MANAGER: RECORDS

The successful candidates will be expected to perform the following duties:

Records Management

• Develop and maintain an effective and secure records management system (e-filing and paper-based filing system) designed to ensure that record-keeping practices meet the BMA objectives. 
• Identify vital records, develop, and implement Business Continuity and Disaster Recovery Plans to ensure safe custody, protection, and preservation of all vital records.
• 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 record keeping system and make recommendations for required changes so that the system is aligned to the changing needs of the BMA and its users (Regularly review and when required update the filing systems to ensure that they remain relevant and effective).
• Manage the disposal and safe custody of information stored on the Corporate/Division server.
• Ensure records are filed according to the approved file plan, which provides for quick and efficient retrieval of information and facilitates the implementation of authorised disposal and retention.
• Ensure accessibility, confidentiality, integrity and statutory records.
• Ensure that all users are aware of how information and documentation is stored and managed and understand and appropriately apply the filing protocols, so that the level of quality and security of information of the system is always maintained.

Stakeholder Management Support  

• Build and maintain relationships with all BMA business units for the purposes of expectations management and knowledge sharing.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
• Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.

Governance, Risk and Compliance 

• Ensure the development and implementation of the risk register.
• Analyse and evaluate the 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 the relevant legislation and regulations.

Financial Management 

• Provide input in the planning and compilation of the business unit’s annual budget aligned to the operational plans to support the implementation of set objectives.
• Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances.
• Monitoring financial control, budget management and the procurement process to ensure compliance with the 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 the 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 in the business unit.
• Create a high-performance culture and manage team performance effectively by translating and communicating the annual performance goals and measures into individual work plans based on agreed upon objectives.
•  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 the BMA’s policies and procedures.

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.

The BMA is an equal opportunity employer committed to employment equity and workforce diversity preference may be given to suitably qualified candidates from designated groups in line with the BMA employment equity plan. The BMA reserves the right not to make an appointment to the advertised positions. 

• It is the applicant’s responsibility to have all foreign qualifications evaluated by South African Qualification Authority (SAQA), confirm the appropriate NQF level and to provide proof of such evaluation report.
• Shortlisted candidates may be subjected to an interview and technical assessment(s) (which assesses the candidate's demonstrated professional and technical competency against the job requirements and duties).
• Candidates potentially considered suitable after the interview and technical test(s) for senior positions, will be subjected to a competency assessment (which tests the candidate's demonstrated proficiency in the professional dimensions attached to the level of the post);
• Employment suitability checks will be conducted on the shortlisted candidates (credit, criminal, citizenship, employment references and qualification verifications);
• Appointments will be subjected to a mandatory vetting/security clearance appropriate to the level of the position.

NB: This position is being re-advertised, and candidates who previously applied are encouraged to reapply should they still be interested in the position.