Records Management Assistant

The National Environment Management Authority (NEMA) is hiring two Records Management Assistants through external recruitment. These NEMA careers offer information management professionals the opportunity to organize, secure, and maintain critical environmental documentation within Kenya’s leading regulatory agency. Successful candidates will ensure systematic management of official records, supporting efficient operations, regulatory compliance, and transparent access to environmental information. These positions represent essential support roles within the public service framework, contributing to effective information governance for environmental protection.

Key Job Information

• Position: Records Management Assistant (2 Positions Open)
• Organization: National Environment Management Authority (NEMA)
• Location: NEMA Headquarters/Regional Offices, Kenya
• Employment Type: Full-time Government Position
• Experience Level: Entry-Level / Graduate
• Reports to: Records Management Officer / Registry Supervisor
• Application Deadline: 05 January, 2026

Information Governance in Environmental Management

These Records Management Assistant positions at NEMA involve critical document control functions that support environmental regulation, compliance monitoring, and administrative operations. This vacancy represents an opportunity to apply information management principles to environmental governance, ensuring systematic organization and security of official records related to environmental impact assessments, licenses, enforcement actions, and regulatory correspondence. Proper records management directly enhances NEMA’s operational efficiency and regulatory transparency.

About National Environment Management Authority (NEMA)

The National Environment Management Authority (NEMA) serves as Kenya’s principal environmental regulator, overseeing implementation of environmental laws and promoting sustainable development practices. NEMA careers offer professionals across disciplines structured employment within the public service sector with meaningful contribution to national environmental goals. As a government agency, NEMA maintains extensive documentation related to environmental compliance, monitoring, licensing, and enforcement activities, making effective records management essential to its operational mandate.

Working at this environmental agency means contributing to organized information systems that support environmental decision-making, public access to information, and regulatory accountability. NEMA positions in records management provide exposure to diverse environmental documentation while developing professional skills in information governance within a regulatory context. These roles support transparency and efficiency in environmental administration across Kenya.

Job Description for Records Management Assistant Position

This Records Management Assistant position at the National Environment Management Authority involves comprehensive document control, filing, and registry management functions supporting environmental administration. The role requires systematic organization of official correspondence, environmental reports, compliance documents, and regulatory files to ensure efficient retrieval, proper security, and organized maintenance of NEMA’s institutional memory. This vacancy offers foundational experience in public sector records management with specific application to environmental governance and regulatory processes.

Key Responsibilities

• Document Routing and Filing: Ensuring that letters and official correspondence are appropriately filed and marked to action officers, maintaining efficient document flow between departments and external stakeholders.
• File Control and Management: Controlling and opening of files according to established classification systems and updating file index to maintain accurate, accessible records of environmental documentation.
• Information Security: Ensuring security of information/files in the registry through proper storage, access controls, and handling procedures that protect sensitive environmental and regulatory documents.
• Movement Tracking: Updating and maintaining up-to-date file movement records to track document location, loan status, and usage patterns for environmental compliance files and administrative records.
• Registry Maintenance: Ascertaining the general cleanliness and organization of the registry, implementing proper storage solutions, and maintaining orderly document arrangement for efficient retrieval.
• Classification Systems Application: Implementing established records classification schemes for environmental documents, ensuring consistent filing practices across different types of regulatory and administrative records.
• Retrieval Services: Providing efficient document retrieval services for NEMA staff, supporting environmental compliance reviews, regulatory decisions, and response to information requests.
• Records Inventory: Assisting in periodic records inventory and audit processes to ensure complete documentation of environmental regulatory activities and administrative operations.

Required Qualifications

Candidates applying for these Records Management Assistant positions at NEMA must meet these essential academic and technical requirements.

• Specialized Diploma: Diploma or Higher Diploma in any of the following fields: Records Management, Information Management, Library Science, or equivalent qualification from a recognized institution.
• Alternative Qualification: Equivalent qualification from a recognized institution in a relevant information management discipline may also be considered.
• Technical Proficiency: Demonstrated proficiency in computer applications relevant to records management, including database software, document management systems, and standard office applications.

