Knowledge and Information Officer – Information Lifecycle Operations – Botswana Power Corporation

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​

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

 

 

CLICK LINK BELOW TO APPLY

https://insurance.jobsbotswana.info/CknQZ