Records Management Officer (Kingston, Jamaica) - Tourism Enhancement Fund

 

Under direction of the Administrative Officer, the Records Management Officer is responsible for the maintenance and coordination of an efficient Records and Information Management System for TEF.

Salary Range: $2,873,866.00 - $3,865,030.00

CORE FUNCTIONS

Technical/Professional

• Develops and maintains procedures for processing incoming and outgoing correspondences and documents;
• Maintains the physical organization and structure of the filing system and records room;
• Organizes, scans, indexes and classifies active and inactive records or electronic documents and data for operational and administrative files;
• Composes new files for new matters received by the TEF;
• Processes incoming requests, conducts research and provides information in an appropriate format;
• Secures and maintains confidential files and monitors adherence to security procedures;
• Maintains a log of activities concerning the movement of operational and administrative files and submits Monthly/Quarterly Reports;
• Coordinates the development of a records retention and disposition schedule in partnership with Divisional Heads/Directors;
• Liaises with the Divisional Heads/Directors to foster efficiency in storage, archiving and disposal;
• Coordinates records and files selected for archiving and disposal in keeping with the retention and disposal schedules and protocols;
• Conducts audits and inventories to prevent discrepancies in the TEF’s Records & Information Management systems;
• Collates information from records inventory conducted;
• Identifies files and records in keeping with the retention schedules; and coordinates the transfer to the Government Record Centre – Jamaica Archives & Records Dept;
• Collaborates with the Office Administrator in developing and maintain a disaster preparedness plan for the TEF’s records;
• Assists in the processing of Access to Information requests;
• Makes recommendations regarding the disposal of records;
• Provides guidance to internal users of records management systems;
• Develops and conducts Records and Information Management training and sensitization sessions as required.

PERFORMANCE STANDARDS

• Record Retention and Disposal Schedules developed and maintained in conformity with the GOJ RIM policies and agreed timeframes;
• Procedures for the processing of incoming and outgoing correspondence developed and maintained according to agreed standards and timeframes;
• Active and inactive records scanned, indexed and organized in keeping with the GOJ RIM policies and agreed timeframes;
• Records and Information Management Training and Sensitization sessions conducted accords with the GOJ RIM policies and delivered in agreed timeframes;
• Disaster Preparedness Plan developed in accordance with established practices and timeframes;
• Technical advice and recommendations provided are sound and supported by qualitative/quantitative data;
• Individual work plans conform to established procedures and implemented accorded to establish rules;
• Reports are evidence-based and submitted in a timely manner;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

SPECIAL REQUIREMENT/WORKING CONDITIONS

• Normal office environment, with degree of irregular hours for the completion of assignment.

AUTHORITY

• Recommends Records and Information Management strategies.

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Associate Degree in Library and Information Science or a related discipline;
• Two (2) years related experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Records and Information Management principles and practices;
• Knowledge of the GOJ RIM Policies and Access to Information Act;
• Knowledge of Information Technology Infrastructure;
• Demonstrates sound personal and professional integrity, reflecting high ethical and moral values;
• Advanced IT skills in relation to Word, PowerPoint, Excel and MS Project or other project tool.

Applications accompanied by resume stating the position in the subject line should be submitted no later than January 3, 2023 to:

Manager, Human Resource & Administration,

Tourism Enhancement Fund,
60 Knutsford Boulevard,
Kingston 5.

Email: hr@tef.gov.jm