---

 

Role Responsibilities

Documentation and information services

• Supervise the provision of information, knowledge management and library services to PEEPA and other stakeholders in view of supporting the PE privatisation / restructuring, PE monitoring / evaluation, and public service outsourcing mandate.
• Create a systemised approach for guiding on going  analyses needed to address observed gaps and for identifying opportunities for innovation, as well as drawing on data and information from evaluations carried out on privatisation transactions and lessons learned and best practices from within the country and abroad.
• Liaise with staff on information reference material requirements and prepare annual budgets for acquisition of materials.
• Build a collection that respond to user needs.
• Review holdings and initiate orders for new and additional materials including books, publications, magazines, multi-media etc. 
• Maintain close contact and liaison with external information sources to obtain and/or procure materials.
• Timely renewal of subscriptions / licenses for information services.
• Supervise the full life cycle of information resources processing.
• Ensure that resources are well cataloged, labeled and classified; and use best practice standards to facilitate retrieval of materials.
• Maintenance and regular dissemination of up-dated listings of acquisitions to motivate utilisation of the facilities.
• Propose appropriate shelving and other display technologies to facilitate access to, and security of information and materials.
• Carry out accurate stock and inventory control.
• Ensure that the centre complies with international standards.
• Analyze user complaints, and initiate appropriate remedial actions.
• Establish effective networks, negotiate and manage partnerships with other information sources to share information resources.
• Assist users in retrieving information via online data base searches.
• Ensure that information resources are made available to users using suitable systems, and that retrieval and use are facilitated by proper databases, indexing, metadata, and information synthesis.
• Ensure that the system is effectively able to open user file, issue materials to users, and receive returned materials. 
• Train users on the system, and liaise with IT on system issues.
• Supervise subordinates and their work.

Knowledge management

• Develop a Knowledge Management plan and supervise its implementation.
• Recognise and adopt good practice approaches, methods, and tools to enhance knowledge generation and sharing .
• Link up with IT for the development, implementation and maintenance of an appropriate knowledge management system.
• Coordinate, facilitate and ensure that information and knowledge is continuously stored on the system to allow sharing and usage.
• Promote knowledge sharing and the use of knowledge management system in PEEPA.
• Advise users who want to consult, retrieve and use information and knowledge from the system; and recommend how and where they can access the information.
• Guide staff who needs assistance to feed knowledge into the system and help capture the knowledge of departing staff.
• Create and maintain an up to date and comprehensive database of board members in PEs.

Records management

• Supervise the administrative record-keeping and processing of PEEPA.
• Custodian of PEEPA’s official files and documents.
• Filing of agendas, minutes and reports.
• File opening, indexing, classification, retrieval, dispatch, tracking and closing.
• Ensure the preservation and security of records.
• 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.
• Develop and implement Retention and Disposition Schedules for PEEPA’s records, and supervise the archiving and disposal of out-dated records in accordance with retention periods.
• Implement and operate the EDMS.
• Receive, open, sort, record and distribute incoming and internally created mails.
• Coordinate PEEPA’s response to external information needs. 

QUALIFICATIONS & EXPERIENCE

Qualifications

• At least a degree in information management or library science from a recognized institution or any other equivalent qualification acceptable to PEEPA.

Experience

• A minimum of 10 years’ professional work experience in a Resource Centre or Library, including experience in using an integrated library or knowledge management system.  This must include 2-3 years in a managerial position.

---