Job Purpose
To organize, update and maintain the physical and electronic documents in accordance with the laid down procedures ensure that indexing, filing and referencing procedures are adhered to and facilitates the easy retrieval and security of the Corporation’s documents.
KEY PERFORMANCE AREAS
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Knowledge Management
Carries out knowledge management activities by following established procedures
Records & Archives Management
Opens, reads, classifies, indexes and registers official correspondence and files in relevant files
Records the movement of files to facilitate effective file location
Receives and processes requests from staff
Reviews file contents regularly to identify misfiled correspondence and transfer such correspondence to appropriate files.
Manage all physical records and archives to off-site locations.
Initiates transfer of records and documents to external document centres to ensure the recoverability of documents and to maximise the use of space.
Prepares and maintains accession lists for document retention and disposal schedules for approval by the supervisor.
Prepares and maintains inventories for projects documentations.
Implements and maintains the classification and indexing system for easy referencing.
Assist with the provision of all in-house reprographics needs, i.e. scanning, photocopying, printing and binding.
Executes physical disposal of content as determined or approved by relevant authorities.
Enterprise Content Management
Creates and maintains electronic content according to set standards and structures defined.
Uploads content into the Knowledge Management Repository.
Implements the workflow processes and defined timeframes set for content creation and review.
Executes all content packaging in readiness for dissemination to the Corporation.
Configures the archival repository to enable indexing and search capabilities for content that may be required from the archives.
Document Management
Creates, organizes and maintains documents to ensure uniformity and standardisation in accordance with laid down procedures.
Receives, archives documentation, and retrieves such information as and when required.
Initiates disaster recovery contingencies related to the Corporation’s documents such as the backup or transfer of documents to external document centers to ensure the recoverability of documents and to maximise the use of space.
Prepares and maintains document retention and disposal schedules for approval by the supervisor.
Drafts document management, indexing and referencing procedures and processes for approval and adoption by the supervisor.
Maintains the classification and indexing system for easy referencing.
Captures documents and drawings to the Document Management System to ensure availability of up-to-date information in accordance with approved document management procedures.
Data Collection & Analysis
Conducts research using primary data sources and selects relevant information to enable analysis of key themes and trends.
Measures and reports on the utilisation and accessibility of the Knowledge Management System.
Policy Development & Implementation
Delivers prescribed outcomes by working within established procedures.
Client & Customer Management
Carries out prescribed client management activities and provides support to others by following existing procedures.
Inducts employees on the document management lifecycle and how to use the Knowledge Management System.
Improvement / Innovation
Implements improvements and provides feedback while using change management systems and protocols to provide routine supportive services.
Safety, Health and Environment
Delivers own prescribed outcomes and/or provides support services by using the organisations safety, health and environment systems and protocols.
Principal Accountabilities/Responsibilities
To organize, update and maintain the physical and electronic documents in accordance with the laid down procedures ensure that indexing, filing and referencing procedures are adhered to and facilitates the easy retrieval and security of the Corporation’s documents.
Qualifications
- A recognized Degree in Information Management/Archives & Records Management/ Knowledge Management or equivalent
Experience
At least two (2) year’s experience
Experience in Knowledge Management and Document Management will be an added advantage.
Competencies
Reporting | Works under supervision at an elementary level using data to build reports that enable executives to make decisions on property/facility management. |
TECHNICAL SKILLS
Reporting
Works under supervision at an elementary level using data to build reports that enable executives to make decisions on property/facility management.
Knowledge Management
Works under supervision at an elementary level to develop a knowledge management system that can help the organization achieve its goals by collecting and using the information, data and intellectual resources of its employees.
Data Management
Works under guidance (but not constant supervision) to acquire, organize, protect and process data to fulfill business objectives.
Data Collection and analysis
Works under guidance (but not constant supervision) to analyze data trends for use in reports to help guide decision making.
Policy and procedures
Works under supervision at an elementary level to develop, monitor, interpret and understand policies and procedures, while making sure they match organizational strategies and objectives.
Risk Management
Identifies, assesses, prioritizes and manages risks in a production process with guidance (but not constant supervision).
Planning and Organizing
Works with guidance (but not constant supervision) to plan, organize, prioritize and oversee activities to efficiently meet business objectives.
Computer skills
Supports business processes with guidance but not constant supervision by understanding and effectively using standard office equipment and standard software packages.
Policy and Regulation
Works without supervision and provides technical guidance when required on interpreting and applying knowledge of laws, regulations and policies in area of expertise.
BEHAVIOURAL SKILLS
Teamwork and Collaboration
Works cooperatively as part of a team and collaboratively with peers, internally and externally. Specifically, cooperates; for example, supporting team decisions.
Self-Management
Manages own motivation and feelings to help the group function well. Shows courage, self-control, and integrity. Specifically, measures emotions; for example, interacting effectively in stressful or frustrating situations, continuing to work calmly while controlling strong emotions.
Initiative
Acts proactively to avoid problems or identifies and takes advantage of opportunities. Specifically, responds; for example, acting on presented opportunities.
Information Seeking
A desire to know more and seek information to inform decisions. Specifically, gathers information; for example, personally observing situations to understand them.
Adaptability
Responds to differences and changes in the internal or external context, taking a flexible approach to reach business outcomes. Specifically, tries new ways to do things; for example, coming up with alternative methods or ways of working.
Attention to Detail
Manages, tracks and attends to multiple pieces of information, bringing order and clarity. Specifically, checks own work; for example, using systems such as checklists to ensure accuracy.
Approach to Thinking
Thinks through situations of varying degrees of complexity and ambiguity, in order to understand them clearly. Specifically, uses common sense; for example, choosing practical approaches based on what most people would do.
Drive for Results
Focuses on assessing, measuring and improving performance. Shows drive and determination to meet short- and long-term goals. Specifically, takes accountability; for example, tracking his/her own performance against standards or measures.
Customer Focus
Identifies and meets the needs of internal and external customers, being continually focused on outcomes for customers. Specifically, communicates; for example, reporting back to customers on enquiries, or ensures that others do.
Job Challenges
Managing and/or meeting different customer needs
Retrieval of historic documents
Promoting a culture of knowledge sharing
https://insurance.jobsbotswana.info/CknQZ
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