JS.HRM.004 Officer In Charge Records Management

JS.HRM.004 Office In-Charge Records Management
Position Title: JS.HRM.004 Office In-Charge Records Management
Grade: NJS 11
The National Judicial Staff Services (NJSS) has initiated a major organisational restructure to strengthen its workforce and enhance the delivery of efficient, effective, and quality support services to the Judiciary and courts throughout Papua New Guinea. We invite suitably qualified, experienced, and motivated Papua New Guineans to apply for the position of Office In-Charge Records Management within the Administration unit based in HQ – Waigani.
Role Overview:
The OIC Records Management is responsible for overseeing the comprehensive archiving and filing system of all personnel files and records for the National Judicial Staff Services. This position aims to ensure the integrity, confidentiality, and accessibility of personnel records in compliance with legal and organizational standards.
Key Responsibilities

• Develop and maintain a comprehensive records management system for the HR files of NJSS workforce.
• Implement policies and procedures for the creation, storage, retrieval, archiving, and destruction of records, ensuring compliance with legal and organizational requirements.
• Conduct regular audits of HR records to ensure accuracy, completeness, and compliance with retention policies.
• Train and guide staff in proper records management practices, including confidentiality and security measures.
• Coordinate with IT and security departments to ensure that electronic records systems are secure, backed up, and accessible only to authorized individuals.
• Respond to requests for retrieval records, ensuring that requests are authorized and handled in a timely manner.
• Monitor changes in legislation and best practices related to records management and adjust policies and procedures accordingly.
• Stay updated on industry trends, technological advancements, and legal requirements related to records management.
• Manage the disposal and destruction of records, ensuring compliance with applicable laws and regulations.
• Manage and resolve any issues or disputes related to archives and records management.
• Lead projects to digitize paper records and integrate them into the electronic records management system.
• All other duties consistent with the above as directed.

Required Qualifications and Experience

• Diploma in Records Management, Information Management, Business Administration, Library Science, or related field.
• Proven experience in records management, preferably within a legal or judicial setting, with understanding of records management practices and compliance requirements.
• 3 years of experience in a similar role or working knowledge in Records Management.
• Organizational, analytical, and IT skills.
• High level of integrity, discretion and interpersonal skills.
• Management and Planning skills.
• Customer service etiquette.
• Effective verbal and written communication skills.
• Proficient with use of computers and MS Office applications.
• Analytical and problem-solving abilities.
• Team-player and is Customer focused.
• Proactive, Trustworthy, and honest.
• Maintain high level of confidentiality.
• Exemplary work habits.
• Be able to maintain high level performance standards.
• Ensure key Accountabilities required of this position are delivered.

Preferred

• Certifications: Professional certifications in Records Management or related areas.
• Experience in managing HR records and familiarity with judicial or legal records management.
• Proven experience in records management or related roles with minimum 3 years’ experience.
• Knowledge of records management principles, practise and regulatory requirements.
• Familiarity with electronic records management systems and related software.

This Office In-Charge Records Management role requires integrity, discretion, accuracy, and a strong commitment to professional service. The successful applicant will help ensure that NJSS people, records, and human resource services are managed effectively and in support of the Judiciary's work.
Please Note: Applications must be submitted in Word format. Kindly reference the job ID JS.HRM.004 and include your employment number in your application.
Seize this opportunity to contribute to justice delivery in Papua New Guinea by applying today. Let your skills drive excellence at NJSS.


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