Records Management Officer II

Social Health Authority (SHA) is seeking a qualified and organized Records Management Officer II to join its dynamic records and information management team. This position offers a permanent and pensionable appointment within the public service, ideal for professionals passionate about modern information governance, digital record-keeping, and compliance with public sector data standards in Kenya.

Key Job Information

• Position: Records Management Officer II
• Location: Kenya
• Employment Type: Permanent and Pensionable
• Experience Level: Entry-level / Professional Grade SHA 8
• Number of Positions: 1
• Application Deadline: November 18, 2025, 6:00 p.m.

About SHA

SHA is a leading public sector organization dedicated to promoting service excellence and accountability across Kenya’s administrative and operational framework. The institution plays a crucial role in ensuring data integrity, records transparency, and the digitization of public records in line with national transformation strategies. SHA is committed to fostering a culture of professionalism, inclusivity, and innovation in all departments, making it an excellent place for ambitious individuals to grow their careers in public service.

Working at SHA offers a chance to contribute to the modernization of Kenya’s information infrastructure while enjoying a supportive work environment that values career growth, continuous training, and employee well-being. As part of its modernization agenda, SHA is actively integrating digital platforms such as the Integrated Public Records and Information Management System (IPRIMS) to streamline records operations and enhance public service delivery.

Job Description

The Records Management Officer II will be responsible for managing, organizing, and securing institutional records and information resources. The role ensures that all records are accurately stored, properly indexed, and easily retrievable in compliance with institutional and national standards. This position also supports the transition to digital records systems through scanning, indexing, and updating records within the IPRIMS framework.

The successful candidate will play a pivotal role in safeguarding data integrity, supporting internal audits, and contributing to efficient information access across departments. This position provides an opportunity to gain practical experience in public sector information management while contributing to the digital transformation of Kenya’s administrative records systems.

Key Responsibilities

• Receive, sort, open, date-stamp, and record incoming correspondence and documents.
• Capture and distribute mail and records to relevant departments promptly.
• Retrieve and file documents accurately to maintain a systematic filing structure.
• Ensure security, confidentiality, and proper handling of all records and correspondence.
• Manage file movements and maintain up-to-date tracking registers for easy retrieval.
• Scan and upload records into the Integrated Public Records and Information Management System (IPRIMS).
• Maintain clean and well-organized storage areas and records rooms.
• Label and index storage facilities and ensure proper shelving and storage of files.
• Conduct periodic file census and record inventory checks to ensure completeness and accuracy.
• Cross-reference and update records regularly to reflect current data and file status.
• Dispatch mail, maintain distribution logs, and monitor pending correspondence for timely action.
• Ensure compliance with institutional record management policies and government regulations.

Required Qualifications

• 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 an equivalent qualification from a recognized institution.
• Proficiency in computer applications relevant to records and data management.
• Strong organizational, analytical, and documentation skills.
• High attention to detail and ability to maintain confidentiality with sensitive records.

Preferred Qualifications

• Hands-on experience with electronic records systems such as IPRIMS or other enterprise document management tools.
• Familiarity with Kenya’s public service record-keeping policies and data protection regulations.
• Excellent communication skills and ability to collaborate with multidisciplinary teams.
• Strong time management and multitasking abilities in a fast-paced administrative setting.

Benefits and Compensation

This position is offered on a Permanent and Pensionable basis, reflecting the government’s commitment to long-term employee welfare and stability. The successful candidate will enjoy a competitive remuneration package aligned with the public sector salary structure, including medical cover, paid leave, and pension benefits. SHA also supports professional development through continuous training in records digitization, data governance, and document management systems.

Career Growth Opportunities

Joining SHA as a Records Management Officer II opens pathways to professional advancement within the public service framework. As part of SHA’s structured career development program, officers can progress through higher grades in records management, administrative leadership, or information governance. Opportunities for advanced training, mentorship, and exposure to digital transformation projects are also available, making this an ideal role for individuals seeking long-term growth in the records and information management sector.

How to Apply

Interested candidates should apply using the Apply Now button below before the stated deadline. Applications must include copies of academic and professional certificates, a detailed CV, and any other relevant documents supporting your qualifications. Ensure your application clearly indicates the job reference number SHA/235/2025.

Only shortlisted applicants will be contacted. SHA is an equal opportunity employer committed to diversity, inclusion, and merit-based recruitment. Candidates from all backgrounds are encouraged to apply.