Records Officer

Background

The Energy Regulation Board (ERB) is a statutory body created by the Energy Regulation Act No. 12 of 2019 to regulate Zambia’s energy sector. The ERB is looking to hire a qualified and experienced Zambian national to fill the position of Records Officer to be based at its Head Office.

Job Purpose

To oversee the Institutional Records Management System, advise Management accordingly, and supervise Records Staff in the execution of their duties.

Main Duties and Responsibilities

• Supervise the management of paper-based and electronic information to improve creation, access, retrieval, storage, and disposal
• Develop and maintain filing systems to meet administrative, legal, and financial requirements
• Provide input into the policy framework for records management
• Implement retention and disposal schedules in compliance with relevant legislation
• Facilitate transfer of archival records to the National Archives of Zambia
• Respond to internal and external information enquiries
• Oversee receipt of general incoming mail and ensure effective records security
• Coordinate file tracking to account for file location at all times
• Implement individual work plans for assigned Records Staff and monitor performance
• Prepare weekly/monthly reports on mail movement, new files opened, discarded files, and other reports

Minimum Qualifications and Skills

• Full Grade 12 Certificate or equivalent with five (5) credits or better
• Diploma in Records Management / Library Studies / Archives Management
• Minimum of three (3) years post qualification relevant experience
• Verification of all qualifications by ZAQA is required

Required Attributes

• High confidentiality and good interpersonal skills
• Computer literate
• Ability to write briefs and reports
• Effective oral communication in English
• Ability to operate computers and other office equipment

Responsibilities

• Supervise the management of paper-based and electronic information to improve creation, access, retrieval, storage, and disposal
• Develop and maintain filing systems to meet administrative, legal, and financial requirements
• Provide input into the policy framework for records management
• Implement retention and disposal schedules in compliance with relevant legislation
• Facilitate transfer of archival records to the National Archives of Zambia
• Respond to internal and external information enquiries
• Oversee receipt of general incoming mail and ensure effective records security
• Coordinate file tracking to account for file location at all times
• Implement individual work plans for assigned Records Staff and monitor performance
• Prepare weekly/monthly reports on mail movement, new files opened, discarded files, and other reports

Skills

• High confidentiality and good interpersonal skills
• Computer literate
• Ability to write briefs and reports
• Effective oral communication in English
• Ability to operate computers and other office equipment

Qualifications

• Full Grade 12 Certificate or equivalent with five (5) credits or better
• Diploma in Records Management / Library Studies / Archives Management
• Minimum of three (3) years post qualification relevant experience
• Verification of all qualifications by ZAQA is required

How to Apply

Job application procedure
Interested in applying for this job? Click here to submit your application now.

1. Applicants must complete the pre-application form available at: ERB e-Job Application - RECORDS OFFICER (1) – Fill out form or by scanning the QR Code.

2. Applicants who meet ALL the minimum qualifications will be invited to submit soft copies of:

• Application letter
• Current CV with minimum two (2) professional referees, in word version
• ZAQA certified photocopies of Grade 12 Certificate, Diploma Certificate(s), and relevant professional certificates

No hard copies will be considered.