Data Protection Officer (GMG/SEG 3)

The DPO is responsible for monitoring internal compliance, informing and advising the Ministry on data protection obligations, providing advice regarding Data Protection Impact Assessments (DPIAs) and acting as a contact point for data subjects and the Office of the Information Commissioner.

Job Purpose

Under the general supervision of the Permanent Secretary, The Data Protection Officer (DPO) is to advise and provide guidance to the Ministry and its Departments on a range of privacy, data protection and technology related regulatory and compliance matters.

The DPO is responsible for monitoring internal compliance, informing and advising the Ministry on data protection obligations, providing advice regarding Data Protection Impact Assessments (DPIAs) and acting as a contact point for data subjects and the Office of the Information Commissioner.

Key Outputs

• Ministry’s Data Protection Policy and Guidelines are implemented and adhered to throughout the organization.
• Staff informed and educated on their data protection obligations and correct data use and compliance.
• Data compliance audits conducted.
• Mechanisms implemented to monitor MLCA’s ongoing ability to remain data compliant.
• Liaison between MLCA’s and Office of the Information Commissioner (OIC) maintained.
• Records of data processing activities maintained.
• Records managed based on data protection standards.
• Breaches of the Data Protection Act are addressed.
• Queries handled
• Reports submitted.

Key Responsibility Areas

Administrative and Technical Responsibilities

1. Ensures that the Ministry processes personal data in compliance with the data protection standards and in compliance with the Act and good practice.

 2. Provides overall management for the research, development and implementation of Data Protection policies and procedures for the Ministry.

3. Researches, designs and implements Data Protection Governance Frameworks and strategies to manage the use of personal data in compliance with the requisite standards and guidelines.

 4. Consults with the OIC to resolve any doubt about how the provisions of the Act and any regulations made under it are to be applied.

5. Ensures that any contravention of the data protection standards or any provisions of the Act by the Ministry is dealt with.

6. Coordinates the efforts of the Ministry in the implementation of essential elements of the applicable data protection regulation, such as the principles of data processing, data subjects’ rights, data protection by design and by default, records of processing activities, security of processing, and notification and communication of data breaches.

7. Manages systems that ensure appropriate assignment of responsibilities in relation to the management of data and information and the processing and protection of personal data.

8. Provides strategic legal and regulatory guidance to senior management and other divisions on privacy and data protection issues, laws and trends.

9. Performs or oversees initial and periodic privacy impact assessment, risk analyses, mitigation and remediation.

10.Ensures that data controllers and data subjects are informed about their data protection rights, obligations and responsibilities and raises awareness about them.

11.Oversees the maintenance of records required to demonstrate data protection compliance. 12.Supports a programme of awareness-raising and training to deliver compliance and to foster a data privacy culture.

13.Gives advice and recommendations to the Ministry about the interpretation of application of the data protection rules.

15.Cooperates with the OIC (responding to requests about investigations, complaint handling, inspections conducted by the OIC, etc.).

 16.Draws the organization’s attention to any failure to comply with the applicable data protection rules and Policy.

17.Supports the data incident response and data breach notification procedures.

18.Prepares and submits routine and special reports, as required.

19.Provides expert advice and educates employees on important compliance requirements. 20.Drafts new and amends existing internal data protection policies, guidelines, and procedures, in consultation with key stakeholders.

21.Delivers training across all Divisions and Department to staff members who are involved in data handling or processing.

 22.Participates in meetings, seminars, workshops and conferences as required.

 23.Performs any other related duties that may be assigned from time to time.

Performance Standards

• Prompt and insightful guidance given.
• Information requests and queries are handled according to predetermined deadlines and criteria.
• All data processing operations are documented in compliance with accepted standards.
• The entire Ministry implements and abides by the Ministry's data protection policy.
• Policies and guidelines are developed and followed by every employee.
• Employees receive training and information about their responsibilities regarding data protection, proper data use, and compliance within the necessary timeframe.
• Legal research is the foundation for all legislative guidance on privacy and data protection issues, and it is provided promptly.
• Regular data compliance audits are carried out to guarantee compliance, optimize data security, and handle any possible problems.
• Mechanisms are put in place and regularly monitored to guarantee that MLCA continues to be data compliant.
• There is strong support for the government's structure for reporting, monitoring, and assessment.
• Cabinet submissions, policy recommendations, briefs, and position papers on technical issues are all properly prepared and turned in on time.
• Reports are thorough, correct, and turned in on time.
• Operating policies and procedures are recorded, maintained up to date, and available to everyone who needs to be informed.
• Mechanisms and standards are produced on time, and sufficient controls and tracking mechanisms are in place to assess their efficacy.
• Professionalism, honesty and confidentiality are displayed in the performance of tasks and interactions with employees.
• At all times, there is mutual respect in the workplace.