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DUTIES AND RESPONSIBILITIES

• Produce a record of information resources and documentations that

(a) are needed and that should be added to the collection

(b) must be acquired / procured

• Renew and/or apply for new subscriptions and licences for information services and products
• Contact relevant stakeholders to acquire or procure information materials to maintain the resource centre up-to-date
•  Prepare orders and requisitions for purchase of information resources
• Capture data regularly on the resource centre system, update databases and other systems as well as upload electronic documents and records into the Intranet Portal
• Label, shelve/stack/store and inventorise resources as per established procedures and guidelines
• Propose appropriate shelving and other display technologies to facilitate access to, and security of information and materials
• Ensure that shelving of books and other materials is carried out on a constant basis to maintain appearance of Centre and security of holdings
• Repair, rehabilitate and replace damaged materials, and weed out out-dated materials
• Maintain and up-to-date user database and respond to requests from new users for authority to utilise facilities.
• Help users locate information resources and documentation required and liaise with other libraries and resource centres to source materials on behalf of clients.
• Trains users and assist them Assist to search resource centre services and products; including database of holdings (online catalogue), databases, computerised records, EDMS, and other online resources to access and retrieve relevant information.
• Register, issue and record returns of information resources and documents
• Help maintain the physical appearance and ease of use of the centre, and monitor the resource centre to prevent theft or abuse.
• Keep records on utilisation and circulation statistics for analysis
• Show/teach users on how to use the resource centre system.
• Advise users on how to generate and share information and knowledge from the system.
• Liaises with the Manager, Knowledge Management and other departmental heads to ensure that all records documents maintained in good condition
• Effective information and training on the use of the resource centre
• Timely replenishment / disposal of materials and information resources management needs of the entire organization are systematically taken care of
• Develops processes of creation, maintenance, retrieval, protection, retention and destruction of all records in accordance with organisational policies and Botswana Government records management laws and requirements
• Effectively enforce records management standards and procedures
• Establish and implement efficient, secure mail handling, filing and other records management procedures
• Filing of agendas, minutes and reports
• File opening, indexing, classification, retrieval, despatch, tracking and closing
• Collect/follow up files from action officers and file them away
• Process staff requests for archived information and returned files
• Provide storage, repository and reference services for all files
• Receive, open, sort, record, file and distribute both electronic and hard copy incoming and internally created mails
• Upload letters and other records into the Intranet Portal (EDMS)
• Regularly update the accession list of all records transferred to the archives
• Periodically prepare records disposal schedules and liaise with various department heads
• Produce a record of information resources and documentations that

(a) are needed and that should be added to the collection,

(b) must be acquired / procured,

(c) must be disposed of as per the retention schedule, and

(d) must be archived permanently

• Coordinate an efficient and effective management of all current and dormant records.
• Draft proposals for improvement of organization, methods, systems, standards and procedures of all records management activities for consideration of the Manager to ensure efficiency and effectiveness at all times.
• Assist in administrative record management.
• Perform other duties as assigned by supervisory personnel.
• Implement approaches, methods, and tools for knowledge identification, capturing, generation and sharing
• Implement systems for capturing, storing, organising and developing knowledge resources from staff and stakeholders
• Upload project lessons learned and other knowledge resources into the Intranet Portal (EDMS)
• Participates in training and assists users on how to effectively identify, capture, store, access, retrieve, share and use knowledge resources.

QUALIFICATIONS AND EXPERIENCE

• At least a Degree in information / library management or Records Management from a recognised institution or any other equivalent qualification acceptable to PEEPA Experience and working knowledge (length and type).
• 7 years’ experience in a library or resource / documentation centre/ Records Centre. The experience should include development and implementation of records management policies and procedures. 

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