Assistant Manager, Records Management at Office of the Controller of Budget (OCOB)

Job Purpose
This position is responsible for interpreting and implementing record management policies, including developing records management systems and planning appropriate office accommodations for registries.

Key Responsibilities/ Duties / Tasks 

• Coordinating the development, implementation and review of records management policies, strategies, regulations and procedures;
• Ensuring that file movement records are updated and maintained;
• Spearheading the establishment and maintenance of records management systems; 
• Ensuring the security of information and records in a registry/archives;
• Overseeing proper storage, custody and preservation of archives;
• Controlling the creation of records;
• Ensuring proper handling of documents, pending correspondence and bring-ups;
• Coordinating records survey process;
• Custodian of OCOB documents; 
• Overseeing appropriate office accommodation for registries; 
• Supervising the preparation of records management reports;
• Coordinating appraisal and disposal schedules of files and documents in liaison with relevant agencies as per the Public Archives and Documentation Act, Cap 19; 
• Liaising with relevant government agencies on appraisal and disposal of dormant documents and files; and
• Liaising with relevant government agencies on appraisal and disposal of inactive documents and files.

Job Dimensions: 

• Financial Responsibility
• Implementation of the budget for the department
• Responsibility for Physical Assets Responsible for the assets assigned by the office of the Controller of Budget as per office’s asset register

Decision Making / Job Influence 

• Analytical 
• Operational

Job Competencies (Knowledge, Experience and Attributes / Skills). 
Academic qualifications 

• Bachelor’s degree in any of the disciplines: Records Management, Information Management, Information Science, Archives and Records Management or equivalent qualification from a recognised institution;

Professional Qualifications / Membership to professional bodies Membership in good standing with a relevant professional body

• Previous relevant work experience required. 
• Served as a Records Management Officer for at least four (4) years or at least eight (8) years of experience in a relevant field.

Functional Skills, Behavioural Competencies/Attributes:

• Certificate in management course lasting not less than four (4) weeks from a recognized institution; 
• Proficiency in computer applications;
• Met the requirements of Chapter Six of the Constitution; and
• Shown merit and ability as reflected in work performance and results.