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Records Assistant

Job Title        :  Records Assistant

Role Definition:

The Records Assistant will be responsible for the management of information / records and implementation of UNRA policy and guidelines that relate to records management.

Key Result Areas:

  1. Develop and implement records management policies and classification systems in line with the approved guidelines
  2. Index, classify, manage and ensure safe custody of records and documents
  3. Oversee mail management and internal distribution of mails
  4. Implement, review and update the electronic management system for easy access and retrieval of information
  5. Offer technical support to directorates, departments and sections on matters related to management of records they keep within their offices.
  6. Design an appropriate records tracking system within the organization
  7. Work closely with the ICT department to advance the computerization/automation of records management in the organization
  8. Provide expertise and guidance to records users at all levels and Cooperate with them on the records they create, and satisfy all enquiries from them
  9. Establish and manage the archives and ensure that permanent, and historically valuable records are appropriately accessed
  10. File, archive correspondences and documents in accordance with the prescribed Authority standards;
  11. Maintain and supervise registry, record centers and all records related activities at UNRA HQ and all upcountry offices according to the established standards;
  12. Ensure that appropriate controls are in place to prevent unauthorised access to information. In collaboration with the UNRA cybersecurity team, monitors emerging threats, and advises relevant stakeholders on the appropriate courses of action.
  13. Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards;
  14. Perform any other duties as may be assigned by the supervisor from time to time.


Required Education Qualifications:

  1. A Diploma in Library and information Science, Records and Archives Management and Information Technology from a recognized University;
  2. Knowledge of electronic records and information management systems is a must;
  3. Knowledge of information management, archival, record keeping and records disposition.
  4. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description.
  5. Demonstrate professional competence and mastery of subject matter;
  6. Computer literacy is a must.

Experience and Knowledge:

  1. A minimum of three (3) years’ experience in information/records and knowledge management in a large organization;
  2. Understands, keeps current with and applies preservation techniques and strategies for records in all media
  3. Relevant Knowledge and experience in information management systems.
  4. Knowledge and application of the laws that apply to records and information management.



  1. High level of integrity and honesty;
  2. Proven track record of outstanding performance;
  3. Ability to work as part of a team;
  4. Excellent in records management and communication skills;
  5. Excellent interpersonal, particularly staff and client/management relations;
  6. Ability to deliver accurate results in a timely manner and in an environment with multiple and challenging tasks.

Work Locations




Job Posting :  Jun 1, 2022, 9:58:52 AM

Expiry Date : Jun 15, 2022, 10:59:00 PM

How to apply


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