Manager: Records and Document Management | The Housing Development Agency
04 Kikuyu Road, Sunninghill, Johannesburg, 2157

JOB VACANCY

Manager: Records and Document Management

Entry Date: 28 Jan 2025
Expiry Date: 03 Feb 2025

The Housing Development Agency (HDA) is a national public sector development agency that inter alia has the mandate to identify, acquire, prepare, and develop suitable land for human settlements. The agency also undertakes the programme and project management for development of housing and human settlements. The HDA carries out its functions in partnership with a range of stakeholders including national, provincial, and local government as well as with communities, developers, and financiers. 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.

The HDA has the following Three year Fixed-term contract position:

Postion: Manager: Records & Document Management

Location: Head Office, Johannesburg

Reporting Line: Head: CIO

Reference: HDA MRDM001

Main Purpose: To manage, develop and implement an enterprise-wide Document and Records management capability and system to ensure the effective storage and retrieval of documents across the national HDA structure (Regions included).

- To ensure that records management is an objective in the strategy and strategic plan.

- To do a situation analysis and determine what the current record keeping, and records management situation is and come up with to ensure that relevant information is available regarding the record keeping and records management best practices for of the HDA.

Key Performance Areas:

1. System Design Maintenance and Implementation

  • Conduct a records management audit of record keeping and records management practices against based on the NARS 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 to disposition.
  • Provide access to accurate records for operational and Strategic purposes.
  • Improve the management of the HDA records efficiency and ensuring ensure the that all the records are well preserved for archival purposes. preservation of archives.
  • Design, maintain and implement file plan based on the functions of the organization 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 a classification system which provides for a quick and efficient retrieval.

2. System Management

  • Ensure that approved file plan is implemented electronically and synchronized with the paper-based system.
  • Advising and managed on 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 that are generated on a monthly basis of all changes made to records: audit logs are kept of the changes.
  • Generate a monthly report on all the changes made to records and keep track of all the audit trails for reference.
  • Resolve EDRMS challenges and problems.

3. Policy and Procedure Development

  • Develop / monitor and maintain a document and records management policy that aligns with the organization’s functions and environment.
  • Monitor and maintain the records management procedure manual.
  • 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 an archive document plan (printed documents and electronic documents).
  • Identify document and content types, control and workflow.
  • Analyse document usage.
  • Plan the organization of documents.
  • Plan and organise the movement of records between locations (physical files).
  • Develop an appropriate policy.
  • Ensure effective archiving structures.
  • Ensure that records are preserved and easily retrieved.
  • Establish and develop a document centre.
  • Coordinating off-site archiving, and retrieval of documents, and interact directly with off-site storage vendors.
  • Ensure an effective and efficient scanning, indexing and tracking of documents for complex business, legal and regulatory purposes.
  • Managing policy procedure to guide the application for use.
  • Identifying areas of improvement regards to systems, file plan and management.
  • Monitor compliance and enforce the use of the HDA policies, code of conduct and related regulations 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 records:

  • Where is located.
  • Managing access control.
  • Ensuring security levels on EDRMS.
  • Providing practical advice.
  • Standardisation of processes / systems within the HDA.
  • Train users to effectively use and implement the EDRMS.
  • Have workshops on naming conventions .
  • Manage / provide guidance to the circulation movement 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.

7. Qualifications & Experience

  • Relevant National Diploma or bachelor’s degree in information management or Documents and Records Management. Any other relevant degree coupled with higher certificate in records management. A Postgraduate in Information management or records management will be an added advantage.
  • Extensive knowledge and experience in the Document and Records management field or information systems and methods.
  • Should have a minimum of 3-5 years’ experience as a Manager in Document and Records Management
  • NARS qualifications would be an advantage; (it’s a five day workshop)
  • It would be important to have specific exposure to establish and maintain a records management systems, mechanism, and file plan.
  • Knowledge from courses and experience in field of records management should be demonstrated.
  • Knowledge of Governmental environment will be an advantage
  • Basic understanding of Record and Document Management. (Systems, reporting, analysis and process mapping etc.)

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Remuneration Scale: R807 700 - R1 050 000 per annum (all inclusive package)

Closing date for applications is 03 February 2024.

To submit your application, please send an email hdarecruitcio@thehda.co.za

When submitting your application for a position, please adhere to the following:

1. CVs received after the closing date will NOT be considered.

2. The Job Title and Reference number for the relevant position must appear in the subject line of your application.

3. The CV must be in PDF format.

4. Copies of all qualifications must be provided.

5. Copies of identity document must be provided.

6. Two contactable references.

Kindly take note if you have not been contacted within twenty-one (21) working days of the closing date; please consider your application unsuccessful. Should you not comply with the above requirements your application will NOT be considered.

Conditions of service: The HDA is an equal opportunity employer, Appointments will be made in accordance with the HDA Employment Equity policy and priority given to people living with disabilities and females, The HDA reserves the right not to make an appointment.

We thank all applicants for their interest.

Communication will be conducted with short-listed applicants only.

The HDA operates in accordance with the Protection of Personal Information Act 3 of 2013 (“POPI Act”), and by submitting your personal information to the HDA (by way of application and/or providing any other documentation as may be required during the recruitment process), you agree that the HDA may utilise and process your personal information in accordance with the POPI Act.