36 Records Management jobs in South Africa

The records management consultant should at least have 10 years’ experience in Records Management.

• To develop and manage an organization-wide records management programme designed to ensure that record keeping and records management practices effectively meet the organization’s objective.
• To ensure that the records management practices of the office comply with the requirements of the National Archives and Records Services of South Africa (NARSSA) Act no. 43, 1996 as amended or its provincial equivalent, as well as other regulatory requirements.

• To ensure that records management is an objective in the government body’s strategy and strategic plan.
• To determine the current record keeping and record management situation and ensure that relevant information is available regarding the record keeping and records management practices of the government body as well as the private sector.
• Ensure that information contained in records is managed effectively throughout the organisation by drafting and implementing a records management policy.
• To ensure that records management staff understand their responsibilities and acquire the necessary skills to manage records effectively.
• To ensure that all records are kept in safe custody.
• To ensure that there is a systematic disposal programme in place.
• To ensure that all audio-visual records are managed according to the prescribed regulatory requirements and good governance.
• To ensure that all electronic records are managed according to the prescribed regulatory requirements and good governance.
• To ensure that there are evaluation criteria in place to monitor compliance with sound records management practices.

• Knowledge of the governmental environment.
• Knowledge of information management.
• Specialist knowledge of records management practices.
• Understanding of the most prevalent systems being used.
• Knowledge of relevant standards as well as the statutory and regulatory framework relating to records management.

• Good communication.
• Teamwork.
• Planning and time management.
• Influencing.
• Managing performance.
• Managing projects.
• Change management.
• Basic understanding of how information systems are designed and process data.
• Thorough understanding of metadata systems.

• Relevant National Diploma or Bachelor’s degree in Information Management and/or Records Management.
• Relevant training presented by the National Archives and Records Services of South Africa or any relevant training institute.

• Extensive experience in the field of paper-based records management.
• Experience in the field of electronic records management.
• Extensive experience as a manager.
• Project management experience.
• Change management experience.

Ferrovial Construction is a business unit of Ferrovial , which is listed simultaneously on 3 stock markets: USA (Nasdaq), the Netherlands (Euronext Amsterdam), and Spain (IBEX 35). The U.S. listing represents a key step in Ferrovial’s internationalization process and plans for growth in North America.

Ferrovial Construction is internationally recognized for its capacity to design and build civil engineering and construction projects, mainly in large transportation infrastructure. Its track record to date includes more than 304 miles of tunnels, 11,930 miles of roads (including 2,485 miles of highways), 2,920 miles of railroad lines (including 434 miles of high-speed railroads), and 16,994 miles of road maintenance and repair.

DOCUMENT CONTROL MANAGER

Location: East London

About us

Ferrovial Construction is the engineering and construction arm of the Ferrovial Group. It is the largest private transport infrastructure operator in the world in terms of capital invested with a workforce of approximately 96,000 employees and a presence across 15 countries with over 60 years’ experience. It is a Spanish multinational company operating through 4 divisions; Airports, Highways, Construction, and Building subsidiaries. Ferrovial is committed to developing sustainable and innovative solutions, with the aim to create value for society, clients, investors, and employees. Ferrovial Construction Ltd UK has 7 major Infrastructure projects across the UK; HS2 Enabling works, HS2 Main Works, Silvertown Tunnel (STT), Heathrow (H7), Thames Tideway (TTT), Northern Line Extension (NLE), and Farringdon Station.

Scope and Scale of the role

• Setup the project EDMS and CDE with the support of the Quality Manager and Digital Construction department representative. Create Workflows, digitize form and submittal processes aligned with the project requirement, and meet the Client representative to achieve correct system setup and communication flows.
• Setup and manage Commercial Systems and field Systems.
• Control and track the information in the project Common Data Environment (CDE) and Electronic Document Management System (EDMS) to ensure information is correctly managed and distributed (downstream and upstream) between the client systems and the project’s.
• Review document formats and QA Checks as per project requirements, download, upload, archive, and distribute the information and manage them accordingly.
• Maintain the necessary trackers and reporting to the project team.
• Manage Document Controller(s) reporting to them.
• Support and lead Quality-related questions in Tenders and Pre-Qualification when required.
• Support Innovation initiatives, raise new opportunities, and lead when required.

