Key Responsibilities
To provide efficient and effective communication, documentation and preservation of all official records in the custody of the Department.
- Develops long-range forecasts for the Records and Information Management Programme within the Department;
- Plans, develops and establishes policies and procedures, formulate goals and objectives for operations essential to the effective delivery of information;
- Satisfies the information needs of the Department’s clientele by reviewing documentation systems, procedures, holdings and equipment, to ensure that they support management effectiveness in their conduct of business;
- Develops strategies for managing increasingly complex and often conflicting interests regarding a very wide variety of access to information requests;
- Ensures the provision of a comprehensive reference service to support the Department and its Branches need for relevant, timely and accurate information;
- Develops and supervises procedures, formulates goals and objectives for operation essential to the delivery of information;
- Makes presentations to top management to justify and support Records and Information Management Programmes.
To ensure that the organisation is provided with the appropriate facilities and resources to meet its research, record keeping and information retrieval requirements.
- Provides the Department’s executives and other clients with information and advice to assist in the achievement of operational objectives and to develop programme management plans, policies and procedures;
- Develops strategies for managing complex and conflicting interests regarding a very wide variety of access to information requests;
- Ensures appropriate response to requirements to disclose records as a result of litigations.
- Initiates reviews of the Department’s legislation, regulation, policies, policy procedures, programmes and information systems to ensure compliance with the ATI Act and legislations.
- Participates in the development of Department and other client computer and information systems and approves the design of, and controls for, the information and privacy components of systems;
- Analyses and appraises the status of record keeping and documentation in the Department and develops and oversees the implementation of modern, professional and technical standards;
- Harness and co-ordinate the documentation resources in the Departments into a unified facility and develop and install information retrieval and reference system to make their materials and resources accessible to the Department as a whole;
- Ensures that a complete and systematic process is in place for obtaining advice from the Attorney General;
- Ensures adherence to legal requirements which affect the information of the organization;
- Represents the Department at relevant records management fora and conferences.
To provide for public access to records/information in keeping with legislative requirements such as the Access to Information Act
- Facilitates the conduct of internal reviews of decisions made by the Records Committee, where an internal review is sought by an Access to Information (ATI) applicant;
- Documents all issues identified by the Records Committee for referral to the Attorney General/Access to Information Unit for advice;
- Provides policy advise on the ATI Act and other legislation arising from ATI Act issues;
- Ensures the development and publication of a list of Non-Exempt Documents in accordance with the Access to Information Act;
- Maintains systems in collaboration with other areas of the organization such as Administration and Accounts, in order to facilitate the public in accessing non-exempt documents;
- Ensures the involvement and collaboration of Branch Directors in developing appropriate schedules of non-exempt documents;
- Acts as the key contact for strategic advice regarding compliance with the Access to Information Act, the retention, storage and destruction of records;
- Liaises with the Department’s Legal Officer to obtain in-house, expert advice on documents, which are not clearly non-exempt;
- Builds information systems into the procedures, which will facilitate the generation of statistical and other data for the annual report;
- Exercises a high level of judgement in reviewing documents, which may require partial deletion of sensitive information;
- Ensures that all members of staff have a working understanding of at least the basic elements of the Access to Information Act.
Maximise the use of ICT in delivery of office service management
- Ensures that there is an ICT based system for tracking records;
- Ensures that there is an ICT based system for the management of stocks, inventory and assets of the Department;
- Ensures that there is an ICT based system for the reconciliation of all utilities bills;
- Ensures that there is an ICT based system for booking meeting rooms and associated services within the Department and ensures that customer expectations are met with respect to arrangements for meetings/functions conducted by the Department;
- Facilitates the sharing of relevant information with relevant stakeholders in a timely manner.
Manage the Unit to achieve the above-mentioned strategic objectives and ensure that there is a cadre of highly motivated staff with the appropriate competencies and skills.
- Establishes performance and development goals and manages the performance of staff including transferring skills, motivating staff, setting performance targets, monitoring performance and providing feedback;
- Ensures that staff members have sufficient and appropriate physical resources to undertake their duties efficiently and effectively;
- Ensures the welfare and development needs of the staff in the Branch are clearly identified and addresses;
- Signs performance evaluation reports from staff supervised
- Delegates assignments to ensure maximum productivity in the Branch.
Required Knowledge, Skills and Competencies
Core
- Flexibility & Adaptability
- Problem Solving & Critical Thinking
- Stewardship Responsibility & Accountability
- Communication
- Teamwork
- Emotional Intelligence
- Relationship Building & Networking
- Innovative Thinking
- Results-Oriented
- Change Leadership
- Strategic Thinking
- Team Leadership
Knowledge
- Knowledge of the operations of government and ministerial portfolio responsibility
- Exposure to Records Management in government
- Knowledge in electronic records and record keeping systems
- Knowledge of Access to Information Legislation
- Training in computer information systems and at least 3 years experience working with computers.
- Excellent oral and written communication skills;
Minimum Required Qualification and Experience
- Undergraduate degree in Library or Archival studies or equivalent from an accredited tertiary institution.
- A minimum of five (5) years working experience as a Librarian or related professional field, three (3) years of which should be in a managerial position.
Special Conditions of The Job
- Normal working conditions expected of a Records/Archive environment.
- The flexibility of work hours, which may require extended hours.
- Critical deadlines for completion of projects.
- May be required to work on weekends and public holidays
Please note that only shortlisted applicants will be contacted.
