Records Management Officer

2 months ago

Cape Town, South Africa Nalibali Trust Full time

_**We are looking for a motivated individual to provide services to ensure that both electronic and paper-based records can be identified and retrieved by providing well-structured records classification and record keeping systems for the Nal’ibali Trust.**_

The Records Management Officer will be responsible for overseeing the design, implementation and effective management of record management system for Nal’ibali. Provide administrative support in relation to document management and record keeping of all records and information documents for Nal’ibali. To assess, monitor and evaluate the implementation and effectiveness of the records/information systems, processes and procedures.

**Policy and Procedures**
- Ensure that records are archived in line POPI Act
- Define and implement records management policies and strategies
- Ensure that archive is in line with correct records managements practices
- Responsible for the capacitation of all departments with the relevant knowledge and tools to ensure maintenance of records in each functional area aligned to records management policy and procedures.

**Records Management**
- Contribute to the maintenance of Nal’ibali records management system (electronic and hardcopy) in a manner that ensures availability, integrity and confidentiality of all files
- Manage the transfer of files to the approved system
- Ensure that all internal and external correspondence is correctly administered and filed
- Ensure that data provided for archival reporting is accurate and reliable.

**Maintenance of Filing System**
- Responsible for the implementation of the approved file plan
- Responsible for the day-to-day organization and space allocation of files
- Collaborate with management across the organization to establish data and records cleanup, maintenance, and quality control processes.

**Disposal and Protection of Records**
- Provide input to the disposal plan of all the old records
- Ensure adherence to legal retention standards
- Communicate to staff on disposal updates and ensure adequate
- disposal and protection of documents in line with Archive Regulation

**Requirements**:

- Bachelor’s Degree/ National Diploma in Archives/Records Management
- Postgraduate qualification or equivalent in a relevant field is advantageous
- 5+ years working experience in Records Management/Information Management
- Experience in the fields of paper-based and electronic records management.
- Extensive knowledge of electronic records management, including SharePoint and cloud storage administration and security knowledge
- Print production knowledge and experience
- High level of confidentiality
- Microsoft Excel, Word and PowerPoint (Intermediate or Advanced)
- Microsoft Office 365 Suite of products (SharePoint, OneDrive)
- Extensive knowledge of administration software
- Fluency in an additional South African language is desirable

**Job Type**: Temporary
Contract length: 3 months

**Education**:

- Bachelors (required)

**Experience**:

- working in Record/Information management: 5 years (required)
- SharePoint, cloud storage, security and print production: 5 years (required)

Application Deadline: 2024/10/11

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