Manager: Records

Border Management Authority; Gauteng; On-site; ZAR 420,000 - 660,000; Full time

Job summary

Border Management Authority in South Africa seeks qualified professionals to strengthen records management, governance, risk, and financial controls across the organization. The role focuses on designing secure e-filing and paper-based systems, preserving vital records, and aligning retention schedules with BMA objectives.

You will build strong stakeholder relationships, lead divisions, monitor budgets, and drive continuous improvement while ensuring compliance with POPIA, PFMA, BBBEE, and

Responsibilities

• Develop and maintain an effective and secure records management system (e-filing and paper-based filing system).
• Identify vital records, develop and implement Business Continuity and Disaster Recovery Plans.
• Research, design, review and maintain records and document retention schedules and plans.
• Maintain a register of information requests in line with POPIA and policies.
• Maintain a Register of classified information across the BMA according to policy.
• Review filing systems to ensure relevance and security.
• Manage disposal and safe custody of information on servers.
• Ensure records are filed according to the file plan for quick retrieval.
• Ensure accessibility, confidentiality, integrity and statutory records.
• Inform users on filing protocols and information storage standards.
• Build and maintain relationships with BMA business units; represent in committees.
• Convene meetings and present findings to stakeholders.
• Communicate progress and challenges in tactical work plans.
• Attend industry forums to gain insights for business improvement.
• Develop and implement risk register and internal controls.
• Assist in risk register development and update it with stakeholders.
• Ensure compliance with relevant legislation and regulations.
• Contribute to annual budget planning and monitoring for the unit.
• Monitor budget implementation, variances, and procurement processes.
• Ensure financial controls and cost reporting are in place.
• Lead and develop a cohesive team; drive talent acquisition and retention.
• Foster high-performance culture and manage performance.
• Support employee engagement and productivity.

Job description

The successful candidates will be expected to perform the following duties:

Records Management

• Develop and maintain an effective and secure records management system (e-filing and paper-based filing system) designed to ensure that record-keeping practices meet the BMA objectives.
• Identify vital records, develop, and implement Business Continuity and Disaster Recovery Plans to ensure safe custody, protection, and preservation of all vital records.
• Research, design, review and maintain records and document retention schedules and plans.
• Maintain a register of all information requests in line with POPIA, Records Management Policy and the Retention Schedule.
• Maintain a Register of classified information across the BMA in line with the Information Classification Policy.
• Assist in the continuous review of record keeping system and make recommendations for required changes so that the system is aligned to the changing needs of the BMA and its users (Regularly review and when required update the filing systems to ensure that they remain relevant and effective).
• Manage the disposal and safe custody of information stored on the Corporate/Division server.
• Ensure records are filed according to the approved file plan, which provides for quick and efficient retrieval of information and facilitates the implementation of authorised disposal and retention.
• Ensure accessibility, confidentiality, integrity and statutory records.
• Ensure that all users are aware of how information and documentation is stored and managed and understand and appropriately apply the filing protocols, so that the level of quality and security of information of the system is always maintained.

Stakeholder Management Support

• Build and maintain relationships with all BMA business units for the purposes of expectations management and knowledge sharing.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
• Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.

Governance, Risk and Compliance

• Ensure the development and implementation of the risk register.
• Analyse and evaluate the internal controls to determine their effectiveness in mitigating risks.
• Assist in the development of the risk register.
• Update risks register in partnership with relevant stakeholders.
• Ensure compliance with the relevant legislation and regulations.

Financial Management

• Provide input in the planning and compilation of the business unit’s annual budget aligned to the operational plans to support the implementation of set objectives.
• Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances.
• Monitoring financial control, budget management and the procurement process to ensure compliance with the legislation e.g. (PFMA, PPFA, and BBBEE).
• Ensure the deployment of proper financial controls to manage the business unit budget.
• Report on and communicate any costs improvements and shortfalls.

People Management

• Build and lead an effective and cohesive team through the effective management of divisional resources.
• Drive the implementation of talent acquisition, succession planning, development, and retention strategies for the division.
• Ensure the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of talent in the business unit.
• Create a high-performance culture and manage team performance effectively by translating and communicating the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Ensure the working environment contributes to improving employee engagement, recognition and increased productivity.
• Ensure the management of poor performance and disciplinary matters in line with the BMA’s policies and procedures.