Assiatant Director: Records, Security and Facilities Management at Northern Cape Department: Economic Development and Tourism

REQUIREMENTS :

• Applicants must be in possession of NQF 6 tertiary qualification in Public Administration or Public Management/Administration. 3-4 years’ admin officer experience within the Public Service Records/Facilities/Security Management environment. and A valid driver's license.

DUTIES :

• Coordinate departmental records management services: Attending to clients and escalation of enquiries, Advise the department on nature of information that can be provided to the public through PAIA, Opening and closing files according to the record classification system, Ensuring compliance with statutory regulations (e.g., POPIA, PAIA, National Archives).Managing both physical and digital records (EDRMS). Developing retention schedules and security protocols.
• Filing/ storage, tracing (electronically/ manually) and retrieval of documents and files, Ensure all records are kept safe, Keep records of archived documents, Ensure a systematic disposal programme is in place and assist with disposal of documents, Scanning files for electronic database purposes, Organizing and packing files for archives and distribution, Development of records management policy and Standard Operating Procedures. Facilitating effective and efficient departmental facilities management services: Organizing and allocating parking spaces for departmental officials. Attending to complaints regarding maintenance issues of departmental buildings, liaising with relevant service providers, landlords and other relevant stakeholders to resolve maintenance issues. Sourcing office accommodation for departmental officials as well as interns when need arises.
• Monitoring the implementation of repair and maintenance activities within the department Implement policies, protocols, norms, standards and strategies relating to Facility Management. Coordinating auxiliary services within the department: Provision of cleaning services for all departmental buildings Inspecting the quality and quantity of cleaning materials provided by service providers to ensure it is up to standard and in accordance with specifications. Hygiene and pest control services for the department.
• Rendering security support services within the department: Rendering screening and vetting processes within the department, Monitoring the biometric access system of the department, attending meetings relating to security activities and requirements within the department. Provision of general management within the Security, Records management and Facilities Component: Supervision of subordinates, Delegation of work, leave management administration, enabling staff development and ensuring proper performance management, Maintaining discipline within the component according to relevant departmental policies and prescripts