Records Analyst

Records Analyst

The PIOJ is seeking to identify a suitably qualified candidate to fill the position of Records Analyst on a fixed term contractual basis.

Job Summary

Under the general supervision of the Technical Information Manager, the Records Analyst provides technical support to the business clusters across the Institute with the establishment and/or maintenance of Records Information Management (RIM) systems and monitors their maintenance, ensuring adherence with established policies, procedures and guidelines.

Core Functions

• Conduct training needs assessment and, designs and delivers training programmes/workshops to address identified needs of the organisation;
• Strengthen the RIM process by scheduling and conducting periodic audits of records management systems and procedures;
• Participate in the development and preparation of instructional manuals, handbooks and guidelines which provide information relating to records appraisal schedules;
• Appraise the Institute’s records and provide professional and technical assistance in the retention and disposal of records;
• List, describe and evaluate records; prepare appropriate findings such as lists, inventory, catalogue, index or calendar; record their origin, the function or source activity;
• Prepare location guides to contents of repository in collaboration with the Assistant Government Archivist;
• Inspect and evaluate the effectiveness of and adherence with established Records Management policies, procedures and guidelines across business clusters
• Assist in the design and implementation of an Electronic Document Management (EDM) system, including data leak protection policies
• Prepare reports and programme documents as required

Qualification and Experience Required

• At minimum, a Bachelor’s degree in History or the Humanities or a related area from an accredited institution
• Minimum 3 years’ experience in the field.
• Certification in Information Management, Records Management, Public Sector Management, Public/Business Administration, or a related discipline;

Attributes/Skills

• Ability to work on own initiative
• Knowledge of records management policies, procedures and guidelines
• Knowledge of records classification and disposition, records retention and disposal
• Ability to work effectively as part of a team
• Good leadership and motivational skills
• Integrity/Confidentiality
• Ability to prioritize multiple tasks to meet deadlines
• Be conversant with the Data Protection Act, 2020- compliance and implementation
• Proficiency in the use of Records Management tools would also be advantageous
• Knowledge of principles, practices, and methods in the design, systems administration, and maintenance of Records Management Software (RMS)
• Knowledge of Electronic Document Management (EDM) systems, troubleshooting principles and practices
• Ability to develop and maintain partnership relationships with key stakeholders
• Customer centric and quality focused

Applications should be submitted no later than September 8, 2023 to:

Director, Human Resources and Administration

Planning Institute of Jamaica

16 Oxford Road

Kingston 5

Fax: 906-5011

Website: www.pioj.gov.jm

We thank you for your expressions of interest, however, only short-listed applicants will be contacted.