Registrar (PIDG/RIM 4)

Under the supervision of the Director, the incumbent is to maintain and coordinate an efficient records management system, to support financial audits and to enhance the organization’s corporate memory.

The Ministry of Water, Environment and Climate Change is seeking to recruit a suitably qualified person to fill the vacant post of Registrar (PIDG/RIM 4) salary range $2,803,771.00 to $3,770,761.00 per annum.

• Key Responsibility Areas:

  • Maintain and update the Ministry’s records management system in accordance with established standards and regulatory requirements;
  • Ensure the proper classification, indexing, storage, and retrieval of both physical and electronic records;
  • Monitor adherence to records management policies and procedures across units;
  • Maintain accurate and up-to-date file tracking systems to ensure accountability and timely retrieval of documents;
  • Implement improvements to enhance efficiency and reduce the risk of misplaced files;
  • Conduct periodic file audits to ensure records are properly maintained, secured, and current;
  • Coordinate and complete records inventories to support financial audits and organizational reporting requirements;
  • Provide timely and accurate retrieval of records, reports, and documentation required for internal and external financial audits;
  • Collaborate with relevant units to ensure completeness and compliance of audit-related records;
  • Provide guidance, advice, and technical support to departments on best practices in records and information management;
  • Recommend appropriate methods for records retention, disposal, and preservation to support the organization’s corporate memory;
  • Assist with the implementation and monitoring of records management policies, guidelines, and procedures.

  Minimum Required Education and Experience

  (a)   Specific knowledge (however acquired) required to start:

  • Exposure to Records Management in government;
  • Knowledge in electronic records and record keeping systems;
  • Knowledge of classification, indexing, and filing systems used for both physical and electronic records;
  • Knowledge of the GOJ RIM Policy;
  • Knowledge of basic office administration and records storage requirements.

  (b)  Qualifications and Experience

  • Bachelors in Library Studies/Information Management;
  • Five years’ experience in a records management environment in the Public Service.

  Specific Conditions associated with the job

  • Normal working conditions expected of a Records/ Archive environment.