Job Information
Job Information
Description
New!
Records/Special Library Manager (GMG/SEG 2)
Company Information
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Office of The Governor-General and Staff, Kings House
Category
Media, PR & Communication
Posted
17-09-2024
Job Status
Start Publishing
17-09-2024
Stop Publishing
01-10-2024
Applications are invited for the following post in the Office of The Governor-General and Staff, Kings House: Records/Special Library Manager (GMG/SEG 2), salary range $4,266,270 – $5,737,658 per annum.
Job Purpose
The incumbent will ensure the operation and maintenance of an efficient and organised Records Management System, a Special Library and an Archival Museum. The incumbent organises the material which flows to the Office of the Governor-General and provides the Staff with the information they need to assist them in making informed decisions, while complying with the International Records Management Standards (ISO 15489:1-2001 and 23081: 2006/07), the Jamaica Library Service Act, 1949, and the Archives Act, 1983.
The Records/Special Library Manager achieves the above by being supportive of ‘A culture of excellence through people performance and partnerships,’ coupled with leadership, self-motivation, commitment, accountability and responsibility.
Key Responsibilities
Management/Administrative:
- Contributes to the development of the Office’s Corporate/Strategic and Operational Plans, as well as the implementation and monitoring of same;
- Prepares, justifies and monitors an annual Budget and Operational Plan and monthly Cash Flow which ensures the equitable provision of services and promotes the use of information in order to effectively meet the needs of clients, in a cost-effective manner;
- Prepares and keeps current, a Desk Manual of standard operating procedures for activities.
Technical/Professional:
Records Management
Records Management
- Plans, implements and co-ordinates an efficient and effective Records and Information Management Programme by:
- Storing, arranging, indexing, cataloguing and classifying records according to internationally-accepted systems
- Facilitates the development and maintenance of Filing Systems, including Alphabetic, Numeric, Alphanumeric and Chronological
- Compiles and supervises the update of a Master File Index for administrative records
- Determines the administrative, fiscal, legal, operational, historical and research value of records and applies retention periods
- Establishes appropriate systems and provides access to records for operational and strategic purposes. Responds to enquiries from internal and external customers and enables appropriate access to information
- Carries out inventories of active and inactive records, including their subject content, arrangement, type, location, volume, etc., to identify deficiencies, shortcomings or problems
- Identifies the most appropriate records management software and other resources to enhance the efficiency of paper-based and electronic records;
- Administers policies and provides a framework to guide the Administrative Professional staff in the management of records;
- Collaborates with the Government Archivist and the Government Records Officer at the Jamaica Archives and Records Department (JARD) regarding the disposal of legal, financial, personal and administrative non-current records;
- Co-ordinates the destruction of security-classified records by shredding or burning, in accordance with Government security regulations;
- Facilitates the declassification of relevant Top Secret, Secret and Confidential files by the Governor-General’s Secretary, in accordance with GOJ guidelines;
- Supervises the transfer of valuable and dormant records to the King’s House Records
- Centre or the Jamaica Archives to preserve the Corporate memory and heritage and help ensure the preservation of archives for the future;
- Ensures adherence to GOJ’s security and safety regulations as they affect Records and Information Management and material equipment. Prepares a Records Management Disaster Preparedness and Recovery Plan, which sets out standards, policies and guidelines;
- Pursues job enrichment activities by:
- Maintaining current knowledge of automated and related technologies and laws affecting Strategic Records and Information Management
- Establishing local, regional and international networking relationships with other professionals
- Participating in continuing professional education through formal and informal courses, seminars and self-study.
Special Library
- Maintains a Special Library with relevant material and appropriate equipment to enable the Staff to access information which will assist them in carrying out their duties more efficiently;
- Stores, arranges, indexes, catalogues and classifies books and other material according to internationally accepted systems, namely, Dewey Decimal Classification System, Anglo American Cataloguing Rules and Sears List of Subject Headings;
- Pursues Collection Development strategies to improve the Library through the acquisition of books, periodicals and audio-visual materials;
- Carries out regular update of the Laws of Jamaica and Subsidiary Legislation;
- Organizes Government publications, including The Jamaica Gazette, Quarterly and Annual Reports and Plans;
- Contributes relevant articles to the King’s House Newsletter and the King’s House
Website; - Ensures a Library Disaster Preparedness and Recovery Plan is implemented and kept current, and that the Library is prepared to respond to disasters.
Archival Museum
- Implements appropriate mechanisms and procedures for editing permanent records and historically valuable documents - recording, archiving, handling, preserving and storing works of art, souvenirs and other material of archival value. These include items received by Their Excellencies on behalf of the Nation;
- Arranges with the Jamaica National Heritage Trust and/or the National Gallery for the repair and conservation of archival items;
- Researches and records the origins and historical significance of buildings, flora, fauna and archival material on the King’s House property in order to preserve Corporate memory and heritage;
- Facilitates Museum tours;
- Develops and mount displays and exhibitions.
Human Resource:
- Provides leadership to direct report and ensures he or she is proficient and efficient in carrying out tasks;
- Provides direct report with monthly project schedules related to specific tasks and responsibilities. Monitors the work to ensure compliance;
- Ensures that direct report is aware of and adheres to the King’s House Standing Orders, relevant policies, standard operating procedures and other related regulations;
- Attends Staff meetings and submits reports as required by the Deputy Governor-General’s Secretary – Corporate;
- Supports achieving team work which contributes to satisfactory service delivery;
- Performs other related functions assigned from time to time.
- Required Knowledge, Skills and Competencies
- Excellent knowledge of the King’s House Standing Orders and other related regulations
- Proficiency in the use of relevant computer applications
- Excellent presentation and oral and written communication skills
- Good interpersonal skills
- Strong research and information-gathering skills
- Ability to display high degree of tact, confidentiality, diplomacy and integrity
- Knowledge of a foreign language (useful but not mandatory)
Minimum Required Qualification and Experience
- Bachelor’s Degree in Records Management or Library Science or Archival Studies or related discipline;
- Training in Information Systems;
- Three (3) years managerial experience;
- Experience with grant and proposal writing (useful but not mandatory).
Special Conditions Associated with the Job
- Work involves standard office setting with the ability to operate office equipment;
- May involve exposure to dust and/or mould;
- May require the ability to bend, stoop, pull drawers open and closed to retrieve files and lift boxes up to 25 pounds.
Applications accompanied by résumés should be submitted via email, no later than Monday, 30th September, 2024 to:
Director, Human Resources and Administration
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Email: humanresources@kingshouse.gov.jm
Please note that only shortlisted applicants will be contacted.
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