Entry Date: 23 Oct 2022
Expiry Date: 06 Nov 2022
The Housing Development Agency (HDA) is a national public sector development agency that acquires and prepares land as well as develop the land and project manage the development of housing and human settlements. We carry out our activities in partnership with a range of stakeholders including national, provincial and local government and municipalities, as well as with communities, developers, financiers and other affected parties. Established in 2009, the Agency was established by an Act of Parliament in 2008 and is accountable through its Board to the Minister of Human Settlements. For more information about the HDA, please visit our website: www.thehda.co.za.
Follow us on Twitter @The_HDA and on Facebook: TheHDA.
The HDA has the following fixed term contract position:
Manager: Records & Document Management
Location: Head Office - Johannesburg
Reporting Line: Head: Chief Information Officer
Ref: HDA/M: DRM 10/2022
Main Purpose: To manage, develop and implement an organisation-wide records and document management capability and system, to ensure the effective storage and retrieval of documents across the national HDA structure. To ensure that records management is included as an objective in the organisational strategy and strategic plan. To determine the status of record keeping practices, and records management within the HDA and provide information and training on best practices.
Key Performance Areas:
1. System Design Maintenance and Implementation
⦁ Conduct an audit of record keeping and records management practices against the legal requirements
⦁ Develop the classification system(s) and protocols to enable retrieval, storage and management of information
⦁ Effective and appropriate management of HDA’s records from creation through eventual disposal
⦁ Provide access to accurate records of Operational and Strategic purpose
⦁ Improve HDA efficiency and ensuring the preservation of archives
⦁ Design, maintain and implement file plan based on the functions of the organisation and its business processes
⦁ Liaise with National Archives and Records Service (NARS) and obtain approval of the file plan and ensure sign-off
⦁ Records are filed in classification systems which enables efficient retrieval
2. System Management
⦁ Ensure that the approved file plan is implemented electronically and synchronized with the paper-based system
⦁ Advising and managing the classification of documents
⦁ Facilitating the development of filing systems, and maintaining these to meet administrative, legal and financial requirements
⦁ Protect electronic records against unauthorized access and alteration
⦁ Link electronic records to the appropriate metadata that provides for their structure and context
⦁ Ensure management reports on audit trail are generated on a monthly basis on all changes made to records: audit logs are kept of the changes
⦁ Resolve EDRMS challenges and problems
3. Policy and Procedure Development
⦁ Develop and maintain a document and records management policy that aligns with the organization’s functions and environment
⦁ Based on the Policy, develop a records management procedure
⦁ Analyse the records generated during the conduct of business
⦁ Implement the necessary supportive procedures regionally to achieve the aims of the policy
⦁ Ensure a systematic disposal programme and disposal policy
⦁ Dispose of records in a compliant manner
4. Record Storage
⦁ Ensure that the storage of records conforms to the legal requirements
⦁ Ensure the effective storage and movement tracking of documents
⦁ Ensure that access controls are in place
⦁ Implement a protection and disaster recovery plan
5. Document Management Process Implementation
⦁ Develop and archive document plan (printed and electronic documents)
⦁ Identify document and content types as well as control and workflow
⦁ Analyze document usage
⦁ Plan the organization of documents
⦁ Plan how content moves between locations (physical files)
⦁ Develop an appropriate policy
⦁ Ensure effective archiving structures
⦁ Ensure that documents can be retrieved
⦁ Establish and develop a document centre
⦁ Coordinating off-site archiving and retrieval of documents, and interacting directly with off-site storage vendors
⦁ Ensure effective indexing and tracking of documents for complex business, legal and regulatory purposes
⦁ Managing policy and procedures to guide the application for use
⦁ Identifying areas of improvement with regards to systems, file plan and management
⦁ Compliance and enforcing HDA policies, code of conduct etc
⦁ Taking accountability and ensuring transparency of information
⦁ Ensure that records are only disposed of in terms of a written disposal authority issued by the National Archivist
6. Manage the Planning, Administrative and Budgetary Functions
⦁ Respond to daily on-site requests for information and assist with the retrieval of files
⦁ Coordination of information resources in accessing the HDA physical and digital files
⦁ Manage the information which is created
⦁ Where is located
⦁ Managing access
⦁ Ensuring security
⦁ Providing practical advice
⦁ Standardisation of processes/systems within the HDA
⦁ Train users to effectively use and implement the EDRMSs
⦁ Have workshops on naming conventions
⦁ Manage the circulation of files and records
⦁ Ensure that there are evaluation criteria in place to monitor compliance with sound records management practises
⦁ Manage and maintain a record and management budget
⦁ Monthly report on expenditure
Requirements:
⦁ Relevant National Diploma or Bachelor’s degree in Information Management or Records Management
⦁ 3 years’ experience as a Manager (Experience as a Records and Document Manager would be an advantage)
⦁ Extensive knowledge and experience in the records and document management field or information systems and methods.
⦁ Experience in establishing and maintaining a records management system, mechanism, and file plan
⦁ Basic understanding of Documents and Records Management (Systems, reporting, analysis and process mapping etc.)
⦁ National Archives and Records Service (NARS) qualifications would be an advantage
⦁ Knowledge of a Governmental environment will be an advantage
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Please forward a relevant CV (Clearly marked with the reference number of the position) in a Microsoft Word format to recruitment5@banqobi.co.za
Remuneration Scale: R807 700 – R1 050 000 per annum (all-inclusive package)
CVs received after the closing date will NOT be considered. Kindly take note that if you have not been contacted within fourteen (14) days of the closing date, please consider your application unsuccessful.
Conditions of service:
The HDA is an equal opportunity employer ● Appointments will be made in accordance with the HDA Employment Equity policy ● The HDA reserves the right not to make an appointment.
Please do not send certificates, diplomas or testimonials. We thank all applicants for their interest.
Communication will be conducted with short-listed applicants only.
Closing date for applications: 06 November 2022
For enquires please contact Ivy Skosana on 011 028 9979.
