Records Officer (Consultant)

ABOUT THE COMPANY

The Pan African University Institute for Basic Sciences, technology and Innovation (PAUSTI) prides itself as a postgraduate hub of research and innovation featuring a highly diverse faculty, and students drawn from whole of Africa.
PAUSTI which is hosted at Jomo Kenyatta University of Agriculture and Technology in Nairobi, Kenya, opened its doors to the pioneer students in November 2012. The inaugural cohort graduated in record time in November 2014.
The Institute is mandated to produce leaders and innovators in the fields of Mathematics, Molecular Biology and Biotechnology; Civil Engineering; Mechanical Engineering; Mechatronic Engineering and Electrical Engineering.

JOB SUMMARY

Educational Qualifications- The successful candidate shall hold at minimum a Bachelor’s degree in RecordsManagement, Information and Communication Technology (ICT), or a relatedfield.- A minimum of two (2) years of continuous experience in providing recordsmanagement, administrative, or program management support within a public orprivate university or higher education institution is required.General Professional Experience- Demonstrated experience in a records management and administrative environment isdesirable.- At least two (2) years of relevant work experience in records management,administrative services, or related areas is required; internships may be considered asrelevant experience.- Familiarity with institutional mandates, records management procedures, anddocumentation practices within AU–PAUSTI will be considered an added advantage.- Good understanding of records and documentation processes, challenges, and lessonslearned within both national and continental contexts

RESPONSIBILITIES

Under the direct supervision of the Registrar, the Records Management Officer (Consultant)will be responsible for the following tasks to support the objectives of (PAUSTI):Records Handling and Correspondenceo Manage the receipt, registration, and internal circulationof official mail anddocuments.o Ensure timely dispatch and proper tracking of outgoingcorrespondence.Secretariat Supporto Provide secretariat services to meetings, includingpreparation of agendas,documentation, and minutes.o Maintain accurate records of decisions and follow-upactions.Records Maintenance and Confidentialityo Establish, maintain, and safeguard confidential officialand student records.o Open, update, and close files in accordance withinstitutional policies andretention schedules.Information Retrieval and Accesso Promptly retrieve and provide required records andinformation to authorizedstaff and stakeholders.o Ensure accessibility of records while maintainingconfidentiality andcompliance with AU standards.Student Records Administrationo Coordinate student-related matters such as academic leaverequests, issuanceof introduction letters, and related documentation.o Manage the issuance of result slips and transcripts inline with PAUSTIprocedures.Records Management Systemso Administer and update the internal records managementsystem, ensuringaccuracy and completeness of entries.o Support the transition to electronic document and recordsmanagement systems(EDRMS).Document Processingo Process documents by performing necessary computations,verifications, andentries.o Ensure proper classification and indexing of records forease of reference.Reporting and Complianceo Prepare and submit periodic reports on records managementactivities,highlighting achievements, challenges, and recommendations.o Monitor compliance with AU and PAUSTI records managementpolicies andstandards.

REQUIRED SKILLS

Office administration, management, Compliance, Documentation and record keeping, Operating systems, Database administration, Document and archive management, Non-profit management (NGO, other)

REQUIRED EDUCATION

Bachelor's degree