Senior Records Management Officer - JG 7 - 1 Post at Independent Policing Oversight Authority (IPOA)

Job Purpose

• Responsible for maintaining records in the Authority

Key Responsibilities/ Duties / Tasks
Managerial / Supervisory Responsibilities

• Supervise implementation of electronic records management system in collaboration with ICT department

Operational Responsibilities / Tasks

• Implement policies, strategies, guidelines, plans, standards and procedures that impact on records management while ensuring compliance to applicable laws and circulars;
• Maintain and update records in the Authority;
• Monitor compliance with legislations that impact on records management;
• Prepare records and documents disposal schedule in liaison with relevant government agencies;
• Maintain file movement records;
• Sensitize staff on records management;
• Implement disaster preparedness, management and recovery program;
• Consolidate data for developing reports in records management division;
• Supervise implementation quality assurance standards in records management;
• Coach, mentor, supervise staff under their purview;
• Develop and implement Individual annual work plan; and
• Implement risk mitigation measures

Job Dimensions:
Financial Responsibility

• Draft budgets;

Responsibility for Physical Assets

• Responsible for Office equipment, furniture and records

Decision Making / Job Influence

• Operational decisions

Working Conditions

• Predominantly in an office setting with occasional field travel.

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

• Bachelor’s Degree in any of the following disciplines: - Information Science; Records
• Management, Library Science, Archives and Records Management or equivalent qualification from a recognized institution

Professional Qualifications / Membership to professional bodies

• Professional qualification and membership to a professional body where applicable
• Supervisory course lasting not less than two (2) weeks from a recognized institution

Previous relevant work experience required.

• Served in the grade of Records Management Officer I for a minimum period of three (3) years at IPOA job grade 8 or Six (6) years in a comparable and relevant position in the public or private sector

Functional Skills, Behavioral Competencies/Attributes:
Functional Skills: 

• Organization and Planning Skills
• Dispute Resolution Skills
• Decision Making Skills
• Interpersonal Skills
• Communication Skills

Behavioral Competencies/Attributes:

• Transparency and accountability
• Ethics and Integrity
• Team player
• Creativity and innovation
• Emotional intelligence
• Resilience
• Independence