Specialist: Archivist

Structural Information

Job number:                     10006355

Job title:                             Specialist: Archivist

Job grade:                          S5

Group/ BU:                       Corporate

Division:                             Group Chief of Finance

Span of control:               1-5

Reports to:                        Executive Management

Core Description

Responsible for establishing and maintaining an active, continuous programme for cost effective & efficient management of the company's archives, records and electronic records in accordance with statutory and regulatory requirements. This involves a Group-wide legal compliance accountability, as well as governance, policy ownership and training responsibilities. It also requires the ability to manage Group risk and ensure digital accessibility of information.

Job Responsibilities

• Identify and acquire materials of historical significance. 
• Evaluate the value of records for retention or disposal. 
• Arrange and describe records according to archival standards. 
• Ensure the long-term preservation of materials through proper storage and conservation techniques. 
• Make materials available to researchers and the public, including creating finding aids and online access. 
• Provide support to researchers using the archives. 
• Ensure the archive store is well maintained to avoid environmental deterioration.
• Conduct training to selected BU’s Record Officers.
• Update the Document Retention and Archive Policy according to legislation.
• Capture archive records on the Archive intranet portal.
• Digitise archive records selected for permanent preservation.
• Ingest the digitised records to the Archive intranet portal.
• Guide Telkom employees on how to transfer records to the archive.
• Write appraisal report on each archive group.
• Organise document destruction and file the destruction certificate.
• Manage the archive risk controls in Telkom GRC.
• Prepare and maintain an up-to-date Group Archive policy and guidelines.
• Manage to contract workers in the Telkom Group archive. 
• Ensure compliance of the Archive with all the relevant legislative requirements, including creating a file plan, liaising with the regulatory bodies and ensuring the archiving environment is at the correct level.
• Ensure compliance of the Telkom Group Archive to relevant laws and regulations such as National Archives and Records Service of South Africa Act (Act No. 43 of 1996), Promotion of Access to Information Act (PAIA, Act No. 2 of 2000, Protection of Personal Information Act (POPIA, Act No. 4 of 2013), Electronic Communications & Transactions Act (ECTA, Act No. 25 of 2002).
• Implement the Telkom Group Archive Digitisation programme.

Core Competencies

Functional Knowledge
Communication; Archive and Records Management Legislation; Archive Practices and Processes; Archive Policies; South Africa History and applicable archives and record and information storing legislation; Statutory and Regulatory Requirements

Functional Skills
Analytical; Problem solving skills/ solution oriented; Ability to work independently; Excellent organisation and administration; Computer applications; Trustworthy and integrity 

Competencies (Behaviour)
Thought Leadership: Developing strategies/ Providing insights; Generating ideas; Exploring possibilities; Examining information; Adopting practical approaches.
Market Leadership: Developing expertise; Challenging ideas; Interacting with people; Understanding people; Seizing opportunities; Managing tasks
Business Leadership: Pursuing goals; Taking action; Upholding standards; Managing tasks; Seizing opportunities
People Leadership: Making decisions; Empowering individuals; Challenging ideas; Directing people; Convincing people; Interacting with people
Personal Leadership: Embracing change; Thinking positively; Showing composure; Understanding people; Valuing individuals; Team working; Values aligned with company Values; Trustworthy; Disciplined; Discreet; Independent; Organized; Integrity

Certifications

Education

Experience

Additional Information

Qualifications and experience:

• Relevant degree/ diploma (NQF level 6/7) preferably in the archive and records management studies or information and knowledge management studies (management, retrieval and organisation of information).
• Relevant experience in the management of archives, records, and electronic records.

Special Requirements

Physical Requirements

Key Stakeholders

• Telkom employees
• Telkom GRC
• Regulatory Bodies
• BU representatives
• Internal/ external researchers
• Metrofile
• Group Contract workers