director will implement robust quality control measures to maintain accuracy, completeness, and compliance with best practices.
• In addition, the Deputy Director will maintain a Risk Management Register specific to records management, proposing mitigation strategies and monitoring initiatives to address potential risks. They will develop and execute business continuity plans to safeguard critical information during emergencies, including natural disasters, technical failures, or other operational disruptions.
• The Deputy Director will lead Business Process Re-engineering (BPR) initiatives to optimize records and information workflows, promoting efficiency and reducing redundancies. They will actively facilitate stakeholder engagement, encouraging collaboration across departments and fostering a corporate culture that prioritizes ethical practices, transparency, and good corporate citizenship. Finally, the Deputy Director will provide leadership, mentorship, and guidance to records management staff, supporting professional development, performance improvement, and succession planning within the department.

Qualifications for Deputy Director, Records Management in Kenya

• degree

How to Apply for Deputy Director, Records Management in Kenya

Applications should be submitted to the Chief Executive Officer, Kenya Medical Supplies Authority, P.O BOX 47715-00100, Nairobi-Attn: Director, Corporate Services. Only shortlisted candidates will be contacted for interviews. Skills Required: Records management, information governance, data protection, archival management, business process re-engineering, leadership, computer literacy, compliance management, risk management, stakeholder engagement.