Job Purpose:
Reporting to the Director – Human Resource Management and Administration the
Registrar (PIDG/RIM 4) ensures that the operations of the Authority are enhanced and supported through effective Records Management using improved methods and techniques. The incumbent ensures that the relevant automated, integrated, effective, efficient and economical information systems are employed in Records Management to better serve the information needs of all stakeholders.
The incumbent ensures the systematic control of the Authority's records, throughout their life cycle, in order to meet the operational needs, statutory and fiscal requirements, and stakeholder expectations. The incumbent also ensures that the Authority’s records are authentic, accurate, accessible, complete, comprehensive, compliant, effective and secure.
KEY OUTPUTS
Key Responsibilities
- Ensures the provision of technological guidance to the Authority and the staff
- Collaborates with the Chief Executive Officer, other Senior Officers and Division Heads to develop and maintain the Authority’s Records Management policy;
- Develops and enforces short-term and long-term Records Management Strategy;
- Participates in the development, tracking, optimizing and enforcing of short-term and long-term Records Management budgets;
- Ensures coordination and supervision of Records Management systems and processes;
- Keeps current with emerging records management trends, and current dominant technologies in Records Management;
- Ensures the integration of Records Management with the customer service platform to serve the Authority and its stakeholders in every aspect utilizing web enabled security-controlled access portals, popular social media interfaces and mobile friendly applications/platforms;
- Oversees the design, setting up, maintaining, reviewing and documenting of records systems; identifying the most appropriate Records Management resources; advising on and implementing new records management policies, procedures and systems;
- Provides a policy framework to guide staff in the management of their records and use of the Authority's Records System;
- Ensures consultation with all Authority staff, to exchange information, present new approaches, and to discuss and effectively facilitate equipment and system changes;
- Ensures the development and implementation of retention and disposal schedules;
- Oversees the management of electronic and/or paper-based information;
- Ensures the availability and accessibility of reference materials, to include Government gazettes, reports, journals, encyclopedias, dictionaries, textbooks etc.;
- Ensures that documents and other material of historical significance and importance are preserved and made accessible increasingly through available technology in digital format;
- Ensures the provision of daily newspapers, news magazines, Journals to members of staff and public, Catalogue and Classification;
- Ensures electronic records, changes and additions are identifiable through audit trails;
- Leads in the smooth and efficient operation of the Unit through the management of daily operations;
- Establishes and implements systems for reporting of work done against stated and agreed Work Plans for the Unit;
- Establishes internal control processes required to manage and grow the Unit;
- Meets or exceeds Unit’s performance targets.
- Performs any other duties as assigned from time to time.
Human Resource Management:
- Plans, organizes and directs the work of the Unit by overseeing the development of performance targets for the Unit and staff, based on the Corporate Strategic Plan;
- Ensures that the Unit’s staff have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively;
- Provides leadership and guidance through effective planning, delegation, communication, training, mentoring, coaching and disciplinary action;
- Participates in the recruitment of staff for the Unit;
- Recommends transfer, promotion, termination and leave in accordance with established Human Resource Policies and Procedures;
- Identifies competency gaps and collaborates with the Training and Development Manager to develop and implement Staff Development and Succession Plans for the Unit to ensure adequate staff capacity;
- Monitors job specific and environmental factors, implements and promotes Health and Safety policies and mitigates and minimizes workplace hazards;
- Monitors the performance of staff and ensures effective and objective staff performance management, through timely and accurate completion of the staff appraisal process, including periodic reviews;
- Ensures that welfare issues of Unit staff are clearly identified and addressed.
Required Knowledge, Skills and Competencies
- Good Oral and Written Communication skills
- Good interpersonal skills
- Good problem solving, decision making, planning and organizing skills
- Goal/result oriented
- Ability to work in a team
- Proficient in the use of Microsoft Office Suite
- Excellent knowledge of Government Records Management practices and procedures
Minimum Required Qualification and Experience
- A Bachelor of Science degree in Social Science or Library Science from a recognized institution;
- Formal training in Records Management and Information systems, Procedures and Practices and automated technologies as it relates to Records Management;
- At least three (3) years’ experience in a related field, with at least two (2) years in a similar senior position.
- Formal training in Library Science and/or archival procedures from a recognized institution is desirable;
Special Conditions Associated with the Job
- Will be required to work late and, on the weekends,
- May be exposed to some amount of dust;
- May be required to do some amount of lifting, bending, stooping and walking;
- Pressured working conditions with numerous critical deadlines.
Salary range $ 1,148,458- $1,365,156 per annum plus any allowance(s) attached to the post.
The successful candidate will be offered a three (3) year contract with gratuity payable after satisfactory performance after two (2) years.
Applications should be submitted no later than
Tuesday, 24 March 2020 to:
THE DIRECTOR HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT
CANNABIS LICENSING AUTHORITY
4TH FLOOR, PAN JAM BUILDING,
60 KNUTSFORD BOULEVARD,
KINGSTON 5.
EMAIL:
VACANCIES@CLA.ORG.JM
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