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

Records Management Officer (Cayman Islands) - Royal Cayman Islands Police Service

Reference: R03172021

Salary: CI$48,816 - CI$65,664

Applications are invited for the following post of: Records Management Officer

The Royal Cayman Islands Police Service (RCIPS) is a seeking an enthusiastic individual who will undertake the role of Records Management Officer The post holder will work with various units throughout the RCIPS and the Cayman Islands Coastguard (CICG), to ensure compliance with the relevant record management acts by assisting with the production and application of retention schedules alongside implementing procedures and best practices to respond efficiently and lawfully.

Responsibilities will include but are not limited to:

• Ensure all units have an up-to-date retention schedule and work alongside staff to ensure it is up-to-date, accurate, and fit for purpose.
• Work alongside units to implement their retention schedule and ensure documentation that is no longer required is securely destroyed in compliance with applicable legislation.
• Ensure all documentation is compiled and completed when destruction requests are submitted to the National Archives. Conduct in conjunction with a file plan and disposal schedule related to the creation, maintenance, classification, retention, and destruction of records.
• Use their knowledge of best practices and records processes to advise staff within the relevant units.
• Assist with the promotion and practice of good records management.
• Develop and implement procedures and systems that guide the organisation with compliance of record management in line with legislation, policies, and procedural obligations.

Knowledge, Experience & Skills:

The successful candidate must possess:

• Diploma in Records and Information Management or related discipline.
• A Bachelor’s Degree in Records Management, Information Management, Information Governance, or equivalent would be preferable.
• A minimum of four (4) years of experience working directly in records management or a relevant field, including a good working knowledge of Information Governance, Information Management, and Records Management principles.
• High level of personal skills is required to work across diverse team settings.
• Proven ability to work in a highly sensitive and confidential environment and to maintain strict confidentiality at all times when dealing with RCIPS & CICG records.

Preference will be given to suitable Caymanians

All applicants must complete the Government Application Form and submit their Resume with two (2) professional references via email to:

Human Resources Unit

Royal Cayman Islands Police Service

P.O. Box 909, CAYMAN ISLANDS KY1-1103

At email: RCIPSRecruitment@rcips.ky

Deadline for receipt of applications: 1st October 2021

APPLICATION FORMS

• Form [PDF]
• Form [Word]
• Guidance Notes [PDF]

Benefits will be determined in accordance with the Public Service Management Law, Personnel Regulations, the Public Service Pensions Law and the CINICO Health Plan as may be amended from time to time. Pension and health benefits are non-contributory.

Records/Data Entry Officer (St. Dorothy's District, St. Catherine, JM) - National Irrigation Commission

Applications are invited from suitably qualified persons for the position of:

Records/Data Entry Officer (St. Dorothy's District Office)

Job Summary

Under the general supervision of the Workshop Superintendent - Stores/Mechanical, the Records/Data Entry Officer provides general administrative support and assistance within the district office by maintaining records, processing, preparing, reconciling and posting transactions and information.

Key Responsibilities:

• Maintain Inventory records of tools and equipment and other inventory items in Stores at the Dorothy's District Office
• Issue goods from the Stores as per approved requisitions and file daily requisitions
• Produce reports on Store activities as per agreed schedules or as requested
• Monitor inventory re-order levels
• Secure entry/access to Stores
• Process customer collections
• Maintain records for invoices and journal vouchers

Minimum Qualifications and Experience:

• Diploma in Management Studies or related area/Association of Accounting Technicians (AAT) Level II 
• Five (5) CSEC or GCE O' Level subjects which includes English Language, Mathematics and Accounts, and any other two (2) subjects
• Two (2) years working experience in a similar role
• Proficiency in Microsoft Office Suite applications and other related software
• Ability to communicate effectively both orally and in writing
• Positive attitude and aptitude for learning
• Good interpersonal skills
• Applicants with Bachelor's degree are welcome

Applications which includes cover letters along with detailed résumés should be submitted no later than April 3, 2020 to:

The Manager, Human Resources and Industrial Relations

National Irrigation Commission Limited

P. O. Box 631,

Kingston 6.

