Registry Clerk at Kitale National Polytechnic in Kitale, Trans Nzoia, Kenya

    Kitale National Polytechnic logo

    Registry Clerk

    Kitale National PolytechnicKitale, Trans Nzoia, Kenya

    Posted

    2 days ago

    Apply by

    11 Sept

    Full Time
    On Site
    Entry
    Education & Training
    Admin & Office

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    Job Description

    The Registry Clerk will manage the institution's records and information systems, ensuring proper classification, storage, retrieval and security of files and documents in accordance with public records management guidelines.

    Key Responsibilities

    • Open, classify, file and maintain institutional records physical and electronic.
    • Receive, register, and dispatch incoming and outgoing correspondence/files.
    • Retrieve and avail files promptly to authorized officers on request.
    • Maintain registry movement registers and file-tracking systems.
    • Ensure security, confidentiality and safe custody of records.
    • Carry out periodic appraisal, weeding and disposal of record schedules.

    Required Qualifications

    • Diploma in Information Science/Records Management or its equivalent from a recognized institution.
    • Knowledge of records classification, filing systems and archiving procedures.
    • Computer literacy, including electronic document management systems.
    • Knowledge of public service records management regulations is an added advantage.
    • High level of accuracy, confidentiality and integrity.
    • Good organizational and time-management skills.
    • Attention to detail in file classification and retrieval.
    • Good communication and customer-service skills.

    Job Details

    Job Function

    Admin & Office

    Education Level

    Diploma

    Area of Study

    Information Science

    Field of Study

    Records Management

    Languages

    English

    Additional Information

    How to Apply: Submit your application in hard copy, in a sealed envelope with the advert reference number, to the Chief Principal, Kitale National Polytechnic, P.O Box 2162-30200, KITALE, by 11th September 2026. Include a detailed CV, copies of academic and professional certificates, national ID, and three reference letters.

    Master the Registry: From Paper Trails to Digital Records

    This role is the backbone of institutional memory. Hiring managers will look for someone who can keep files organized, secure, and instantly retrievable—so show them you understand both physical and electronic systems.

    1. Proof of precision: On your CV, give a concrete example of a time you managed a filing system, handled sensitive documents, or improved retrieval times. Numbers speak louder than adjectives.

    2. Know the regulations: Brush up on Kenya's public records management guidelines. Mentioning specific acts or standards in your cover letter shows you're not just guessing.

    3. Tech-savvy touch: Even if the job seems paper-based, highlight any experience with electronic document management systems (EDMS) like SharePoint, Google Drive, or specialized software. Show you can handle both worlds.

    4. Confidentiality is key: Be ready to discuss how you've handled sensitive information in the past. Prepare a short story that demonstrates your integrity and discretion.

    5. Organize your own application: Submit a neat, well-structured application packet. It's a live test of your organizational skills—make it easy for them to see you're the right fit.

    6. Understand the institution: Research Kitale National Polytechnic. Knowing their programs and values will help you tailor your application and interview answers.

    7. Prepare for practical questions: Expect questions about classification systems, file tracking, and how you'd handle a missing file. Practice clear, step-by-step answers.

    8. Show your soft skills: Communication and customer service matter when officers request files. Give examples of how you've assisted colleagues or clients efficiently and courteously.

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    Tags

    records management
    filing
    archiving
    computer literacy
    confidentiality