JOB PURPOSE
To direct and monitor the activities of the Records Officer ensuring documents are properly retrieved; filing system and rooms effectively maintained and secured; supervise the processing of requests from internal and external stakeholders and conduct relevant research on RAIS and AMVS; as well as review or add motor vehicle registration information on Automated Motor Vehicle System (AMVS) as required.
KEY OUTPUTS
- Filing of motor vehicle title applications maintained and monitored
- Processing of internal and external request supervised;
- Motor vehicle registration data-entered and reviewed;
- Maintenance and shelving of files monitored;
- Filing rooms and motor vehicle records secured;
- Files reviewed, and updated;
- Electronic record of files inventory maintained and monitored
- Storage space monitored;
- Reports prepared and submitted.
KEY RESPONSIBILITY AREAS
Management and Administrative Duties
- Plans, coordinates and directs all the activities for supervisees within the functional area;
- Establishes and enforces standards and rules of professional conduct for staff within the Unit in order to maintain the highest degree of confidence in its integrity and efficiency;
- Ensures staff is aware of and operates in accordance with all relevant laws and policies;
- Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service.
Technical and Professional Duties
- Safeguards motor vehicle records by preventing entry of unauthorised personnel to the filing rooms;
- Monitors the correct filing of motor vehicle certificate of title applications within batches received;
- Ensures requests received from Collectorates, Managers/Supervisors and Officers are processed, the relevant research conducted, documents located and/or information provided;
- Monitors, receives and processes all external requests including cross checking motor vehicle particulars on the relevant systems for accuracy;
- Reviews, enters accurate and reliable motor vehicle registration information on AMVS as required during the corrective process of information that was previously entered erroneously;
- Retrieves motor vehicle files in requisite batches that are stored by Collectorate, date and advice number;
- Places emergencies, substitute titles and notice of liens on files by title number after careful examination to ensure there are no missing application or discrepancies;
- Retrieves files and sends to Manager for review as a security control measure to ensure that all applications are accounted for and the record management system and controls are effective and operational;
- Conducts search on AMVS to locate and retrieve files and documents from respective Collectorates, delivers to requesting officers and obtains requisite signatures in logbook for accountability;
- Maintains motor vehicle files, ensuring the documents are properly docketed and affixed, the jackets are presentable and appropriately labelled;
- Manages the process of the retrieval of motor vehicle records by maintaining charge out cards and ensuring that signatures of the officers in receipt are obtained;
- Re-shelves files at the correct place after review by relevant officers;
- Identifies cases of duplicate records in the filing system and consolidate files;
- Closes voluminous files where appropriate and opens new volumes, ensuring the jackets are appropriately labelled;
- Identifies for archiving, files which have become inactive in accordance with the Authority’s retention policies;
- Ensures all aged files to be transferred are properly listed and accounted for;
- Monitors the existing storage space and re-arrange files as necessary to ensure that adequate storage space is available for current and future files;
- Prepares monthly reports and submits to Manager;
- Identifies, monitors and escalates all risks and potential risks, to the relevant authorities;
- Performs any other related duties assigned by the Manager, National Motor Vehicle Registry.
Human Resource Management Duties
- Assists in the development and management of the Unit’s HR plan that addresses staff requirements, and liaises with the Manager, Records;
- Conducts periodical reviews of supervisees in accordance with the Work Plan;
- Completes final performance assessments and recommends appropriate training and development programmes as necessary;
- Provides leadership and guidance to the staff through objective setting, coaching, mentoring, training and providing assistance and support when needed;
- Initiates and participates in disciplinary proceedings relating to staff members within the Unit and implements corrective measures.
PERFORMANCE STANDARDS
This job is satisfactorily performed when:
- Motor vehicle records are secured according to established standards;
- Maintenance and shelving of files are monitored in keeping with established guidelines;
- Files are reviewed and updated according to the guidelines and accurately shelved in the correct sequence;
- Filing of title applications are monitored and maintained according to established standards;
- Motor Vehicle documents copies are produced in a timely manner with clear legibility;
- Processing of internal and external request processing supervised according to guidelines;
- New files are created according to established standards and within the agreed timeframe;
- Accurate reports are prepared in the required format and submitted by the due date.
AUTHORITY TO:
- Data enter information on AMVS;
- Keep filing rooms locked when not in use and keys in safe custody;
- Monitor and supervise the activity of non-record personnel upon entry in filing rooms Access to taxpayer’s documents/information
REQUIRED COMPETENCIES
Specific Knowledge
- Comprehension knowledge of Records Management;
- Very good knowledge of AMVS and RAIS;
- Knowledge of TAJ’s operations and functions;
- Working knowledge of computer systems and the relevant applications;
Required Skills and Specialised Techniques
- Very good planning and organising skills;
- Very good time management skill;
- Very good communication and interpersonal skills;
- Good leadership and management skills
- Keen attention to details.
Qualification and Experience
- Associate Degree in Management Studies, Certificate in Public Administration or the equivalent education;
- Certificate in Records Management;
- Two (2) years related work experience.
WORKING CONDITIONS
- Normal office environment;
- Exposure to dust and particles from files;
- Heavy lifting of boxes;
- Use of ladder may be necessary in executing duties.
While we thank all applicants for their interest, only short-listed candidates will be contacted.
