Manager: Information and Records Management (Midrand) at Civil Aviation Authority (SACAA)

OVERALL, PURPOSE OF THE JOB

• Oversee all of the information, knowledge and records management activities for the SACAA including but not limited to management of the document and records life cycle; oversee and facilitated the update and use of Electronic and Content Management System and management and securing of Organisational Information Knowledge; security of information in the Organisation.  To develop and manage an organisation wide records management programme designed to ensure that record keeping, and records management practices effectively meet the organization’s objective. To ensure that the records management practices of the Organisation comply with requirement of the National Archives and Records Services of South Africa (NARSSA) Act no. 43, 1996 as amended or its provincial equivalent, as well as other regulatory requirement.

Ensure the maintenance and preservation of SACAA records 

• Establish and maintain efficient and effective document and records management in SACAA including but not limited to (Classifying, indexing records; destroying or archiving data/records in accordance with the relevant policies and procedures.).
• Liaise with the National Archivist and perform all responsibilities prescribed by the relevant archival legislation. Ensure that records management awareness training programme forms part of the SACAA induction training.
• Formulate, revise records management and ensure compliance with policies and procedures.
• Overall control of all records within SACAA including the Registry.
• Management of the records of SACAA and formulation of records management strategy, policies and procedures.
• Develop, control, maintain and implement NARS approved File plan/system.
• Safely preserve all records (maintenance).
• Dispose of all records.
• Management of Records Retention Schedule
• Monitor compliance with sound records management practices.
• Conduct regular internal audits to ensure legal compliance.

Information Security & Governance 

• Liaising and consulting with Departments and Divisions to promote and market effective information and records management practices, coordinate needs and provide recommendations that align with the strategic direction for SACAA’s corporate knowledge and records management.
• Providing high level advice to Departments and Divisions on the Securing, management and classification of SACAA’s information and records.
• Ensure compliance with all relevant legislation in relation to information and records management.  

Management of Subordinates

• Ensure appointment and retention of competent staff and the management of their key performance areas to achieve their agreed objectives.
• Manage staff within the complexity of skill set and skills shortages within the IT sector. Motivate and couching of the IT personnel.
• Identify capacity requirements and address them.  

Customer Services

• Monitor and evaluate efficiency of the services provided by the section.
• Liaise and communicate with all stakeholders within and outside of the SACAA.
• Ensure that the services provided by the section are of appropriate standards.
• Ensure that the customer service levels are maintained as per ISO procedures and SLA.
• Ensure that the services provided by contracted service providers meet the required standards.

Oversee the use of ECM 

• Oversee and enforce the use of the Organisation’s Enterprise Content Management (ECM) System.
• Ensure that the Organisation’s File Plan is implemented on the ECM.
• Oversee access management and permissions for all users on ECM.
• Conduct awareness and training for users.  

Budget Control

• Submit the budget inputs and control the expenditure.
• Manage the budget allocated to the division.

Requirements
EDUCATION 

MINIMUM

• Degree in Information Management or  relevant equivalent qualification 

IDEAL

• BCom Honours Information Management

EXPERIENCE

• 5 Years experience in Document and Records Management
• 5 Years experience in Electronic records management