The Caribbean's Premier Career Network
Information Management Officer
Job SummaryThe Information Management Officer creates, manages and promotes an environment that treats information as a valuable strategic resource.
The accessibility and availability of information at the right time, in the right place and in the right format is the guiding principle that the Commission wishes to promote within the organisation to ultimately provide results to the citizens and institutions of the OECS Economic Union. This ethos would require of employees to apply information management principles, standards, and practices in the performance of their duties and for documenting their activities and decisions. In support of this principle, the Information Management Officer will craft the protocols to create, acquire, organise, store, protect, retain, share, transfer and dispose the Commission’s information resources (text, electronic, communication media, publications) regardless of communications source, information format, production mode or recording medium, by utilising best fit practice, innovation and technical expertise in all areas of the information life cycle; and to drive and support the use of the electronic document management technology across the organisation.
The types of information that are of business value at the Commission include:
- planning documents: budgets, work plans, progress reports;
- technical documents: reports, research papers, policy, briefing notes, presentations;
- project documents: MOUs, contracts, evaluations;
- correspondence documents: letters, memoranda, emails;
- meeting documents: agendas, official minutes, records of decision, audio and visual recordings;
- committee documents: terms of reference, list of members;
- media documents: videos, sound recordings, photographs, graphics, maps, and artefacts.
Organisational Setting and Reporting Relationship: This position is located at the OECS Commission office in St. Lucia. The Information Management Officer reports to the Head, Communications Unit.
Expected Result: In discharging his or her duties, the Information Management Officer is expected to achieve the Unit’s programme objectives through the provision of tools, products and services, which give the Commission’s staff and stakeholders access to essential information for better analysis, action and decision-making.
Responsibilities: Within delegated authority, the Information Management Officer has the following responsibilities:
- Ensure that information resources of business value are complete, accurate, current, relevant and understandable;
- Ensure that the value of the information is preserved;
- Ensure that information is organised in a way that it is easy to find and share and suitable for upload to the appropriate repository on the OECS website
- Ensure that information is easily accessible to those who need it;
- Ensure that information meets the Commission’s current and anticipated needs;
- Ensure that information integrity and authenticity are preserved against unauthorised access, disclosure or destruction;
- Ensure that information is appropriately disposed after it has outlived its usefulness.
To undertake the above responsibilities and deliver the expected result, the Information Management Officer’s work activities would typically include:
- Preparing, presenting and implementing an Information Management Strategy;
- Developing and managing a system of standards, policies and procedures to create and nurture an environment of good information practices;
- Developing and managing a system of classification and taxonomies to create, classify, catalogue, index, collate and store information for easy access, retrieval and sharing;
- Identifying, selecting and acquiring information resources - both hard and soft copy - to meet the Commission’s current and anticipated needs;
- Creating and managing a programme of information audits to map information flows and channels, use and users; and to detect inefficiencies such as bottlenecks, gaps and duplications and to take corrective action;
- Designing, developing, implementing an architecture for electronic management of information and identifying material by Unit for upload to the OECS website;
- Identifying, capturing, retaining, protecting and preserving electronic information (including instant messages, email, and attachments) so that it continues to be available and accessible to support actions and decision-making as well as programme and service delivery;
- Providing user training, education and knowledge-sharing events on the use of information management tools and services and on the benefits and value of good information practices to the Commission;
- Researching and contributing to the development of new or update of existing information systems that can improve efficiency in the organisation;
- Preparing regular reports on the state of and compliance with information management practices in the Commission;
- Masters degree in Knowledge Management or Information Management/Studies, Information Systems, Database Management or related field;
- A minimum of 3 years’ professional experience in information and/or records management;
- Knowledge of and familiarity with electronic document management systems. Practical experience with LaserFishe would be an asset;
- Knowledge of the OECS context.
The Information Management Officer is required to have the following skills, abilities and behaviours:
- Excellent communication and interpersonal skills;
- ICT skills, above and beyond the usual familiarity with packages;
- Excellent customer service skills;
- Team working and networking skills;
- Ability to take initiatives and a creative approach to problem-solving;
- Well-organised with exceptional attention to accuracy and detail;
- Flexibility to undertake a variety of tasks, usually competing for time and other resources;
- Confidence and assertiveness;
- A willingness to keep up-to-date with advances in technology and social media.
The Information Management Officer is required to have the following specific competences:
- Information Governance and Assurance
- Consultation and Facilitation
- Change Management
- Analysis and Reporting