Permanent Documentation Section Manager

Purpose of Job

The job holder is responsible for managing the Permanent Documentation function including development of policies, procedures, guidelines, classification and indexing plans, and management of filing, retrieval, security, accessibility, scanning, uploading, distribution, and system administration in line with NCAR regulations.

Job Responsibilities

Strategy and Planning

1. Contribute to the development of Documentation & Administration business plan ensuring alignment with ZATCA strategy.
2. Develop the operational plan for Permanent Documentation in line with Documentation & Administration business plan and Finance and Administration strategic plan.
3. Implement plans and provide input to enable achievement of Permanent Documentation goals that support ZATCA’s overall strategic plans.

Budget Management

1. Discuss Permanent Documentation budgeting requirements with top management and provide input to the budgeting process.
2. Ensure effective utilization of Permanent Documentation budget, and report accurately on progress made and challenges encountered.
3. Investigate and propose implementing initiatives that result in positive financial impact for Permanent Documentation and mitigates financial and operational risks.

Permanent Documentation Planning

1. Keep abreast of the latest regulations related to permanent documentation and archiving issued by the National Center for Archives and Records (NCAR).
2. Develop ZATCA permanent documentation and archiving framework, guidelines, policies, and procedures and ensure proper communication and training to employees.
3. Develop and update classification, indexing and coding plans to effectively organize archives.
4. Devise mitigation plans to safeguard and maintain preserved permanent documentation in case of incidents, damages, or deterioration.

Permanent Documentation Operations

1. Manage filing of permanent documentation in line with policies and procedures to ensure availability.
2. Facilitate retrieval of data needed from permanent documents.
3. Ensure permanent organizational documents go through a documented and approved review-and-approval process before being stored and internal controls are in place and are functional effectively.
4. Ensure the security, accessibility, and proper distribution of organizational permanent documents.
5. Manage the electronic documentation system and ensure that all received/sent permanent documents are scanned and uploaded in line with archiving policies and procedures.
6. Monitor the adherence of employees and all stakeholders to the permanent documentation and archiving guidelines, policies and procedures and implement improvement/corrective actions if needed.

People Management

1. Participate in the identification and recruitment of key talent.
2. Guide, mentor and support direct reports in order to execute duties according to set policies and processes.
3. Develop individual performance objectives, provide necessary support, evaluate/appraise team and provide regular feedback on performance.
4. Establish a high-performance working environment and promote ZATCA values.

Job Details
Communication and Contacts
Education

1. Bachelor’s degree in Archives and Records Management or equivalent is required.
2. Master’s degree in Archives and Records Management or equivalent is preferred.

Experience
An optimal of 7 years of relevant experience, with a preferred 2 years of experience at a managerial level.

Competencies
Events Management - Proficient
Communication - Developing
Professionalism - Proficient
Organization and Planning - Advanced
General Administration - Advanced
Develop and Empower Employees - Developing
Information Systems Knowledge - Advanced
Leading by Example - Developing
Strategic Thinking - Developing
Operational Excellence - Developing
Results Oriented - Proficient
Customer Focus - Proficient
Change Enabler - Developing
Vendor Management - Proficient