Director, Documentation, Information & Access Services (GMG/SEG 3)

JOB PURPOSE

This position exists to maintain a corporate – wide Records Management Programme, aimed at providing the information necessary to support the organization’s mandates.  This includes the development of specialized systems to manage the various records series in compliance with the Archives Act & Regulations and Government Thrust Towards Standardization of Records and Information Management Systems and adherence to the Financial Administration & Audit Act through efficient   Mail and Correspondence Management Services.  The incumbent is charged with the responsibility for the administrative functions of the DIAS Unit with emphasis on compliance with the Access to Information Act 2002, within the Legal and Constitutional Affairs portfolio.

KEY RESPONSIBILITIES

• Develops Strategic Business Plans: Corporate/ operational.
• Develops strategies for managing increasingly complex and often conflicting interests regarding a very wide variety of access to information requests.
• Compiles an Access to Information manual containing dissemination of functions, duties, services of the Ministry and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information.
• Develops, through networking, cross reference systems for non-exempt documents for facilitating the referral process under the Access to Information Act;. Acts as the key contact for strategic advice regarding compliance with the Archives Act and Regulation for the retention, storage and destruction of records.
• Establishes a process for receiving, documenting, tracking investigating and taking action and all complaints concerning the Ministry policies and procedures in relation to Access to Information.
• Facilitates the conduct of internal reviews of decisions made by the Records Committee, where an internal review is sought by an Access to Information (ATI) applicant.
• Provides policy advice on the ATI Act and other legislations arising from ATI Act issues.
• Prepares and present Ministry’s case to the ATI Appeals Tribunal in matters before it involving appeals against the Ministry’s decision for access.
• Maintains systems in collaboration with other Units in order to facilitate the public in accessing non-exempt documents.
• Exercises judgement in reviewing documents which may require partial deletion of sensitive information.
• Ensures appropriate response to requirements to disclose records as a result of litigations with specific reference to information management.
• Implements a process of receiving, documenting, tracking, investigating and taking action on complaints concerning the Ministry’s policies and procedures in relation to Access to Information.
• Initiates reviews of the Ministry’s relevant legislation, regulation, policies, procedures, programmes and information systems to ensure compliance with the Archives Act and International Standard (ISO).
• Develops long range forecasts for the Records and Information Management Programme within the Ministry.
• Provides secretarial services to a functional Records & Information Management Committee.
• Develops and administers a centralized Corporate Records and Information Management Programme.
• Plans, develops and establishes policies and procedures for operations essential to the effective delivery of information.
• Plans and design an effective vital records protection and disaster recovery programme for the Ministry.
• Recommends and monitors the implementation of appropriate security and control systems and procedures to protect the Ministry’s documentation resources from loss by theft and natural disasters.
• Produces and submits reports on progress, challenges etc. and make recommendations for improvements.
• Provides technical advice to the Permanent Secretary on Records & Information Management issues.
• Prepares and submits special, monthly, quarterly and annual reports to the Permanent Secretary/Office of the Prime Minister etc.
• Maintains efficient documentation systems to facilitate Managerial, Procedural and & Financial Audits.
• Advises on documents which should not be released because they fall into the exempt category.
• Represents the Ministry of Legal and Constitutional Affairs in local information networks and public information fora.
• Prepares Budgets and Annual Estimates of Expenditure.
• Guides, monitors and appraises staff performance.
• Conducts HR Functions as required for the Unit.

REQUIRED COMPETENCIES

• Excellent oral and written communication skills.
• Excellent interpersonal and customer relations skills.
• Excellent planning and organizing skills.
• Excellent problem solving, analytical and decision-making skills.
• Good time management skills.
• Excellent leadership skills.
• Excellent Records Management processes and procedures.
• Proficient in the use of relevant computer applications. 
• Knowledge of the principles and practices of Management.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree in Library and Information Management Services or Archival Studies and 
• Diploma in Management Studies or Records Management 
• Seven (7) years’ experience as a Librarian or related professional field, three years of which should be in a managerial position

OR

• First Degree and Post graduate Diploma in Library or Archival Studies
• Eight (8) years’ experience in the field, three years of which should be in a managerial position

The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.