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UNICAF

Records Management Officer – Botswana Power Corporation

Job Purpose

​To establish and maintain an effective records and information management service to the Corporation, ensuring proper identification, storage, retrieval, protection, preservation and retention of records to support decision making and service delivery.

 

Principal Accountabilities/Responsibilities
  1. The successful incumbent will be accountable and responsible for, but not limited to the following:
  2. Audits records inventories to determine effectiveness of records systems;
  3. Assists in the development of records management policies and recommends suitable procedures to management;
  4. Advises and trains staff on records management to ensure efficient records management;
  5. Facilitates accurate capture, storage and classification of records in order to ensure efficient retrieval of records:
  6. Monitors and controls the migration of files amongst users and also migration of records from paper to electronic records management systems( as necessary) and assists in the capturing of data in the HR Management Systems;
  7. Monitors compliance with records management policies and procedures and recommends appropriate action to correct breach of same;

     

  8. Operates the Human Resources central records registry systems;
  9. Controls the location and storage of records, including conducting an annual records audit and organizing the disposal of records in accordance with their retention schedule;
  10. Protects the integrity and confidentiality of essential records;
  11. Protects records from fire and water or any other calamity
  12. Maintains a collection of publications, including brochures, leaflets, and in particular advertisements that are relevant to Human Resources for reference purposes.
  13. Ensures that all safety and loss control standards (Safety Health and Environmental) contained in the Corporation’s standards are adhered to.
  14. Undertake such other related duties as directed by the supervisor.
Qualifications

​A recognised University Degree in Archives and Records Management or equivalent

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Experience

At least three (3) years post qualification experience in records management, preferably in an HR environment.

Competencies
  • ​Records Inventory monitoring & Cataloguing
  • Analytical skills and Attention to detail
  • Planning and organizing
  • Commercial Awareness
  • Interpersonal Skills
  • Problem Solving, Innovation and creativity
  • Team Orientation
  • Process Management
  • Drive for Results
  • Customer Focus
  • Action Orientation
  • SHER
  • Values, Ethics and Integrity

 

Job Challenges
  • ​Timely retrieval and availability of records
  • Accurate and up to date databases
  • Confidentiality and Security of information
  • Timely and efficient ar​chiving of correspondence ​

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