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Job Purpose

To develop and implement efficient systems for the acquisition, classification, storage, retrieval, control and dissemination of technical documentation relating to the power plant and equipment.

KEY PERFORMANCE AREAS

Library and Information Resource Centre Management
Develops an effective information acquisition system for the Resource Centre and Technical Libraries.

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Sources information in required form for users and disseminates such information.

Maintains and updates indexes of the Resource Centre and Technical Libraries. and archives.

Administers and maintains access rights to the document management system to ensure the security and accessibility of documents.

Designing and refining search and retrieval processes to harvest relevant research from a wide range of online(and hard-copy)sources

Coordination a current awareness service

Providing a referencing service and advice to other team members and occasionally to clients

Designing and caring out researches for systematic reviews

Producing technical reports and research briefings

Maintaining a collection of physical (books, articles etc.) and digital resources

Advising on the management of Intellectual Property Rights.

Manage the provision of Courier and Messengerial Services.

Performs research and document delivery services using a range of specialised commercial databases in addition to standard sources and databases.

Assist in development and maintenance of relevant databases by; keeping data accurate and current; preparing new material as needed.

Provides administrative support to the library, and technical assistance to its digitization operations.

Assisting in the coordination and preservation of documentation of historical events.

Knowledge Management

Identifying and implementing toots to advance Knowledge Management.

Helping disseminate information about the organisation’s knowledge sharing program to internal and external audiences, including organizing knowledge sharing events, maintaining communications on knowledge sharing across BPC, participation in orientation and training sessions, and preparation of brochures/presentations.

Assist in the execution of all knowledge culture initiatives.

Client & Customer Management

Supports internal and external customers to ensure their needs are met and/or helps senior colleagues manage client relationships.

Prepares and dispatches requested documents to stakeholders.

Compliance

Highlights shortcomings and suggests improvements in current compliance processes, systems and procedures within assigned unit and/or discipline.

Data Collection & Analysis

Conducts research using primary data sources and selects relevant information to enable analysis of key themes and trends.

Data Management

Extracting and managing data on relevant research from electronic databases and other published sources using search engines, query tools and other more traditional approaches.

Designing, constructing and maintaining in-house databases of relevant material, including library catalogue.

Designing, or helping others to design, research data retrieval, storage, and analysis techniques and tools to support primary and secondary research activities.

Receives, archives documentation , and retrieves such information as and when required.

Delivers prescribed outcomes by working as directed within established data management systems and procedures.

Initiates disaster recovery contingencies related to divisional 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.

Develops and 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.

Carries out document management sourcing for the entire department to ensure uniformity and standardisation in accordance with laid down procedures.

Drafts document management, indexing and referencing procedures and processes for approval and adoption by the division.

Develops and administers an online library and its protocols.

Improvement / Innovation

Identifies shortcomings and suggests improvements to existing processes, systems and procedures, then delivers a plan for a small element of a change management program with guidance from a project/program manager.

Internal Communications

Executes a communications plan by working within established internal communication systems and procedures.

Quality Management

Helps management to implement quality standards and assurance change initiatives and/or make continuous operational improvements.

Safety, Health and Environment

Operates in accordance with policies and rules, while performing routine safety checks on own equipment and workspace.

Contributes to the development of risk assessments.

Principal Accountabilities/Responsibilities

To develop and implement efficient systems for the acquisition, classification, storage, retrieval, control and dissemination of technical documentation relating to the power plant and equipment.

Qualifications

A recognized Degree in Library and Information Studies or equivalent.

Experience

At least two (2) year’s experienceExperience in Knowledge Management will be an added advantage.

Competencies

TECHNICAL SKILLS

DESCRIPTION

Customer Service Delivery

Works without supervision while providing technical guidance as needed on meeting high customer service standards.

Research Methods

Works without supervision and provides technical guidance when required on conducting research using appropriate methods, tools, processes and software.

Risk Management

Identifies, assesses, prioritizes and manages risks in a production process without supervision and provides technical guidance when required.

Computer skills

Independently supports business processes with comprehensive understanding and effective use of standard office equipment and standard software packages, while also providing guidance and training to others.

Data Collection and analysis

Works without supervision and provides technical guidance when required on analyzing data trends for use in reports to help guide decision making.

Data Management

Works without supervision and provides technical guidance when required on acquiring, organizing, protecting and processing data to fulfill business objectives.

Planning and Organizing

Works without supervision and provides technical guidance when required on planning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.

Policy and procedures

Works without supervision and provides technical guidance when required on developing, monitoring, interpreting and understanding policies and procedures, while making sure they match organizational strategies and objectives.

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.

Review and Reporting

Works without supervision and provides technical guidance when required on reviewing and creating relevant, lucid and effective reports.

Verbal Communication

Applies comprehensive knowledge to act independently while providing guidance and training to others on using clear and effective verbal communications skills to express ideas, request actions and formulate plans or policies.

BEHAVIOURAL SKILLS

DESCRIPTION

Understanding Others

Takes an active interest in other people. Seeks to understand their individual perspectives and concerns and accurately hears the unspoken or partly expressed thoughts, feelings and concerns of others. Specifically, actively listens; for example, repeating what was heard to check understanding, particularly in difficult conversations.

Collaborative Influence

Win the hearts and minds of others across boundary collaborations and to do the right thing, regardless of formal authority. Specifically, invites individual cooperation; for example, inviting the sharing of alternative solutions or viewpoints.

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, cuts through complexity; for example, explaining complex situations or data in a way that is easy for others to understand.

Customer Focus

Identifies and meets the needs of internal and external customers, being continually focused on outcomes for customers. Specifically, corrects problems; for example, communicating with customers regarding expectations, to monitor delivery and satisfaction.

Drive for Results

Focuses on assessing, measuring and improving performance. Shows drive and determination to meet short- and long-term goals. Specifically, improves performance; for example, enhancing and improves the efficiency and effectiveness of processes.

Information Seeking

A desire to know more and seek information to inform decisions. Specifically, researches; for example, conducting debriefs following completed projects to understand what worked well and what did not.

Organizational Systems Thinking

Considers and addresses the organization as a set of interacting systems so as to structure and align organizational ways of working to the strategy or organizational purpose. This is about changing structure, systems, processes (the ‘plumbing’ of the organization) – it is not the interpersonal aspects of leading change. Specifically, identifies areas for change; for example, diagnosing misalignment between the organizational structure or model and the desired outcomes.

Job Challenges

Up to date and availability of documents

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