Digital Librarian

To establish and maintain a robust framework for managing the organization's information assets. This role is responsible for the systematic control of both physical library collections and digital records, ensuring their integrity, accessibility, security, and compliance throughout their lifecycle. The Officer will facilitate seamless information retrieval and knowledge sharing to support strategic decision-making and operational efficiency.

2. Key Responsibilities

A. Digital Document & Records Management

• System Administration: Implement, manage, and continuously improve the Electronic Document Management System (EDMS) to ensure optimal performance and user adoption.

• Digitization & Indexing: Lead the digitization of physical records, including high-volume scanning, quality control, and accurate indexing with metadata to ensure discoverability.

• Lifecycle Governance: Establish and enforce policies for document version control, file naming conventions, and data classification. Manage document retention and disposal schedules in accordance with legal and regulatory requirements.

• Access & Security: Manage user permissions and access controls to ensure the confidentiality, integrity, and availability of digital information. Oversee regular backup and recovery procedures.

• Training & Support: Develop and deliver training programs to staff on EDMS usage, records management best practices, and information security protocols.

B. Library & Information Management

• Collection Management: Oversee the acquisition, cataloguing, classification, and circulation of all physical and digital library resources, maintaining a balanced and relevant collection.

• Cataloguing & Maintenance: Develop and maintain a professional cataloguing system (e.g., Dewey Decimal, Library of Congress, or in-house system) and conduct regular audits to ensure the accuracy and condition of the collection.

• Research Support: Provide proactive research and information retrieval services to staff, sourcing relevant materials to support organizational projects and objectives.

C. Compliance, Governance & Data Security

• Policy Adherence: Ensure all information management practices comply with organizational policies, audit requirements, and relevant data protection legislation (e.g., Kenya Data Protection Act, GDPR).

• Risk Mitigation: Identify and mitigate risks related to information mismanagement, data loss, or unauthorized access.

• Cross-Functional Collaboration: Work closely with IT, HR, Legal, and Compliance teams to integrate and enhance the organization's overall data governance and information security frameworks.

D. Knowledge Management & Process Improvement

• Repository Structuring: Partner with various departments to design and structure their knowledge repositories and documentation for maximum efficiency.

• Best Practice Promotion: Champion a culture of good information governance by promoting best practices in documentation, storage, and retrieval across the organization.

• Documentation: Create and maintain comprehensive procedural manuals, user guides, and training materials for all information management systems and processes.

3. Person Specifications

Education & Professional Qualifications

• Essential: Bachelor’s degree in Library and Information Science, Records Management, Information Studies, Knowledge Management, or a closely related field.

• Desirable: Professional certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or a certificate in Knowledge Management.

Relevant Experience

• Essential: Minimum of 2-5 years of demonstrated experience in a combined role of library management and digital document control or records management.

• Essential: Proven experience in administering and configuring an EDMS (e.g., SharePoint, M‑Files, Alfresco, OpenText, or OneDrive for Business).

• Desirable: Experience with metadata schema, indexing standards, and digital preservation techniques.

Technical Skills

• Document Management: Advanced proficiency with EDMS platforms, particularly Microsoft SharePoint and cloud-based storage solutions.

• Library Systems: Hands-on experience with Integrated Library Systems (ILS) and cataloguing tools such as Koha, DSpace, or similar.

• Digitization: Working knowledge of digitization equipment, optical character recognition (OCR), and quality assurance processes.

• Governance: Solid understanding of information governance principles and data privacy regulations.

Core Competencies & Soft Skills

• Analytical & Organized: Exceptional organizational skills with a keen eye for detail and the ability to analyze complex information structures.

• Communication: Excellent written and verbal communication skills, with the ability to translate technical concepts for non-technical users.

• Service-Oriented: Strong customer service focus with a proactive approach to identifying and meeting the information needs of colleagues.

• Problem-Solving: Aptitude for troubleshooting system issues and developing practical solutions.

• Adaptability: Ability to manage multiple priorities in a dynamic environment and adapt to new technologies.

4. Working Conditions

• Primarily office-based at the Westlands location.

• Occasional physical activity, including lifting boxes of records and standing for periods while using scanning equipment.

• Work may involve time in archive storage areas, which may be subject to varying temperatures and dust.