Or

Email: HR@nicjamaica.com

Records Officer 2 (PIDG/RIM) - Jamaica Fire Brigade

Vacant post available for Records Officer 2 (PIDG/RIM 3) in the Human Resource Management and Development Department, Jamaica Fire Brigade, salary range $854,459 – $1,015,683 per annum and any allowance(s) attached to the post.

Job Purpose
Reporting to the Senior Personnel Officer the incumbent verifies and calculates the various leave for all staff within the Jamaica Fire Brigade.

Key Responsibilities
Technical/Professional:

•  Processes leave applications to determine eligibility;
• Computes and processes applications for Special Sick, No-Pay, Maternity and Vacation 

Leave:

•  Prepares Minutes seeking approval for officers to accumulate Vacation Leave beyond the maximum;
• Prepares letters to Accounts for payments in lieu of Vacation Leave;
•  Advises staff of their leave status;
•  Informs the relevant personnel of approval of leave and resumption dates;
•  Participates in maintaining a register for officers proceeding on leave;
•  Participates in preparing Leave Rosters for all staff within the Jamaica Fire Brigade;
•  Completes National Insurance Forms;
•  Maintains the Nominal Roll for all members of staff;
• Advises the Accounts Department of change of names and National Insurance Scheme (NIS) numbers;
•  Performs any other related duties that may be assigned.

Required Knowledge, Skills and Competencies
Core:

•  Good oral and written communication skills
•  Sound interpersonal skills
• Good customer relations skills
• Good integrity/ethics exercised in the performance of duties

Functional:

•  Excellent knowledge of leave regulations
• Proficiency in the relevant computer applications
• Sound judgment and initiative
•  Sound planning and organizing skills

Minimum Required Qualification and Experience

• Four (4) GCE”O’ Levels passes - Grades A-C, including English Language and a
• numeric subject or four (4) CXC subjects - Levels 1-3, including English Language and a  numeric subject;
•  Training in Records Management;
•  Four (4) years’ experience.

Applications accompanied by résumés should be submitted electronically no later than Thursday, 19th March, 2020 to: dirhr.jfb@cwjamaica.com or under confidential cover to:

Director, Human Resource Management and Development 

Jamaica Fire Brigade 

c/o Brigade Headquarters

The Domes 

85 Hagley Park Road

Kingston 10.

Please note that only shortlisted applicants will be contacted.

Records & Information Officer (George Town, Cayman Islands) - Dept. of Community Rehabilitation

JOB DETAILS
Agency: Community Rehailitation
Reference: R0972020
Closing Date: 16-Mar-2020
Salary: CI$39,612 - CI$53,244

Job Description
RECORDS AND INFORMATION OFFICER
Department of Community Rehabilitation

The DEPARTMENT OF COMMUNITY REHABILITATION (DCR) is an arm of the Criminal Justice System that works in partnership to enhance public safety through effective offender management and victim support with an emphasis on the rehabilitation of offenders. The Department is committed to the goals of contributing to positive behavioral change, reducing recidivism, enhancing public safety, and contributing to a safer country.

The Records and Information Officer’s role and responsibilities include, but are not limited to:

• Internal operations and services relating to file requests and records management inquires
• Authorised destruction processes for the Department and disposal schedule development
• Provide Administrative support on a daily basis such as mail and check runs and deliveries
• Receive and assist visitors; answer and direct telephone enquiries
• Maintenance of the Departmental filing system
• Assist with organising and coordinating Departmental meetings and events as needed
• Respond to requests from staff within two working days and monitor external emails
• Serve as Deputy Freedom of Information Manager

Do you have?

