Assistant Director: Archives & Office Support Services

Requirements

A minimum of three-year tertiary qualification (NQF Level 06)/ National Diploma in Public Administration/ Information Science, Records Management; Relevant years’ experience in records management at supervisory level. Knowledge: National Archives and Records Service of South Africa (NARSSA); Promotion to Access to Information Act (PAIA); Promotion of Personal Information Act 48 (POPI); Information Security Policy; Electronic Document Management System; Electronic Communication and Transaction Act (no. 25 of 2002); Minimum Information Security Standard (MISS); Public Service Regulations (PSR); Public Service Act (PSA); Supply Chain Management Framework; Public Finance Management Act; Code of Conduct for Supply Chain Management Practitioners; LOGIS and Treasury Regulations. Skills: Project management; Management skills; Problem identification and solving skills; Organisational presentation skills; Numeracy; Relationship management; Interpersonal and diplomacy skills; Decision making skills; Motivational skills; Negotiation skills; Conflict management; Advanced verbal communication and report writing skills; Computer literacy; Report Writing. Personal Attributes: High ethical standards; Ability to conduct business with integrity; Ability to promote mutual trust and respect; Innovative; Reliable; Flexible; Creative; Solution orientated; Highly motivated and Ability to meet tight deadlines whilst delivering excellent results. Other: Willing to adapt work schedule in accordance with office requirements.

Key Responsibilities

Implement effective records management systems-:Facilitate the implementation of records management policies and guidelines; Advise and coordinate the use of approved File Plan by departmental units; Reduce the duplication of records to improve information sharing; Implement records preservation strategies on crucial records; Monitor and evaluate records management practices for compliance; Undertake regular reviews and analysis of records management training needs; Raise awareness on records management and information practices; Provide compliance report on records management to the management. Supervise the Departmental registry operations:-Facilitate access to information and records; Regulate the receipt and flow of related documentation; Ensure that files are available on request; Ensure the tracing of files; Coordinate the provision of printing works; Manage the dispatching of outgoing mail; Monitor and track the utilisation of files from the Registry; Control the maintenance and application of the filing system; Conduct regular registry inspections/audit. Manage office support services: Provide postal and courier services; Manage the provision of driving services to transport passengers and deliver other items (mail and documents) for the Department; Ensure effective schedules for drivers and messengers; Manage the photocopying services; Manage the telephone accounts activities. Implement systematic disposal of inactive records in accordance with applicable prescripts-:Develop systematic disposal programme; Conduct records audit to determine which records/ archives to be dispose; Compile the application for disposal authority and submit to National Archives; Ensure authorization of records to be disposed; Provide advice on the disposal of records, particularly how long records should be kept; Manage the register of documents that have been disposed. Supervise employees to ensure effective service delivery -: Provide general supervision of employees; Allocate duties and do quality control of the work delivered by supervisees; Advise and lead subordinates with regard to all aspects of the work; Manage performance, conduct and discipline of subordinates; Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently and effectively; Develop, implement and monitor work systems (Rea-patala) and processes to ensure efficient and effective functioning.

How to Apply

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