Records Analyst

Summary

The PIOJ is seeking to identify a suitably qualified candidate to fill the position of Records Analyst on a fixed term contractual basis. Under the general supervision of the Technical Information Manager, the Records Analyst provides technical support to the business clusters across the Institute with the establishment and/or maintenance of Records Information Management (RIM) systems and monitors their maintenance, ensuring adherence with established policies, procedures and guidelines.

Responsibilities

• • Conduct training needs assessment and, designs and delivers training programmes/workshops to address identified needs of the organisation;
• • Strengthen the RIM process by scheduling and conducting periodic audits of records management systems and procedures;
• • Participate in the development and preparation of instructional manuals, handbooks and guidelines which provide information relating to records appraisal schedules;
• • Appraise the Institute’s records and provide professional and technical assistance in the retention and disposal of records;
• • List, describe and evaluate records; prepare appropriate findings such as lists, inventory, catalogue, index or calendar; record their origin, the function or source activity;
• • Prepare location guides to contents of repository in collaboration with the Assistant Government Archivist;
• • Inspect and evaluate the effectiveness of and adherence with established Records Management policies, procedures and guidelines across business clusters
• • Assist in the design and implementation of an Electronic Document Management (EDM) system, including data leak protection policies
• • Prepare reports and programme documents as required

Required Skills

• • Ability to work on own initiative
• • Knowledge of records management policies, procedures and guidelines
• • Knowledge of records classification and disposition, records retention and disposal
• • Ability to work effectively as part of a team
• • Good leadership and motivational skills
• • Integrity/Confidentiality
• • Ability to prioritize multiple tasks to meet deadlines
• • Be conversant with the Data Protection Act, 2020- compliance and implementation
• • Proficiency in the use of Records Management tools would also be advantageous
• • Knowledge of principles, practices, and methods in the design, systems administration, and maintenance of Records Management Software (RMS)
• • Knowledge of Electronic Document Management (EDM) systems, troubleshooting principles and practices
• • Ability to develop and maintain partnership relationships with key stakeholders
• • Customer centric and quality focused

Qualifications

• • At minimum, a Bachelor’s degree in History or the Humanities or a related area from an accredited institution
• • Minimum 3 years’ experience in the field.
• • Certification in Information Management, Records Management, Public Sector Management, Public/Business Administration, or a related discipline

Additional Information and Instructions

Applications should be submitted no later than March 28, 2025 to: The Director, Human Resources Planning Institute of Jamaica 16 Oxford Road Kingston 5 Fax: 906-5011 ✉️ Email: vacancies@pioj.gov.jm 🧾 N.B. Please include the job title in the subject line of your email. We thank you for your expressions of interest; however, only short-listed applicants will be contacted.

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