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.

Accounting & Records Officer (Kingston, Jamaica)

A customs broker/freight forwarding company seeks to hire an Accounting and Records Officer. The ideal candidate will be responsible for a variety of general accounting, records management and data entry tasks to support the accurate and efficient achievement of key results.

Key Responsibilities:

• Recording daily business transactions including maintaining a running statement  for clients
• Organize timely, accurate invoicing of clients
• Preparing weekly and monthly payables and following up on receivables
• Preparing monthly reports for statutory returns
• Verifying the accuracy of invoices and other accounting documents
• or records
• Updating and maintaining accounting journals, ledgers and other records detailing financial business transactions
• Creating and maintaining company records management system to ensure quick retrieval of information

Qualifications, Knowledge and Skills required:

• Minimum of four (4) CXC or equivalent subjects in English and a numerical subject
• Certificate from a recognized accounting course
• Proficiency in Microsoft Word and Excel
• At least three (3) years experience working in similar capacities
• Excllent interpersonal and customer service skills
• Good records management skills, certificate in the area would be an asset

We work in a small business environment and flexibility, initiative, team work and intrinsic motivation along with the following is critical:

• The ability to work effectively and collaboratively in a team environment
• Excellent time management, organization and follow-up skills
• Attention to detail and ability to work on own initiative
• Flexibility and adaptability to changing workloads and schedules

Send applications (cover letter and resume) by October 26, 2018.

Click to send application to Employer


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