Posted: ( 28 October, 2021, Lusaka)
Job Purpose
This role will be responsible for managing the Authority manual and electronic records for storage and ease of retrieval. The role holder will be required to work closely with all Authority staff to ensure the Authority’s existing information systems provide the users with the data they need to perform their duties. It will also manage the Authority processes aimed at migrating from manual/paper to electronic management systems.
Key Responsibilities
- Setting up and maintaining the Authority Registry and all other centres of storage of data such as bookrooms and libraries;
- Maintaining records and files in the various formats;
- Responding to information enquiries from user departments and giving them appropriate access to information based on a ‘need to have basis’;
- Developing filing systems and classification of documents;
- Developing monitoring mechanisms for movement of files and registry information;
- Developing and implementing disposal processes and operating procedures in line with the Authority Records Management Policy and the law relating to data management;
- Developing appropriate measures of maintaining confidentiality protocols of Authority documents;
- Coordinate all filing activities in the various departments of the Authority.
Knowledge, Skills, Qualifications and Experience
- Grade twelve (12) School certificate with 5 ‘O’ levels with credit or better including Mathematics and English Language;
- Degree in Records Management, Library Studies, Information Science or any related field of study;
- Must have at least four (4) years of industry experience one (1) of which must have been at a level of designing processes and procedures on general records management, book rooms, registries and all other information repository rooms.
- Must have led a small team of junior staff.
Competencies required for this Role
- Must be able to set up systems and present them to management for buy- in- and implementation;
- Must be proficient in office applications such as Word, Excel, PowerPoint and many other relevant applications; and
- Must have very good writing and communication skills;