Job Responsibilities:

• Responsible for setting up the EDMS and CDE system in the project.
• Correctly set up digitized forms, Workflows, and submittal processes embracing the project CDE.
• Comply with project requirements and ISO19650 requirements when applicable to the project.
• Prepare projects or the organizational Document Control procedures and deliver training.
• Responsible for controlling the numbering, filing, sorting, and retrieval of electronically stored or hard copy documentation produced by technical teams in a timely, accurate, and efficient manner.
• Provide EDMS support for projects and departments.
• Conduct QA document checking.
• Manage the administration of EDMS (Workflows, access rights, distributions, etc.).
• Assist in preparing and managing documentation internally/by subcontractor.
• Train project personnel in using the system and document control procedures.
• Asset Integration (NOT ESSENTIAL):
• Coordinate the compilation of assets registers and H&S Files.
• Register key assets to Asset management systems (e.g., Maximo, Sales Force, Excel, or others) and run required reports for PM to raise visibility of assets delivered/installed and scheduled/planned for delivery.
• Liaise and coordinate with the site team for the production of handover asset information documentation.

Qualifications:

• Evidence of applicable system admin courses completed of: Asite and SharePoint.

Experience:

• Substantial experience in Document Control duties.
• Experience in multiple handovers and design submissions successfully.
• Experience of managing/mentoring/supporting the development of 1 or more document controllers (or similar role).
• Understanding of ISO19650.

Knowledge/Ability:

• Advanced knowledge of Word, PowerPoint, Excel, and PDF professional.
• Experience using Asite, Dalux, ProjectWise, Autodesk Construction Cloud, Procore, and/or other project-required systems, along with good knowledge of SharePoint and overall MS Office applications: MS Forms, Power Automate, etc.
• Ability to manage time and several tasks, and prioritize correctly.
• Ability to spot errors in documents, such as formatting errors, typos, or similar.
• Ability to understand drawings.

Skills/Behaviours:

• Motivated to learn and add value to the team, the role, and the apprenticeship programme.
• Inquisitive mind, seeking new improved ways of working.
• Enjoys working under pressure to meet deadlines, proactive approach to working and learning.
• Analytical and critical thinker, excellent record keeping, and attention to detail.
• Good communication skills, verbal and written.
• Willingness to manage and teach/develop their team.

Please note that this job description does not represent a comprehensive list of activities, and employees may be requested to undertake other reasonable duties.

Ferrovial embraces diversity and inclusion and we see the value in providing equal opportunities to all employees. We are committed to building an inclusive team from a variety of different backgrounds, perspectives, and skills.

Ferrovial Construction is a business unit of Ferrovial , which is listed simultaneously on 3 stock markets: USA (Nasdaq), the Netherlands (Euronext Amsterdam), and Spain (IBEX 35). The U.S. listing represents a key step in Ferrovial’s internationalization process and plans for growth in North America.

Ferrovial Construction is internationally recognized for its capacity to design and build civil engineering and construction projects, mainly in large transportation infrastructure. Its track record to date includes more than 304 miles of tunnels, 11,930 miles of roads (including 2,485 miles of highways), 2,920 miles of railroad lines (including 434 miles of high-speed railroads), and 16,994 miles of road maintenance and repair.

DOCUMENT CONTROL MANAGER

Location: East London

About us

Ferrovial Construction is the engineering and construction arm of the Ferrovial Group. It is the largest private transport infrastructure operator in the world in terms of capital invested with a workforce of approximately 96,000 employees and a presence across 15 countries with over 60 years’ experience. It is a Spanish multinational company operating through 4 divisions; Airports, Highways, Construction, and Building subsidiaries. Ferrovial is committed to developing sustainable and innovative solutions, with the aim to create value for society, clients, investors, and employees. Ferrovial Construction Ltd UK has 7 major Infrastructure projects across the UK; HS2 Enabling works, HS2 Main Works, Silvertown Tunnel (STT), Heathrow (H7), Thames Tideway (TTT), Northern Line Extension (NLE), and Farringdon Station.

