Senior Specialist: Information Management

**_ Equity Statement :Preference will be given to suitably qualified Applicants who are members of the_**
**_designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating_**
**_Division._**

**_ Alternative Application Methods: (Completed Curriculum Vitae to be submitted)_**

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**_ Operating Division : Transnet Corporate Centre_**

**_ Position Title : Snr Specialist: Information Management_**

**_ Employee Group : Permanent_**

**_ Department : Secretariat_**

**_ Location : Johannesburg_**

**_ Reporting To : Company Secretary_**

**_ Grade Level : E_**

**_ Reference Number : 6004459_**

**_ Position Purpose:_**

To ensure safe custody, confidentiality, integrity and accessibility of all documents and statutory records within Group

Company Secretariat.

To render effective and sound document and records management solution and systems

To coordinate the implementation of the Electronic Content Management System (ECM), in compliance with Corporate

Governance Practices.

**_ Position outputs:_**

1.Develop and maintain an effective and secure records management system (e-filing and paper-based filling system)
- designed to ensure that record keeping practices meet the company and departments’ objectives:
- Responsible for the enhancement of SharePoint functionality
- Conduct regular reviews of the record management system to align with business changing needs
- Participate in the planning of all new electronic systems to ensure that record management and information security

requirements are taken into account
- Monitoring the usage as well as the enhancement of Electronic Records Management System and Declaration of Interest

system
- Coordinates and prepares documentation as required
- Maintains accurate and reliable records as well as records management repository
- Maintains the confidentiality and security of documented and discussed information
- Ensures the availability of and easy access to the full range of internal and external governance related documentation

2.Ensure accessibility and safe custody of departmental correspondence and statutory records

3.Provide end-user training on how information and documentation is stored and managed to maintain quality and security at

all times

4.Identify risks, areas of improvement and effective controls to improve the state of records management within the

Department - implement the BCP and Disaster Recovery Plan
5.Identify vital records and ensure safe custody and accessibility at the recovery site (BCM)

6.Ensure preservation of records and make them accessible over time in order to meet business requirements

7.Compiles quarterly reports on compliance with relevant governance policies and procedures (e.g. Annual declaration of

interests, DoA cascading monitoring report) for relevant governance structures e.g. Group Executive Committee,

Remuneration, Social and Ethics Committee

8.Drafts, implements and monitors document, data and records management policies and procedures

9.Manage the development of systems and processes to give effect to the execution of governance policies

10. Administers relevant systems to ensure sound corporate governance, including the integrity, confidentiality, accessibility

and reliability of company data and records

11. Monitor the cascading process of the Delegation of Authority (DoA) Framework by Management Levels A-B and compile

report on compliance

12. Assist with all necessary information required for forensic or other audit activities

13. Ensure that information can be identified and retrieved when required by providing well-structured record classification

systems and record keeping systems

13.Conducts continuous research, development and benchmarking to stay abreast of relevant information governance

concepts, regulatory requirement, trends and technology

14. Maintain a register of all classified information within Transnet (implementation of the Information Classification Policy)

15.Monitors compliance with statutory and legislative directives

16. Ensures compliance with applicable legislation, including the PFMA, Companies Act, National Ports Act, Memorandum of

Incorporation as well as the King IV

17.Harvest signature for approved governance policies an ensure that they are published on the corporate Intranet and

circulated Transnet wide

18.To manage sensitive information relating to the Board and Prescribed Officers

19.ct as liaison officer for Group Secretariat with Internal and External Stakeholders for information management related

activities and process

20.Ensure great quality of documents, records, metadata:

- Responsible for ensuring the accura