Preferred Qualifications and Competencies

While this is an entry-level position within NEMA’s external recruitment, additional skills enhance applications for these information management roles.

• Records Management Systems: Familiarity with electronic document management systems, digital archiving software, or specialized records management applications.
• Environmental Documentation Knowledge: Understanding of or interest in environmental regulatory processes and the types of documentation generated in environmental compliance and monitoring activities.
• Classification Skills: Knowledge of standard filing systems, metadata principles, or records classification schemes applicable to government documentation.
• Attention to Detail: Demonstrated capacity for meticulous work in document organization, labeling, and tracking with high accuracy standards.
• Organizational Ability: Strong systematic approach to physical and digital document organization, space management, and workflow coordination.

General Qualifications and Professional Attributes

Successful candidates for NEMA employment in these records roles should demonstrate these core characteristics.

• Systematic Thinking: Methodical approach to organizing information, creating order from diverse document types, and implementing consistent procedures.
• Confidentiality: Understanding of and commitment to maintaining confidentiality of sensitive environmental and regulatory information.
• Service Orientation: Responsive approach to supporting staff document needs while maintaining proper records management protocols.
• Adaptability: Willingness to work with both traditional paper-based systems and emerging digital records management approaches.
• Integrity: Ethical approach to handling official documents, with understanding of the importance of records accuracy and security in regulatory processes.

Benefits and Compensation for NEMA Positions

Employment at the National Environment Management Authority includes competitive benefits consistent with public service employment standards for support staff.

• Structured Compensation: Competitive government-scale salary with regular increments based on NEMA’s established salary structure for administrative and records management positions.
• Comprehensive Benefits Package: Full statutory benefits including National Social Security Fund (NSSF), National Hospital Insurance Fund (NHIF), and pension scheme participation.
• Professional Development: Opportunities for further training in records management best practices, electronic document management systems, archival principles, and environmental information governance.
• Career Progression: Clear pathway for advancement within NEMA’s administrative services division, with potential progression to records officer and information management specialist roles.
• Skill Development: Hands-on experience with records management in a regulatory environment, building transferable skills in information organization, document control, and registry operations.
• Work Environment: Structured setting within a respected national institution that values systematic information management as foundational to regulatory effectiveness.

Required Attachments for Application

Complete applications for these Records Management Assistant jobs at NEMA must include the following documentation.

1. Academic Certificates: Certified copies of Diploma or Higher Diploma certificate and transcripts in Records Management, Information Management, Library Science, or equivalent qualification from a recognized institution.
2. Cover Letter: Detailed letter expressing interest in NEMA employment and explaining qualifications for the Records Management Assistant position, including understanding of records management principles and interest in environmental administration.
3. Curriculum Vitae: Comprehensive CV highlighting educational background, technical proficiencies, organizational skills, and any relevant experience with document management or administrative systems.
4. Identification Card: Clear copy of Kenyan National Identity Card, passport, or other government-issued identification document.

How to Apply for Records Management Assistant Jobs at NEMA

Interested candidates seeking these information management employment opportunities at NEMA should prepare complete application packages with all required attachments listed above. Applications must be submitted through the official NEMA recruitment channel specified in the advertisement before the deadline of 05 January, 2026. Applications should be clearly marked “Application for Records Management Assistant Position – NEMA External Recruitment.” Only shortlisted candidates will be contacted for further assessment, which may include practical evaluations of organizational and systematic thinking skills. Interested candidates should apply using the Apply Now button below.

These Records Management Assistant positions at the National Environment Management Authority represent excellent entry points to NEMA careers for information management professionals. The vacancy offers the opportunity to develop specialized records management skills within the context of environmental regulation and public administration. Diploma and Higher Diploma holders with qualifications in relevant information management fields are encouraged to apply for these essential support roles within Kenya’s premier environmental agency before the application deadline.