-  JOB PURPOSE:

To develop and implement processes related to records management. Ensuring and Coordinating with all departments of the company in order to assure that all records are properly handled and stored in the right department file archive.

-  KEY ACCOUNTABILITIES:

Description Performance Indicators

Responsibilities:

•  Prepare and update records classification scheme and its Retention schedule “Procedural Tools” that are important for proper Records management in Asyad Shipping.
•  Implement and follow up the Records Management Procedural Tools for all Asyad Shipping departments and internal and external branches.
•  Provide technical support to the staff in the application of the rules and regulations prescribed for the Records.
•  Develops and implements Electronic Document and Record Management System “EDRMS”.
•  Provide technical support related to the EDRMS for all Asyad Shipping departments.
• Ensure that Asyad Shipping is applying and in compliance with NRAA policy & standards.
•  Provide coaching and guidance for all Departments to ensure maximum efficiency.
•  Maintains staff by selecting, orienting, and training employees.
•  Set departmental goals and KPI.
•  Ensure that all records can be easily retrieved when they are needed.
•  Keep abreast of all organizational changes and business developments.
•  Provide technical assistance to staff in the process of transferring active records to the place of intermediate Records storage
•  Supervising the intermediate Records and making them available to the authorities established upon request.
•  Manage Migration of archives to NRAA.
•  Manage Appraisal and Destruction of Records according to NRAA methodology.
•  Manage Records storage places.
•  Manage Incoming and outgoing correspondences.
•  Coordinates with internal and external stakeholders on matters relating to Asyad Shipping records.
•  Participation in the events organized by the relevant bodies and organizations inside and outside the country.
•  Diligently performs any other reasonable work or related tasks at the request of his/her manager.
• Confidentiality
•  Ensure strict confidentiality is maintained at all times regarding all information and matters, whether pertaining to individual staff members or broader organizational affairs, in accordance with company policies and applicable regulations.
•  Highest level of confidentiality maintained.

 

Document controller:

•  Working closely with the secretaries to ensure that all records are handled correctly.
•  Efficient & timely submission of records as per legal requirements.
• Reports
•  prepare any related reports required by the Supervisor.
•  The report is prepared as per the deadline agreed and with data accurately.

 

- QUALIFICATIONS, EXPERIENCE, & SKILLS:

Qualifications:

•   Bachelor’s Degree in record Management or equivalent.
•  Master’s degree / MBA is preferred.
•  Professional qualification / certification from related HR professional body is preferred.
•  Knowledge of NRAA roles and regulations is mandatory.

- Experience:

•    Minimum 5 years of relevant experience
•  Prior experience in Oman is mandatory and regional/international experience is an advantage.

- Special Skills & Knowledge:

•  Excellent Knowledge of Computer software (Microsoft programs and other)
•  Result and Details oriented
•  Excellent problem-solving, planning & organizing skills.
•  Ability to work well under pressure.
• Good analytical skills (focus on strategic and conceptual thinking)
•  Strong communication skills (oral, written, presentation)
•  Negotiation skills
•  Team leading skills
•  Understanding of business
•  Strong customer-service orientation
•  Excellence communication skills
•  Ability to effectively prioritize and execute tasks in a high-pressure environment.
•  Excellent written and spoken communication abilities in English and Arabic.

 

- COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal:

•   ASYAD Shipping Units
•  ASYAD Corporate Units
•  ASYAD Business Units

 

External:

•   People Service Providers
•  Notional record and Archives Authority

 

- COMPETENCIES:

•   Initiative
• Flexible
•  Impact & Influence
•  Information Seeking