Jill Simiyu

 I am an enthusiastic individual with a high degree of initiative and energy with excellent command and use of IT tools including electronic record and archive management tools, I am confident that I will be able to prove myself to be a valuable asset to your organization.

I have over 4 years working experience, including internships in various organizations. I have had the opportunity to learn widely about Records management policies and procedures, security of files and information, retention and disposal schedules, records storage facilities and the implementations of archive plans in order bring about synchronization that all companies need.

Additionally, I have thorough knowledge of legislation and standards relating to information management, good expertise in providing administrative support, and remarkable ability to recognize and manage confidential matters and display diplomacy, sensitivity, and maintain confidentiality and integrity and processing data requests for retrieval, classify correspondence while ensuring that all organizational reporting is completed in a time efficient manner.

January 2021 to July 2022   Kenya Institute of Professional Studies.

• Training and communication of all library matters to the library and Library users.
• cataloguing and classification of all Library materials to ensure its relevant to the Library users.
• Document/upgrade the procedures of processing and verifying acquired library materials and training the other library staff on the use of procedures.
• Document/upgrade the Library orientation details documents to ensure its relevant to the Library users.
• Verifying Bibliographic details of Library materials to ensure that correct items are ordered and acquired for Library use.
• Organize the library stock to facilitate identification and retrieval of information resources.
• Provision of quick reference and information services to users to effective use of Library materials.
• Charging and discharging of Information materials.
• Filling inter library loan forms.
• Maintain the information resources in usable manner by binding, repairing and reserving Information materials that require such treatments.
• Be in charge of Library security by managing the physical access and exit of Library users.
• Clearly indicate the classification system used in the Library to classify the Information materials and communicating to all users on how to access the materials using the classification system.

February 2017-2018  Kenya Rural Roads Authority

Position:  Records Management Assistant

Responsibilities:

• Design and implement effective file storage and tracking system for the Authority.
• Analysis of data records and identify gaps.
• Coordinate periodic review and appraisal of dormant Authority records.
• Organising, filing and accommodation of physical data records .
• Electronic conversion of old physical data records through scanning.
• Liaise with National Archives and other professional organization and bodies on records management issues
• Data entry into the WRA technical database.
• Managing physical and computerized data and files; 
• Providing clerical services for all data collected in the Sub Regional Office.
• Maintaining up to date sub Regional Office technical records and proper archives.
• Receiving all incoming mail and sorting them according to department to be forwarded to and forwarding them to the addressed departments.
• Receiving mails and documents addressed to the Director General from other organizations, institutions and internal memos and giving them file numbers.
• Stamping the documents and entering the data according to Author, Reference number, Subject, Date and File Number of the document.
• Forwarding of the mails to the Director General’s for acting upon.
• Receiving letters that have been signed and acted upon by the Director General and filing them to the appropriate files then shelving them
• Folioing of the documents.
• Retrieval of documents for reference when need be.
• Opening, maintenance and closing of files.

December 2016-2017  United states International University

Position: Library Assistant

Responsibilities:

• Course Text Section.

•                Retrieval and organizing of the course text materials

•                Issuance of Course Text Materials to students using the workflows and CARS

•                Identifying different Information materials kept at the Course Text and course their codes.

• Short Loan Section.

•                Shelving and Shelf reading of thesis

•                Reinforcing all the call numbers on various books

•                Follow-up with the bindery section for the repair of damaged books

•                Shelving of books 

•                Weeding of all the books that are not in use at the Short loan section

•                Identifying damaged books from those without spine labels

•               Verification of journals books and thesis from the technical section

•                Stamping and stapling of international journals

•                Collecting of local newspapers from the technical section, stapling and writing             down the number of each copy.

•            Familiarizing with different materials Kept at the Audio Visual section.

•            Assisting users on how to access Audio Visual materials from the booths.

•            Charging and discharging of AudioVisual materials.

• Records Section.
• Responsible for generating student’s official transcripts on request and mails on their behalf as requested to enhance communication and feedback.
• Responsible for processing identification cards for the university community for ease of identification and security measures.
• Responsible for generating Grade Changes Report from grade entry/ clearance change portal. For audit purposes.
• Responsible for degree certificates and transcript verification and correspondence.
• Responsible for processing Leave of Absence applications and maintaining records of identity cards for students on semester break
• Responsible for faculty online clearance.
• Archiving of all official documents on Electronic Data Management System (EDMS).
• Processes add and drop forms.
• Facilitating lifting of Registrar holds.
• Key in changes of students’ major, minor, concentration and course substitutions for record keeping and accuracy.
• Assist students with grade queries based on their lecturer’s mark sheets. Advise Graduate students on their projects/thesis status and registration.
• Assist and correspond with clients on phone, emails, and letters.
• Assist with student final clearance and issuance of degree certificates.
• Actively participate in the graduation process by ensuring graduating students are well conversed with the whole process and the graduation is a success.
• Compile semester and yearly reports to aid decision making by the management.

December 2014-Oct 2014 Kenya National Archives.

Position:  Records Assistant(Internship)

Responsibilities:

• Conservation and document restoration service.

•        Binding of documents.

•        Repairing and restoration of damaged documents.

•        Treatment of the documents

• Microfilming service.
•     Preparation of source material for microphotography.
•     Exposing the film
•     Processing the film.
• Processing of Library materials (accessioning,classification,cataloguing and data entry services using the resource mate and CDS/ISIS database management system).
• Charging and discharging of Library materials.
• Retrieval, shelving and reshelving of information materials.
• National documentation and retrieval services.

• search room and education services
•     offering user education
•     processing requisition forms
•     Monitoring use of archival materials.
•     Accessioning of acquired information materials.
•     sorting
•     arrangement
•     Classification.
•     Serialization.
•     Description(listing)
•     Boxing and labeling.
•     Retrieval of archival records
•     Digitization and reformatting of archives.
• Repository services.

November 2011-July 2012   Kenya Utalii College.

Position:  Records Management Assistant

Responsibilities

• Sorting, classification and filing of incoming records.
• Processing of incoming mail.
• Processing of outgoing mail(receiving, checking correctness of address, franking and registration)
• Appraisal of dormant and closed records.
• Production of needed files and documents.
• Maintenance of files and records movement registers.
• Processing of archival materials (selection of files of archival value, Classification arrangement, Listing files, boxing and labeling.

January 2012-Dec 2015: Bachelor of Science in Information Sciences.

                                                Moi University

January 2010-Aug 2012: National Diploma Archives and Records Management.

                                                Kenya School of Professional Studies