Manager, Policies Procedures & Records Digitalisation

Job Purpose? 

Under the direction of the Chief Information Officer, the Manager, ICT Policies, Procedures & Records Digitalization, is responsible to: 

• Establish and maintain appropriate and effective ICT policies within the JCA. 
• Oversee the formalisation and development of an ICT project management framework for implementing business ICT solutions. 
• Devise strategies for the integration of modern records management practices within Customs. 

?Key Responsibility Areas?? 

Technical / Professional Responsibilities? 

• Establishes and maintains an IT project management framework.  
• Establishes and maintains an ICT project monitoring, measurement, and management system for all ICT projects in the JCA ICT project portfolio. 
• Works with JCA executives to ensure that IT projects have sponsors with sufficient authority to own the execution of the project within the overall strategic programme.  
• Educates and assists project managers to build and review project charters, schedules, quality plans, budgets, and communication and risk management plans. 
• Monitors ICT projects and assure the participation and commitment of project stakeholders.  
• Defines and implements project assurance and review methods and ensures the effective control of projects and project changes. 
• Reviews records management systems used for both manual & electronic records and makes recommendations for improvement on an Agency-wide basis. 
• Coordinates Records Management activities with user Units. 
• Ensures routine inventory of records is coordinated with organizational work units, and advice and guidance on applying records management principles and standards are given. 

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Management/Administrative Responsibilities? 

• Ensures that all required processes, systems, and controls are in place within the Section to enable the achievement of its objectives effectively and efficiently and ensure the effective and efficient use of resources. 
• Ensures the timely delivery of the Section’s responsibilities to the JCA’s annual corporate planning and budgeting process. 
• Ensures that appropriate communication and knowledge management systems are in place within the Section and with other internal or external Divisions/Branches to facilitate the sharing of relevant information in an accurate and timely manner. 
• Ensures that the work of the Section is adequately documented to facilitate the development of operational manuals, outlining applicable policies and procedures for the operational activities, with the view to amalgamating them into a single Operations Handbook for Jamaica Customs. 
• Establishes and maintains a culture that fosters teamwork, employee empowerment and commitment to the Sections and organisations’ goals. 
• Prepares reports and project documents as?required.??? 
• Develops, monitors, and coordinates budget preparation and monitoring and signs off on related requisitions for the Section. 

Human Resources Responsibilities 

• Provides day-to-day guidance and manages the section activities and operations. 
• Monitors and evaluates the performance of direct reports, prepares performance appraisals, and recommends and indicates corrective actions where necessary to improve performance and attain established personal and organisational goals. 
• Undertakes human resource management-related functions, including staff selection, training, and discipline by the Agency’s policies and procedures, and convening staff meetings to discuss issues and matters/challenges that impact the Section’s performance to determine appropriate solutions. 
• Participates in recruiting staff for the section and recommends transfer, promotions, terminations, and leave according to established human resource policies and procedures. 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, monitoring, and coaching. 
• Ensures the welfare and development needs of skills in the unit are identified and addressed. 
• Recommends disciplinary action where necessary in respect of direct reports. 

Customer Service Responsibilities 

• Maintains customer service principles, standards, and measurements. 
• Identifies and incorporates the interests and needs of customers in business process design.   
• Ensures critical success factors are identified and meet expectations.  

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time.  
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Enforces Health & Safety Policies & Procedures and mitigates and minimises workplace hazards.  

Required Competencies? 

???Core  

• Strong judgment and problem-solving skills.? 
• Ability to communicate, interact and work effectively and cooperatively with technical and non-technical staff, including executive management, in a fast-paced environment. 
• Effective oral and written communication skills, especially in terms of interaction with professional colleagues and non-technical users. 
• Excellent leadership and staff management skills. 
• Excellent time-management, planning and organizational skills.  
• Excellent decision-making and problem-solving skills. 
• Keen attention to detail and accuracy. 
• Excellent interpersonal and customer service skills. 
• Excellent organizational and communication skills. 
• Ability to work under pressure and respond professionally to multiple crises. 
• Keen commitment to providing superb customer service. 
• Ability to display high ethics, confidentiality, professionalism, and integrity. 
• Ability to demonstrate high levels of professionalism, integrity and ethics. 

Technical  

• Strong grounding and experience in ICT Control and project management practices. 
• Working familiarity with ICT control frameworks Knowledge of COBIT and related ICT control frameworks. 
• Good knowledge of ICT project management. 
• Working knowledge of relevant computer applications and systems. 
• Training in records management, and experience supervising a records management function. 
• Sound understanding of customs administration and operations. 

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Minimum Required Education and Experience?? 

• ? Master’s Degree in Computer Sciences, Information Management or similar ICT-related disciplines with at least six (6) years of related experience in information technology, of which two (2) years should be in an ICT management post and at the managerial level. 

OR 

• Bachelor’s Degree in Computer Sciences, Information Management or similar ICT-related disciplines with at least 10 years of related experience in information technology, of which four (4) years should be in ICT management and at the managerial level. 
• COBIT Foundation training and certification. 
• Member of a records management professional organization, such as JARMA/ARMA. 
• Supervisory Management Training/Experience. 
• Project Management Training/Experience. 
• Training in Business Management. 

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Special Conditions Associated with The Job? 

• Work will be conducted in an office equipped with standard office equipment and specialized software.  
• The environment is fast-paced with ongoing interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.  
• Travelling required (>30%) periodically to represent JCA on ICT policies, project and records management-related matters locally and internationally.