Scope and Scale of the role

• Setup the project EDMS and CDE with the support of the Quality Manager and Digital Construction department representative. Create Workflows, digitize form and submittal processes aligned with the project requirement, and meet the Client representative to achieve correct system setup and communication flows.
• Setup and manage Commercial Systems and field Systems.
• Control and track the information in the project Common Data Environment (CDE) and Electronic Document Management System (EDMS) to ensure information is correctly managed and distributed (downstream and upstream) between the client systems and the project’s.
• Review document formats and QA Checks as per project requirements, download, upload, archive, and distribute the information and manage them accordingly.
• Maintain the necessary trackers and reporting to the project team.
• Manage Document Controller(s) reporting to them.
• Support and lead Quality-related questions in Tenders and Pre-Qualification when required.
• Support Innovation initiatives, raise new opportunities, and lead when required.

Job Responsibilities:

• Responsible for setting up the EDMS and CDE system in the project.
• Correctly set up digitized forms, Workflows, and submittal processes embracing the project CDE.
• Comply with project requirements and ISO19650 requirements when applicable to the project.
• Prepare projects or the organizational Document Control procedures and deliver training.
• Responsible for controlling the numbering, filing, sorting, and retrieval of electronically stored or hard copy documentation produced by technical teams in a timely, accurate, and efficient manner.
• Provide EDMS support for projects and departments.
• Conduct QA document checking.
• Manage the administration of EDMS (Workflows, access rights, distributions, etc.).
• Assist in preparing and managing documentation internally/by subcontractor.
• Train project personnel in using the system and document control procedures.
• Asset Integration (NOT ESSENTIAL):
• Coordinate the compilation of assets registers and H&S Files.
• Register key assets to Asset management systems (e.g., Maximo, Sales Force, Excel, or others) and run required reports for PM to raise visibility of assets delivered/installed and scheduled/planned for delivery.
• Liaise and coordinate with the site team for the production of handover asset information documentation.

Qualifications:

• Evidence of applicable system admin courses completed of: Asite and SharePoint.

Experience:

• Substantial experience in Document Control duties.
• Experience in multiple handovers and design submissions successfully.
• Experience of managing/mentoring/supporting the development of 1 or more document controllers (or similar role).
• Understanding of ISO19650.

Knowledge/Ability:

• Advanced knowledge of Word, PowerPoint, Excel, and PDF professional.
• Experience using Asite, Dalux, ProjectWise, Autodesk Construction Cloud, Procore, and/or other project-required systems, along with good knowledge of SharePoint and overall MS Office applications: MS Forms, Power Automate, etc.
• Ability to manage time and several tasks, and prioritize correctly.
• Ability to spot errors in documents, such as formatting errors, typos, or similar.
• Ability to understand drawings.

Skills/Behaviours:

• Motivated to learn and add value to the team, the role, and the apprenticeship programme.
• Inquisitive mind, seeking new improved ways of working.
• Enjoys working under pressure to meet deadlines, proactive approach to working and learning.
• Analytical and critical thinker, excellent record keeping, and attention to detail.
• Good communication skills, verbal and written.
• Willingness to manage and teach/develop their team.

Please note that this job description does not represent a comprehensive list of activities, and employees may be requested to undertake other reasonable duties.

Ferrovial embraces diversity and inclusion and we see the value in providing equal opportunities to all employees. We are committed to building an inclusive team from a variety of different backgrounds, perspectives, and skills.

We are seeking a highly skilled Data Management Specialist to join our financial services team. The ideal candidate will play a pivotal role in managing and enhancing data governance, quality, and architecture to support regulatory compliance, business insights, and operational efficiency.

• Develop and implement data management strategies aligned with business objectives and regulatory requirements.

• Establish and maintain data governance frameworks, policies, and standards.

• Monitor and ensure data quality, integrity, and accuracy across systems.

• Collaborate with stakeholders to define data requirements and metadata standards.

• Support the design and implementation of data architecture and integration solutions.

• Manage data lineage, classification, and cataloging processes.

• Drive continuous improvement in data processes and tools.

