Records Management Officer

Reference0000

Closing Date 2/19/2018

Location Gaborone

https://top-talent-solutions.worketc.com/forms?224

Job Purpose

To establish and maintain an effective records and information management service to the Corporation, ensuring proper identification, storage, retrieval, protection, preservation and retention of records to support decision making and service delivery.

Principal Accountabilities/Responsibilities

The successful incumbent will be accountable and responsible for, but not limited to the following:
Audits records inventories to determine effectiveness of records systems;
Assists in the development of records management policies and recommends suitable procedures to management;
Advises and trains staff on records management to ensure efficient records management;
Facilitates accurate capture, storage and classification of records in order to ensure efficient retrieval of records:
Monitors and controls the migration of files amongst users and also migration of records from paper to electronic records management systems( as necessary) and assists in the capturing of data in the HR Management Systems;
Monitors compliance with records management policies and procedures and recommends appropriate action to correct breach of same;
Operates the Human Resources central records registry systems;
Controls the location and storage of records, including conducting an annual records audit and organizing the disposal of records in accordance with their retention schedule;
Protects the integrity and confidentiality of essential records;
Protects records from fire and water or any other calamity
Maintains a collection of publications, including brochures, leaflets, and in particular advertisements that are relevant to Human Resources for reference purposes.
Ensures that all safety and loss control standards (Safety Health and Environmental) contained in the Corporation's standards are adhered to.
Undertake such other related duties as directed by the supervisor.

Qualifications

A recognised University Degree in Archives and Records Management or equivalent

Experience

At least three (3) years post qualification experience in records management, preferably in an HR environment.

Competencies

Records Inventory monitoring & Cataloguing
Analytical skills and Attention to detail
Planning and organizing
Commercial Awareness
Interpersonal Skills
Problem Solving, Innovation and creativity
Team Orientation
Process Management
Drive for Results
Customer Focus
Action Orientation
SHER
Values, Ethics and Integrity

Job Challenges

Timely retrieval and availability of records
Accurate and up to date databases
Confidentiality and Security of information
Timely and efficient archiving of correspondence

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