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ASSISTANT DIRECTOR : INFORMATION AND KNOWLEDGE MANAGEMENT

Port Elizabeth, South Africa

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Reference Number

DHS31/02/2025

Department

Human Settlements

Salary Package

R444 036 per annum (Level 09)


RESPONSIBILITIES

Main Responsibilities

  •   Ensure the provisioning and maintenance of knowledge management services.
  •  Facilitate the provisioning of departmental central repository tool for policies, reports, standard operational procedures etc.
  •  Facilitate the development of knowledge portal.
  •  Facilitate the maintenance of knowledge management systems.
  •  Develop and maintain records standards and procedures for the department (File Plan, Disposal, Archiving).
  •  Promote IKM and records management best practices.
  •  Facilitate appointment and nurturing of IKM Champions (connecting people).
  •  Facilitate preservation of the institutional memory (connecting people to information).
  •  Ensure the maximum accessibility and credibility of data extracted from the organisations data system.
  •  Administering and maintenance of the programme knowledge management artefact.
  •  Facilitating and coordinating the knowledge management collection phase.
  •  Manage the allocated resources of the sub-directorate in line with legislative and departmental policy directives and comply the corporate governance and planning imperatives.
  •  Maintain high standards by ensuring that the team/section produces excellent work in terms of quality/quantity and timelines.
  •  Resolve problems of motivation and control with minimum guidance from manager.
  •  Delegate functions to staff based on individual potential provide the necessary guidance and support and afford staff adequate training and development opportunities.
  •  Ensure timeously development of job description and implementation of work plans and personal development plans (PDP’s) for all employees in the directorate.
  •  Manage daily employee performance and ensure timely performance assessments of all subordinates.
  •  Analysing the effectiveness of the new knowledge management.
  •  Observe and evaluate the usage of knowledge management impact in terms on organizational benefits.
  •  Utilise the knowledge base resources and design a training for the staff and clients to help them access the knowledge management tools.
  •  Encourage the staff and workers to share knowledge effectively and efficiently.
  •  Facilitate accessibility of knowledge management tools for all department employees.
  •  Facilitate the development and maintenance of single data repository for reporting and decision making.
  •  To manage, maintain and develop the knowledge management platform, so that information and data is accessible to employees.
  •  Facilitate the provisioning of physical and electronic records management service in alignment with the provincial and national archive act.
  •  Develop, monitor and maintain the physical and electronic records management policy.
  •  Coordinate the provisioning of source document(s) for audit, forensic investigation and research.
  •  Implement the systematic disposal programme for the department.
  •  Monitor and report on compliance with archiving norms and standards by detached centres.
  •  Develop and facilitate the implementation of records management capacitation programmes.
  •  Facilitate the provisioning of archiving, disposal and storage services.
  •  Monitor and maintain departmental archiving and storage policy framework.
  •  Facilitate the restoration and maintenance of old records.
  •  Develop and maintain the departmental file plan.
  •  Facilitate the provisioning of central document storage and archiving services.
  •  Facilitate that the audio-visual records are managed according to the requirements of prescribed prescripts and are stored correctly.
  •  The transfer of electronic/hard records to provincial as per National Archive Act.
  •  Conduct records management.
  •  Facilitate the implementation of systematic disposal programme for the department.

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REQUIREMENTS

Minimum Qualifications & Skills

  •   National Senior Certificate.
  •  National Diploma (NQF level 6) B/ Degree (NQF level 7) in Librarian/Records Management/Social Science or equivalent qualification as recognised by SAQA with 3 years supervisory level experience in the field.
  •  Knowledge of applicable legislation and prescripts, government programmes, information management and policies and procedures.
  •  Must possess a valid driver’s licence.
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