Assistant Director: Records Management

REQUIREMENTS

Minimum requirements

• Applicants must be in a possession of a Grade 12 Certificate and a National Diploma in Information Management / Information Science / Records Management NQF Level 6 or related equivalent qualification. Minimum of 3 years' supervisory experience in an information management environment. A valid driver's licence.
• Job related knowledge: Knowledge of Restitution process. Knowledge of total quality management. Knowledge of financial management processes and procedures. Knowledge of National Archives Act. Knowledge of information management. Understanding of most prevalent systems i.e. database management system, transactional processing system, document management system. Practical knowledge of the Public Finance Management Act, Treasury Regulations and other related prescripts. Computer literacy with expert knowledge of full Microsoft Office suite. Knowledge of relevant standards, statutory and regulatory frameworks.
• Job related skills: Proven managerial and project management. Good planning, organising and problem-solving. Good communication verbal and written. Computer literacy. Program management skills. Good interpersonal relations. Ability to research. Report writing and statistical analysis.

DUTIES

• Manage land claims information and records, database systems and data capturing in the province. Standardisation / restructuring of land claims files. Retrieval and filling of land claims files. Conducting of office searchers on long loaned files.
• Digitisation of paper-based land claims files. Update land claims statistical database. Reconciliation of land claims statistical information. Submit terms of reference for issuing of purchase order for the publication of land claims in the government gazette.
• Request quotations for publications of approved land claims gazette notices. Send quotation for the publication of land claims gazette notices. Publish land claims gazette notices. Send published land claims gazette notices to the Project Officers and managers including filling of such record in the relevant land claim files.
• Receive invoices for the published gazette notices from the Government Printing Works. Submit received invoices to supply chain management for payments. Maintain the land claim gazette database. Collate, analyse and summarise and claims data, compile and disseminate statistical reports. Provision of information to internal and external clients. Update land claims statistical database.
• Reconciliation of land claims statistical information. Receive land claim enquiries. Maintain land claims enquiries database. Compile statistical reports on the status of land claims.
• Submit land claims statistical reports. Provide of land claims statistical reports. Manage land claims lodgement process. Receive outstanding lodgement documents from the claimants. Update contact details of claimants on the electronic lodgement system.
• Manage the screening process of lodged land claims in the province. Categorised lodged claims per district and municipalities within the province. File lodged land claims files per their respective municipalities.
• File lodged land claims files per project. Manage registry services. Manage mail and courier services. Manage and coordinate messenger services. Manage registry automation services. Manage registry counter services including retrieval and filling of files and documents.
• Manage and coordinate messengers / driver services. Manage the usage of registry automation photocopies. Provide management reports. Retrieve and provide reports / statistics. Provide management reports on land claims statistics.