Records Management Coordinator: National Agricultural Marketing Council

Position Type: Permanent
Location: Pretoria
Closing Date: 26 January 2025

Position Overview

The National Agricultural Marketing Council (NAMC) seeks a highly organized and detail-oriented Records Management Coordinator. This role is pivotal in planning, organizing, coordinating, maintaining, and safeguarding the organization’s records and information.

The ideal candidate will ensure compliance with regulatory and organizational requirements while facilitating efficient records access to support NAMC’s operational and strategic goals.

Key Responsibilities

Records Organization and Maintenance

• Develop, implement, and maintain record-keeping systems for both physical and electronic documents.
• Classify, index, and archive records in accordance with established policies and standards.

Compliance and Security

• Ensure adherence to legal, regulatory, and organizational policies regarding records management.
• Implement data security measures to protect sensitive and confidential information.

Archiving and Disposal

• Monitor and enforce records retention schedules.
• Oversee secure and authorized disposal of records, including electronic scanning of files.
• Sort and organize agricultural magazines and pamphlets slated for disposal.

Access and Retrieval

• Facilitate timely and accurate retrieval of records for internal and external stakeholders.
• Manage permissions and access levels to ensure appropriate access to records.

System Management

• Maintain and optimize electronic records management systems (ERMS) and databases.
• Collaborate with IT to resolve technical issues and ensure system functionality.

Training and Support

• Provide training and support to staff on records management policies, procedures, and systems.
• Be a point of contact for records-related inquiries and audits.

Continuous Improvement

• Identify opportunities for enhancing records management practices.
• Stay current with industry best practices, emerging technologies, and changes in legislation.

Coordination of Records Management Activities

• Liaise with the Company Secretary, Legal Services, Office of the CEO, CFO, senior managers, and MANCOM.
• Update the Records Management Policy and the filing plan as necessary.
• Ensure adherence to internal record management procedures for incoming and outgoing correspondence.
• Maintain a tracking system for all documents to and from NAMC.
• Regularly update contact lists and distribution lists for various NAMC committees and staff.

Qualifications and Experience

• Education: Bachelor’s degree in Records Management, Information Science, Library Science, Business Administration, or a related field.
• Experience: A minimum of 4-5 years in records or information management. Experience with electronic records management systems and archival processes is preferred.

Knowledge Requirements

• Understanding of records retention schedules, data privacy, and compliance regulations.
• Knowledge of relevant acts and legislation governing registry operations.

Skills

1. Technical Skills:

   • Proficiency in electronic records management systems (ERMS) and database management.
   • Knowledge of records retention schedules and data privacy regulations.

2. Organizational Skills:

   • Strong attention to detail and the ability to manage multiple tasks effectively.

3. Analytical Skills:

   • Capacity to analyze, classify, and systematically organize records.

4. Communication Skills:

   • Excellent written and verbal communication skills for training and collaboration.

5. Problem-Solving Skills:

   • Identifying challenges in records management processes and proposing effective solutions.

6. Interpersonal Skills:

   • Ability to interact constructively with clients and colleagues.

7. Computer Literacy:

   • Proficient with office technology and electronic scanning systems.

8. Time Management:

   • Skilled in planning and organizing tasks efficiently.

Key Performance Indicators (KPIs)

• Effectiveness in records organization and maintenance.
• Compliance with security and regulatory requirements.
• Efficiency in archiving and disposal processes.
• Timeliness and accuracy of records access and retrieval.
• Proper management and optimization of records management systems.
• Quality and effectiveness of training and support provided to staff.
• Continuous improvement initiatives implemented in records management practices.

To Apply: Interested candidates should submit their applications by the closing date, including a detailed CV and cover letter outlining their relevant experience and qualifications.

Note: The NAMC is committed to equal opportunities and seeks to create a diverse and inclusive workplace. All applications will be considered based on merit.