Job Description
Assistant Manager, Records Management
Job Title Assistant Manager, Records Management
Grade COB 6
Corporation/Organization Office of the Controller of Budget
Directorate Human Resource and Administration
Department Administration
Section / Unit Registry
Location / Work Station Headquarters
Reporting Relationships
Reports to Manager Human Resource & Administration
Direct Reports Records Management Assistant
Indirect Reports N/A
Job Purpose
This position is responsible for interpreting and implementing record
management policies, including developing records management systems and
planning appropriate office accommodations for registries.
Key Responsibilities/ Duties / Tasks
i) Coordinating the development, implementation and review of records
management policies, strategies, regulations and procedures;
iii) Ensuring that file movement records are updated and maintained;
iv) Spearheading the establishment and maintenance of records
management systems;
v) Ensuring the security of information and records in a
registry/archives;
vi) Overseeing proper storage, custody and preservation of archives;
vii) Controlling the creation of records;
viii) Ensuring proper handling of documents, pending correspondence
and bring-ups;
Promoting Prudent Utilization of Public Funds
ix) Coordinating records survey process;
x) Custodian of OCOB documents;
xi) Overseeing appropriate office accommodation for registries;
xii) Supervising the preparation of records management reports;
xiii) Coordinating appraisal and disposal schedules of files and documents
in liaison with relevant agencies as per the Public Archives and
Documentation Act, Cap 19;
xiv) Liaising with relevant government agencies on appraisal and disposal
of dormant documents and files; and
xv) Liaising with relevant government agencies on appraisal and disposal
of inactive documents and files.
Job Dimensions:
I. Financial Responsibility
Implementation of the budget for the department
II. Responsibility for Physical Assets
Responsible for the assets assigned by the office of the Controller of Budget as
per office’s asset register
III. Decision Making / Job Influence
a) Analytical
b) Operational
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
Bachelor’s degree in any of the disciplines: Records Management, Information
Management, Information Science, Archives and Records Management or
equivalent qualification from a recognised institution;
Professional Qualifications / Membership to professional bodies
Membership in good standing with a relevant professional body
Previous relevant work experience required.
Served as a Records Management Officer for at least four (4) years or at least
eight (8) years of experience in a relevant field.
Functional Skills, Behavioural Competencies/Attributes:
i) Certificate in management course lasting not less than four (4) weeks from
a recognized institution;
ii) Proficiency in computer applications;
iii) Met the requirements of Chapter Six of the Constitution; and
iv) Shown merit and ability as reflected in work performance and results.