• Ensure compliance with data protection regulations and financial services standards.

• Bachelors degree in Information Systems, Data Science, or a related field.

• Proven experience in data management within the financial services sector.

• Strong knowledge of data governance, data quality, and metadata management.

• Familiarity with data architecture and regulatory frameworks (e.g., BCBS 239, GDPR, POPIA).

• Proficiency in data management tools and technologies (e.g., Collibra, Informatica, Microsoft Purview).

• Excellent analytical, communication, and stakeholder engagement skills.

• Relevant certifications (e.g., DAMA, DCAM).

• Experience in change management and data-driven digital transformation.

Are you passionate about data management and information systems? Our client is seeking a skilled individual to join their team as a Data & Management Information Systems Specialist!

1. Head office-based role working with Operations Head, Finance Manager & IT.
2. Understanding of the Companies Operating Model & business processes.
3. Responsible for change control of data into production environment.
4. Align with data architecture & data design mapping to enable data integration.

Qlik; XLS; Power Bi; Internal Applications (proprietary systems built in-house)

1. Experience in financial services/Wealth Management (beneficial).
2. Exposure to Xplan (beneficial).

The purpose of this role is to maintain accurate and up-to-date financial data, ensuring compliance with internal policies and regulatory requirements as well as overseeing and providing guidance to junior staff members in the finance department.

Minimum Qualifications:

• Matric/ Grade 12
• Bachelor’s degree in finance, Accounting, Business Administration, or related field
• Minimum of 3-5 years’ experience in finance, accounting, or data management roles
• Previous debtors/creditors management experience is beneficial with preferred exposure to the retail industry
• Proficiency in financial software and systems, such as ERP systems (e.g., SAP, NetSuite, Oracle, Dynamic 365 ), Microsoft Excel, and database management tools

Responsibilities:

• Data Management:
• Maintain accurate financial records, including accounts receivable, payable, and general ledger entries
• Ensure timely and accurate processing of financial transactions, including invoices, payments, and journal entries
• Regularly reconcile financial data to identify discrepancies and resolve issues promptly
• Develop and implement standardized processes for data entry, validation, and documentation
• Master Data Maintenance:
• Update and maintain master data records, including vendor and customer information, pricing structures, and payment terms
• Conduct regular audits of master data files to ensure completeness, accuracy, and consistency
• Collaborate with stakeholders to address any discrepancies or issues related to master data
• Reporting and Analysis:
• Analyse financial data to identify trends, variances, and opportunities for improvement
• Provide insights and recommendations to management based on financial analysis and performance metrics
• Process Improvement:
• Identify areas for process improvement and efficiency gains in financial data management
• Implement best practices and procedures to enhance data quality, accuracy, and reliability
• Collaborate with cross-functional teams to develop and implement system enhancements or automation initiatives
• Compliance and Risk Management:
• Ensure compliance with internal policies, accounting standards, and regulatory requirements
• Proactively identify and mitigate risks related to financial data integrity and accuracy
• Stay informed about changes in regulations and industry standards impacting financial reporting and data management
• Staff Management:
• Provide guidance and support to junior staff members in the finance department
• Delegate tasks effectively, ensuring timely completion and adherence to quality standards
• Facilitate training and development opportunities to enhance the skills and knowledge of staff

Key Skills and Competencies:

• Good understanding of financial principles and accounting practices
• Excellent analytical and problem-solving skills, with a keen attention to detail
• Effective communication and interpersonal skills, with the ability to collaborate across departments and levels of the organization
• Proven ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
• Proven ability to manage and motivate a team
• Excellent organisational skills

Tulane International seeks a Technical Assistance & Data Management Director.

The Technical Assistance and Data Management Director will contribute to Tulane International’s successful execution of the “Protecting Highly Vulnerable Children – Research, Monitoring and Quality Improvement Activity.” Work will encompass providing technical leadership for the development of standardized monitoring systems and associated guidance and trainings for South African PEPFAR-funded implementing partners providing community-based programming for orphans and vulnerable children (OVC) and DREAMS programming (Determined, Resilient, Empowered, AIDS-free, Mentored and Safe) for adolescent girls and young women (AGYW). The candidate will also contribute to Tulane’s leadership in this sphere through strategic relationship development with local and international stakeholders and publications in peer-reviewed journals and other fora. High levels of technical expertise, longstanding experience with PEPFAR global monitoring and evaluation guidance for OVC & AGYW, and outstanding leadership and communication skills are required.

