Supervisor, Information & Documentation

Job Purpose: 
Under the general direction of the Manager, Administration, the Supervisor, Information & Documentation is responsible for the maintenance of the Registry and Library; and shall ensure that there is conformity to the stipulations of the Public Access to Information Act. 
 
Key Responsibility Areas: 
Technical/ProfessionalResponsibilities 

  • Developing work plans for Senior Records Officer to achieve the objectives outlined in the Operational Plan 
  • Compiling a list of all necessary material and equipment needed to efficiently and effectively operate a modern Unit in keeping with the Agency’s mandate  
  • Maintaining a comprehensive database of all Agency records, conducting periodic records inventory, as required, to ensure accuracy. 
  • In conjunction with Senior Management update/amend retention periods for all files series 
  • Developing and implementing a system of circulating/tracking internal and external correspondence within the Agency 
  • Establishing policies and guidelines for the use of the Library 
  • Adopting and establishing a recognized classification scheme to organize Library materials 
  • Cataloguing, classifying and populating database 
  • Maintaining an efficient and effective classification system for all files 
  • Ensures that the Forestry Department’s (FD) classification scheme is in line with the GOJ Records and Information Management (RIM) policy; and is standardized in all FD offices 
  • Visits FD offices to review and assess RIM processes for compliance to approved standards 
  • Ensuring adherence to legal requirements which affect the information of the Agency 
  • Reporting on a monthly basis, on activities of the Registry and Library 
  • Developing and implementing an efficient and effective system for lending files to eliminate loss or misplacement 
  • Providing policy advice on the ATI Act and other legislation arising from ATI Act  
  • Ensuring adherence to legal requirements which affect the information of the Agency 

 
Human Resource Responsibilities 

  • Managing the welfare and development of direct reports through the preparation of performance appraisals and recommending required training and development programs as necessary 
  • Supervising the work of staff and ensuring that duties are performed efficiently and effectively 
  • Provides leadership to staff through effective objective setting, delegation, and communication 
  • Provides guidance to staff through coaching, mentoring and training, providing assistance and support as needed 
  • Participates in the recruitment of staff for the Department 
  • Ensures that staff members are aware of and adhere to the policies, procedures and regulations of the Department Required Competencies: 
  • Data and Information Management 
  • Sound personal and professional integrity and confidentiality 
  • Excellent customer orientation skills 
  • Excellent interpersonal, oral and written communication skills 
  • Good knowledge of project management 

 
Qualification and Experience: 

  • Bachelor’s Degree in Library and Information Science and/or Archival and Records Management 
  • (4) years’ experience working in library environment 
  • Training in relevant software applications
  • Supervisory management training 

OR 

  • Any equivalent combination of academic qualification and experience 

 
 
Applications along with resumes should be submitted no later than October 23, 2020

Reference
VAC-4221
Employer
Forestry Department
Hours
Employment Type
Location
Salary and benefits
Salary range min USD 8,604 and max USD 10,655 p.a.
Salary
US$8600 to US$10700 pa
Your Career Level
Early Career
Years Experience
Two (2) years'|Four (4) years'
Your Education Level
Bachelor's Degree|in Library Studies
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