Manager: Records

In brief

**Overview** This role is for a Manager: Records at the Border Management Authority (BMA). The successful candidate will be responsible for a comprehensive range of duties related to records management, stakeholder engagement, governance, financial oversight, and people management within the organization. **What you will do** Key responsibilities for this position include: * **Records Management:** * Develop and maintain an effective and secure records management system (e-filing and paper-based) to meet BMA objectives. * Identify vital records, develop, and implement Business Continuity and Disaster Recovery Plans. * Research, design, review, and maintain records and document retention schedules and plans. * Maintain a register of all information requests in line with POPIA, Records Management Policy, and the Retention Schedule. * Maintain a Register of classified information across the BMA in line with the Information Classification Policy. * Assist in the continuous review of the record-keeping system and make recommendations for required changes. * Regularly review and update filing systems to ensure relevance and effectiveness. * Manage the disposal and safe custody of information stored on the Corporate/Division server. * Ensure records are filed according to the approved file plan for quick retrieval and authorized disposal/retention. * Ensure accessibility, confidentiality, integrity, and statutory records. * Ensure users are aware of information storage/management and apply filing protocols correctly. * **Stakeholder Management Support:** * Build and maintain relationships with all BMA business units for expectations management and knowledge sharing. * Represent and participate in the organisation’s committees and tasks teams when required. * Convene and attend meetings, presenting findings and business cases to relevant stakeholders when required. * Implement timeous communication on progress and challenges in achieving tactical work plans. * Attend industry-related forums, conferences, and workshops for business improvement insights. * **Governance, Risk and Compliance:** * Ensure the development and implementation of the risk register. * Analyse and evaluate internal controls to determine their effectiveness in mitigating risks. * Assist in the development of the risk register. * Update risks register in partnership with relevant stakeholders. * Ensure compliance with relevant legislation and regulations. * **Financial Management:** * Provide input in the planning and compilation of the business unit’s annual budget. * Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate/report on variances. * Monitor financial control, budget management, and the procurement process for compliance with legislation (e.g., PFMA, PPFA, and BBBEE). * Ensure the deployment of proper financial controls to manage the business unit budget. * Report on and communicate any costs improvements and shortfalls. * **People Management:** * Build and lead an effective and cohesive team through effective management of divisional resources. * Drive the implementation of talent acquisition, succession planning, development, and retention strategies for the division. * Ensure the enhancement of relevant knowledge and skills through continuous coaching, mentoring, and nurturing of talent. * Create a high-performance culture and manage team performance effectively. * Ensure the working environment contributes to improving employee engagement, recognition, and increased productivity. * Ensure the management of poor performance and disciplinary matters in line with BMA’s policies and procedures. **Requirements (from the original advert)** * **Minimum qualification:** * Grade 12 Matric * An undergraduate qualification in Records and Document Management Practices/Equivalent at NQF Level 7 as recognized by SAQA. * **Minimum experience:** * 5 years’ experience at supervisory level in Records and Document management practices. * **Knowledge:** * Border Management Authority Act, 2020 * Specialist knowledge of Records and document management practices and principles. * Knowledge of information management principles and processes. * Knowledge of relevant legislation, policies, and procedures i.e., corporate governance, record-keeping, POPI Act, National Archives. * **Other requirements:** * Flexibility in working hours will be required to meet demands of the role. * May be required to work overtime. * Valid driver’s License. **Who should apply** Candidates should possess a Grade 12 Matric certificate and an undergraduate qualification (NQF Level 7) in Records and Document Management Practices or an equivalent field. A minimum of five years' supervisory experience in Records and Document management is required. Applicants must have specialized knowledge of the Border Management Authority Act, 2020, general records and document management principles, information management, and relevant legislation such as corporate governance, record-keeping, the POPI Act, and National Archives. The role demands flexibility in working hours, the potential for overtime, and a valid driver's license. Ideal candidates will be adept at developing and maintaining robust record-keeping systems, managing stakeholder relationships, ensuring regulatory compliance, providing financial input, and leading teams effectively. **Deadline** Not specified **Reference** Original posting: https://www.myjobmag.co.za/job/manager-records-border-management-authority-1 Source: myjobmag

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