Location: Position can be based in Cape Town or Durban. Relocation costs are not offered.

Applicants should submit a CV and cover letter describing their appropriateness for the position to.

REQUIRED EDUCATION AND EXPERIENCE:

• Master-level or higher training in public health, informatics, public policy, social or behavioral science or related field.
• A minimum of 5 years experience working in one or more areas of public health, such as HIV and AIDS (including OVC), child health or survival, or monitoring and evaluation.
• A minimum of 5 years of progressively responsible experience in a technical advisory role for large-scale family and community-based programs.
• A minimum of 5 years of experience serving in a technical advisory role for a PEPFAR-funded activity, with a focus on improving the wellbeing of OVC and HIV prevention among AGYW and data management.
• Demonstrated role in strengthening coordination and linkages between clinical and community stakeholders, and operationalizing integrated service delivery models.
• Demonstrated experience applying PEPFAR technical guidance for performance and outcome monitoring, reporting and data management.
• Experience collaborating closely with USG donors, local programme and research implementing partners.
• Experience with applied monitoring and evaluation, including routine program monitoring systems, longitudinal surveys, operations research, and qualitative research.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES / COMPETENCIES TYPICALLY NEEDED TO PERFORM THIS JOB SUCCESSFULLY:

• Expert knowledge of USAID guidelines, recommendations, standards and requirements for HIV-related programs implemented by community-based partners.
• Demonstrated written, presentation, communication and organizational skills in English.
• Excellent communication skills and demonstrated ability to lead and collaborate on peer-reviewed academic journal publications as well as ‘gray’ literature.
• Ability to prioritize among multiple tasks and work independently in order to meet deadlines under pressure while maintaining exceptional attention to detail and quality.
• Demonstrated ability to provide project administrative leadership including successful proposal writing, planning and budgeting, subcontract/scope of work development, and presenting at professional meetings and trainings.
• Demonstrated ability to manage large teams and effectively coordinate with a range of stakeholders including government, community and other civil society organizations, and the private sector.
• Advanced command of database management programs.

Listing reference: atns_000503

Listing status: Online

Apply by: 8 October 2024

Job category: Others: Transport and Logistics

Location: Johannesburg

Contract: Permanent

Remuneration: Market Related

EE position: Yes

ATNS

Applications are invited for the position of Head of Data Management based at Head Office (Bruma). The successful applicant will be reporting to the Chief Technology & Information Officer. Overview: To provide strategic and tactical leadership for the data management function in line with the organisational vision and strategy. To lead and guide the development and utilisation of data systems within the organisation, implementation of policies and processes for ensuring effective data management, and efficient methods to organize, store and analyse data, while maintaining appropriate levels of security and confidentiality. To be a key driver in optimizing data systems, unlocking valuable insights, and supporting data-driven decision-making processes. To use high-level skills in analytics, mathematics, and statistics to draw conclusions according to the data, and report findings to relevant stakeholders for use in various capacities throughout the organisation.