• At minimum, an Associate Degree in Records or Information Management or related discipline
• Strong computer application skills including the Microsoft Word, Excel, and Outlook
• Working knowledge of operating a variety of standard office equipment
• Experience using records management, data storage and retrieval tools
• Experience with establishing and maintaining efficient filing systems
• Essential skills such as accuracy, attention to detail, time management problem-solving, communications (verbal and written), interpersonal relations, organization, negotiation and the ability to multi-task.
• Works well in a team environment and independently
• Ability to exercise discretion, sensitivity and courtesy and observe strict confidentiality
• Working knowledge of government systems, structures, and protocols
• Ability to exercise diplomacy in relation to working with public servants, clients and customers

How do I apply?
Submission Deadline: Friday, 16th MARCH 2020
Submit the following for consideration:
1.CI Government Employment Application Form
2.Resume
3.Relevant certificates and proof of qualifications

Addressed to:
Chief Human Resources Officer
Ministry of Financial Services and Home Affairs
133 Elgin Avenue, George Town, Grand Cayman.

Email: mfshr@gov.ky

APPLICATION FORMS

Form [PDF]

Form [Word]

Guidance Notes [PDF]

Benefits will be determined in accordance with the Public Service Management Law, Personnel Regulations, the Public Service Pensions Law and the CINICO Health Plan as may be amended from time to time. Pension and health benefits are non-contributory.

Records Clerk (Kingston, Jamaica) - Jamaica Intellectual Property Office

Job Purpose

Under the supervision of the Director, Human Resource Management and Administration, the incumbent carries out Records Management functions for the JIPO.

Key Responsibilities

Technical/Professional:

•  Maintains proper storage and retrieval of files;
• Responds  promptly  to  the  retrieval  and  distribution  requests  for  applications  for registration;
• Sorts and records outgoing and incoming mails and determines cost of postage and delivery method;
• Creates new applications for registration, as the need arises;
•  Inspect files to ensure that they are up-to-date;
• Records requests for Bring-Ups (BUs) in the appropriate Online Register, charges files out and sends to relevant Officer;
• Assists with the annual organization wide Inventory of Records
• Updates and maintains the Electronic File Tracking System;
• Assists with the processing and transfer of records for inactive storage or destruction;
• Makes photocopies of documents as requested.

Required Knowledge, Skills and Competencies
Core:

• Good Customer Service skills
• Good Oral and Written communication
• skills
• Good Interpersonal skills
• Confidentiality
• Ability to work in team

Technical:

• Knowledge of Office Procedures
• Computer literate in Microsoft Office Suite

Minimum Required Qualification and Experience

• Four (4) CXC/GCE O’Level subjects including English Language and Mathematics;
• Certificate in Records Management would be an asset;
• One (1) year’s experience in a related field.

Special Condition Associated with the Job

• Working environment involves possible exposure to dust.

Applications   accompanied   by  résumés   should   be   submitted    no   later   than   Friday, 15th February, 2019 to:

Director
Human Resource Management and Administration
Jamaica Intellectual Property Office
18 Trafalgar Road
Kingston 10
Email: hrma@jipo.gov.jm or info@jipo.gov.jm



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Registrar (Kingston, Jamaica) - Jamaica Defence Force

The Jamaica Defence Force invites suitably qualified professionals to apply for the following position: REGISTRAR

Candidates must fulfill the following requirements:

Nationality: Be a citizen of the Commonwealth

Position Summary:

Under the general direction of the Director of Academic Affairs, the Registrar is responsible for the administration of policies and procedures to guide the admission, registration, record management and student affairs activities of the Caribbean Military Academy (CMA).

