NRF- Senior Information Specialist Vacancy 2024

About the Position
The National Research Foundation (NRF) supports and promotes research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programmes to the broader community in all fields of science and technology, including natural science, engineering, social science and humanities.
The Knowledge Management Corporate Unit comprises of four functions: Data, Content and Curation Management, Records and Document Management Services, Library and Information Services, and Scientometrics and Bibliometrics. The vacant position falls within the Records and Document Management Services (RDMS) function. The role of RDMS is to facilitate and implement records and document management practices throughout the NRF, its National Facilities and Business Units. More information on these can be accessed athttp://www.nrf.ac.za.
Applications are invited for the position of Senior Information Specialist: File Plan and Registry Services. The main purpose of this position is to coordinate the File Plan and Registry activities with the aim to render an effective records and document management service to the NRF, its National Facilities and the Business Units and to ensure that these activities are compliant with the required legislation.
Key Responsibilities:

• Contribute to the overall profiling of Records and Document Management Services within the NRF, Business Units and National Facilities through the File Plan and Registry Services;
• Ensure development and implementation of the NRF records and document management practices and tools; the File Plan and Registry Services within the NRF,
• Inspect sub-units to ensure that sound records and document management practices are followed;
• Ensure the effective implementation of the File Plan and advice provided on Registry Services;
• Conduct regular inspections of all records storage to ensure that proper access controls are in place;
• Maintain and enhance the File Plan user training materials (incl. manuals and quick reference guides);
• Provide training and oversee the facilitation of File Plan and Registry Services training within the NRF,
• Provide input into the development Records and Document Management policies and assist with implementation thereof,
• Ensure the implementation of retention and disposal according to the Disposal Programme;
• Collate and submit monthly File Plan and Registry Services progress report and provide input to unit quarterly RDMS reports;
• Benchmarking and implementing quality control of File Plan and Registry Services as part of a shared service.

Key Requirements:-

• Honours Degree in Information Science or Archival Science or Records and Document Management or equivalent LIS qualification in Archival Science or Records and Documents Management;
• At least five (5) years’ operational experience in Records and Documents Management specifically in the File Plan and Registry environments, two (2) years of supervisory and project management experience;
• Best practice knowledge of Records and Document Management tools; File Plan and Registry Services;
• Advanced knowledge and understanding of record keeping methods and procedures;
• Knowledge and experience in the development, management and implementation of government or corporate File Plans and Business Classification Structures;
• Experience in the execution of Registry Service functions and activities;
• Sound experience in the conduction of training in File Plan and Registry Services;
• Experience with Document and Records Management Systems and Document Tracking Systems;
• Good knowledge of legal requirements relating to Records and Document Management;
• Good communication, interpersonal and stakeholder relation skills,
• A high level of computer proficiency and advanced report writing skills,

The NRF is committed to Employment Equity and redress. Correspondence will be conducted with the shortlisted candidates only.
The ideal candidate will have the following competencies:
Ability

• analyse and filter information
• classify and catalogue items according to contents and purpose
• communicate clearly with others
• liaise with external parties
• maintain records of items received, stored, issued and returned
• process print and non-print library materials
• use a computer to find information
• set up & work with databases

Experience

• customer service

Knowledge

• the legislation relating to information science
• the organisation of information (catalogues, indexes, etc.)
• information technology
• the acquisition of information