Major Activities

• Develop, implement, and manage a data management strategy to contribute to the overall organisational and departmental strategy.
• Provide in-depth technical expertise for both tactical and operational initiatives.
• Ensure that system performance and service level agreements (SLAs) are set and met.
• Participate in departmental and relevant organisational strategic planning activities.
• Provide thought leadership with regards to the effective management of data and data systems.
• Define and implement data standards, policies and procedures (guide policy and regulate compliance).
• Define data ownership and stewardship (including the data governance structures, roles and responsibilities).
• Develop, implement, and manage the data management and automation policies, procedures and processes aligned to the overall business strategies.
• Ensure compliance with all company policies, standards, and applicable legislative and policy framework.
• Develop, implement, and manage procedures and processes relating to the security, legal handling and sharing of data.
• Analyse and interpret large amounts of data.
• Ensure training on all relevant data management and automation products and service users on the applicable compliance and governance requirements.
• Develop and implement a data risk management framework.
• Conduct regular data security audits and risk assessments.
• Ensure timely compilation and submission of all the required reports (internal and external) to ensure compliance.
• Collaborate with expert teams to design and maintain data architectures that support business needs.
• Evaluate, develop and implement data management tools and technologies including new ways of managing big data like the usage of artificial intelligence and quantum computing.
• Monitor and report on data quality metrics and drive continuous improvement.
• Manage data archival and disposal processes.
• Develop and manage relationships with key stakeholders.
• Conclude SLAs with the various units to ensure business expectations are managed.
• Provide inputs to the departmental budget development process.
• Manage finances in line with business needs and priorities, and within set financial parameters.
• Manage and co-ordinate the data management and automation team to ensure optimal deployment and development of skills.
• Create and maintain a harmonious and effective work environment to support a motivated workforce and a high-performance culture.

Minimum Qualifications

B.Eng. or BSc in Computer Science or related field such as Electronics/Electrical/Computer Engineering/Data Management/Information Systems/Computer Science/Computer Studies/Information Technology/Data Analytics/Data Management/Information Systems.

Post Graduate Degree in Computer Science or related field such as Electronics/Electrical/Computer Engineering/Data Management/Information Systems/Computer Science/Computer Studies/Information Technology/Data Analytics/Data Management/Information Systems.

Systems or related studies will be an advantage.

A seasoned professional with minimum a minimum of 8 years of experience in information technology, data management, and engineering is required, of which at least 5 years must be at the management level within a complex operations environment, preferably air traffic services/air traffic management.

Proven experience in data management, familiarity with database technologies and knowledge of data administration functions.

Familiarity with various tools and technologies to oversee and lead data management initiatives effectively.

About our client:

With a focus on Africa, China, the UK and the US, this global investment firm offers you an opportunity to be involved with a unique approach to responsible investing whilst driving performance and innovation. This client is guided by a philosophy of investing with care and seeks out top achievers who are looking to redefine and shape the future of the investment industry. Our client holds a firm belief that their work goes beyond financial gains and numbers, recognising the impact of their actions on the lives and futures of those they serve. With a specialised focus on emerging markets and a passion for Africa and China, our client offers independent advice, analysis, and reporting services to a diverse range of asset owners, investment managers, hedge funds, private equity firms, service providers, and brokers.

What you will be doing:

1. Retrieve, validate, reconcile, prepare, store, audit, and control data on a daily basis.
2. Address data-related queries and communicate with vendors and providers.
3. Provide feedback to key stakeholders, including the Research and Development team, Analysts, and other data users.
4. Gather and analyse requirements for system enhancements and formulate techniques to ensure high-quality data collection.

What is needed:

1. A relevant tertiary qualification would be beneficial.
2. 1 - 3 years of experience, particularly in working with complex software.
3. Strong MS SQL experience and good understanding of MS Office products.
4. Ability to run and monitor data processes, ensuring data integrity.
5. Identifies and resolves data issues, tracking progress via issue tracking software.
6. Maintains relationships with external service providers.
7. Communicates clearly and politely, both verbally and in writing, to gather necessary information.
8. Ensures the integrity of sensitive data is safeguarded.

What would be beneficial:

1. Data Science Qualification or a SQL Certification.
2. Software Development Life Cycle (SDLC) experience.
3. Experience working in an Agile environment.
4. Power BI experience.

Working Hours:

1. This role requires staff to work one of two shifts (which will alternate between team members). The morning shift ordinarily starts at 06:00am and the evening shift ordinarily ends at 16:45pm.
2. Overtime is required from time-to-time should there be system issues or data delivery issues.

Job ID:

J106808

PS Even if you feel you don't have all the skills listed or if this spec isn't what you are looking for, feel free to send your CV as we probably have other opportunities that could interest you. For a more comprehensive and updated list of opportunities that we have on offer, do visit our website - (URL Removed)

Desired Skills:

1. SQL
2. Data Analysis
3. Agile