Minimum Professional and Education Requirements:

• Post-graduate degree in Business Administration
• At least five (5) years experience in a similar position

Responsibilities and Duties:

Administrative Duties

• Participates in the development of the budget and operational plan for the department
• Develop and implement systems and procedures for the management and maintenance of students' records, certification and accreditation
• establish and maintain systems for the effective diseemination of information on the institution's policies, programmes and activties to students, staff and general public
• In collaboration with the Central Administration Department, develop and implement systems for the collection of students' fees, monitors collection and recommends/initiates action where necessary to improve the process
• Participate in the development of policies and procedures to guide operations of the department
• Prepare activity/performance and other reports as required
• Represents the institution at meetings, conferences as required

Supervisory Duties:

• Conduct performance appraisal for staff and recommend training and other development programmes where necessary
• Provide leadership and guidance to staff supervised through training, coaching, mentoring and provide assistance as required
• Ensure that the staff is aware of and conforms to all rules and regulations, and operating standards of the department and the property
• Recommend leave and disciplinary action in keeping with Human Resource policies and procedures

Technical /Professional Duties:

• Manage students' admission, ensuring the timely procession of applications and dissemination of information to applicants
• Coordinate the registration and orientation activities
• Coordincate the administration of internalexaminiations ensuring systems are instituted to protect the integrity of the process
• Supervise the preparation and maintenance of students' recordsensuring accuracy and confidentiality are maintained. Process requests for transcripts and other students' records/information in accordance with established procedures
• Oversee and participate in the development and implementation of student affairs programmes - work study programme, job placement, student union, etc
• Monitor students' accounts to ensure payment of fees and settlement of other financial obligations to the institution within established timeframe. Recommends/institutes corrective action as necessary
• Coordinate graduation, orientation and other special functions hosted by the institution 

Key competencies:

• Manage trainees' selection, recruitment and induction processes
• Maintain quality assurance procedures
• Undertake performance appraisals
• Develop and implement operational plans
• Use business technologies

Applications and resumes are to be submitted via email to  so1j1.pa@jdf.mil.jm on or before Friday, 21 December 2018 and be addressed to:

SO1J1 (Pers and Admin)

Headquarters

Jamaica Defence Force

Up Park Camp

Kingston 5.

For further clarification, applicants may call telephone numbers (876) 926-8121-9, Ext. 2007 or (876) 833-7481 or (876) 784-0597.

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Records Management Officer (Kingston, Jamaica)

A company in Kingston requires a Records Management Officer/Librarian.

The successful candidate must:

• Have good project management and organizational skills
• Have good grasp of new technology and new IT systems
• Have knowledge of information management principles and systems

Qualifications/Experience:

Applicants must:

• Have a first degree 
• At leat two (2) years experience in an administrative/managerial position
• Valid and up to date driver's license

Only short listed applicants will be contacted.

Click to send application to Employer

Records Clerk (PIDG/RIM 1) - Kingston, Jamaica - Firearm Licensing Authority

Firearm Licensing Authority welcomes applications for the following position:

Records Clerk (PIDG/RIM 1)

Division: Kingston

Reports to: Manager, Firearm Records and Information

Job Purpose:

To assist in maintaining an effective file management system to ensure proper and accurate recording, tracking and distribution of all files, thereby facilitating easy and timely access to the files.

Required competencies:

• Excellent knowledge of office practices and procedures
• Good interpersonal skills
• Good communication skills (both oral and written)
• Good time management and organising skills

Minimum Required Education and Experience:

• Four (4) GCE O' level or CXC General Proficiency level subjects including Engliah Language and Mathematics
• Two (2) years related work experience

Salary: From $577,279.00 to $686,203.00 per annum

Kindly visit the Firearm Licensing Authority's website at www.fla.gov.jm to view the Job Description and Specification for the post.

ALL APPLICANTS WILL BE REQUIRED TO PASS ABACKGROUND SECURITY CHECK.

Applicants who meet the above stated criteria are asked to submit applications no later than 4:00 p.m. on Friday, September 28, 2018 to:

The Manager, Human Resource Management and Development 

Firearm Licensing Authority

91A Old Hope Road, Kingston 6.

Click to send application to Employer

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

The Firearm Licensing Authority (FLA) - Promoting Firearm Safety and Responsibility.