REGISTRY SUPERVISOR – Civil Aviation Authority of Zimbabwe 128 views

VACANCY NOTICE

POSITION:  Ref: CAAZ/33/2024

Reporting to the Administration Officer Location: Head Office

Job Purpose

The position exists to assist the registry supervisor in the management of information and records of the Authority to facilitate business operations.

DUTIES AND RESPONSIBILITIES Information Security

• Ensures proper and accurate filing of all documents and files to facilitate easy retrieval and safe storage.
• Recommends effective and best-practice Registry Management Systems to ensure CAAZ keeps up to date with current trends in the Registry department.
• Ensures adequate manning levels for efficient running of the Registry at all times to ensure safe storage of documents and easy retrieval by all users.
• Ensures that policies and procedures relating to the use and storage of documents are enforced so that CAAZ information is safeguarded.
• Implements and reviews the system of issuing and returning of documents.
• Ensures that the Registry system operates to facilitate and enable CAAZ officers to perform their duties effectively.

Classification of Records

• Participates in the cataloguing and classification of material according to the approval system to facilitate tracking of all the documentation in the registry.
• Ensures an orderly and systematic flow of official correspondence and/or documents in and out of the Registry to ensure that no documents are lost and their availability, as and when required by the users.

Registry Process Supervision

• Ensures accurate and prompt receipt, processing, routing and filing of documents and their availability to users at all times.
• Supervises handling and delivery of official correspondence to ensure confidentiality.
• Supervises and oversees the receiving, sorting, routing and appropriate filing of all information, retrieving and dissemination to users.
• Compiles required periodic reports on time and makes appropriate recommendations for management attention.
• Ensures safe custody and preservation of all records in the registry at all times.
• Ensures efficiency and accuracy in mail delivery system (internal and external) to ensure effectiveness of business operations.

Human Resources Management

Supervises and manages the staff under the registry section to ensure that they perform to the expected standards in order to facilitate other business operations of the Authority

Qualifications and Experience

• 5 ‘O’ Levels including Mathematics and English Language.
• 2 ‘A’ Level passes.
• Diploma in Records Management and Information Science/ Equivalent
• At least 3 years’ experience in records management.

Skills and Competences

• Computer literacy
• Planning and organizing skills
• Ability to work under minimum supervision
• Ability to handle confidential information
• Team leadership skills
• High level of integrity
• High work standards