Duties and Responsibilities
General Tasks
- Participating in the preparation of the Library's strategic plan, developing the department's operational plan, and defining performance indicators.
- Developing policies, procedures, regulations, and technical requirements related to archives management based on best practices.
- Monitoring administrative operations such as planning, budgeting, reporting, service delivery, evaluation, and continuous improvement.
- Preparing the department's annual budget proposal.
- Managing organizational units within the supervisory scope, monitoring their performance, preparing periodic performance reports, and submitting development recommendations and proposals to the direct supervisor.
- Strengthening relationships with internal and external partners to ensure service delivery in accordance with best standards.
- Managing subordinates, developing plans to enhance their skills and capabilities, evaluating their performance, and motivating them in line with the Library's policies and procedures.
- Periodically monitoring performance indicators, reviewing achievement rates, preparing the department's annual report, and submitting it to the direct supervisor.
- Ensuring the availability of human, financial, and technical resources required to efficiently and effectively carry out operations and activities.
- Representing the department at specific events as assigned by the direct supervisor.
Specialized Tasks:
- Supervising the preparation of policies, regulations, and organizational and technical procedures to develop departmental services in line with local and international best practices.
- Supervising the preparation and implementation of an annual plan for organizing and processing paper archives, including indexing, description, preservation, disposal, and capacity building, in accordance with the document life cycle.
- Supervising the preparation and implementation of an annual training and advisory plan based on entity needs analysis, including the design of specialized programs and measurement of their impact on institutional performance.
- Supervising the preparation and monitoring of the application of archival policies and standards, training and awareness of stakeholders, and ensuring comprehensive oversight of government and historical records management within the Library.
- Supervising coordination with government entities in the Emirate to develop their archival systems and implement approved policies and procedures.
- Supervising the development of general policies, controls, and technical procedures for archives management within the Library, including the organization of government records, collection of historical archives from entities and individuals, classification of paper, digital, and multimedia materials, digitization, preservation, and restoration, in accordance with locally and internationally approved professional standards.
- Supervising comprehensive assessments and diagnostics of archival conditions within government entities and preparing technical reports with improvement recommendations.
- Supervising government records inventory processes, receiving documented lists, and organizing records disposal procedures in accordance with approved legislation.
- Supervising the design and delivery of specialized training programs and professional certifications in records and archives management, conducting workshops and training sessions for government entity staff, and transferring global best practices and expertise.
- Supervising the implementation of professional and technical awareness programs for government entities to ensure compliance with modern archival systems.
- Supervising the development of technical, educational, and awareness guides to support continuous improvement efforts within government entities.
- Supervising the provision of technical and field support to government entities seeking to develop their archival systems and monitoring implementation processes.
- Supervising the collection of historical archives related to the Emirate of Dubai from various local and international sources, and ensuring their classification, indexing, and preservation in accordance with international standards.
- Supervising the management of private historical records, photographs, maps, audio and visual recordings, and oral history documents.
- Supervising the preparation of periodic reports, including specialized reports, to ensure effective oversight, governance of departmental operations, decision support, and performance improvement.
- Performing any other tasks or authorities related to the nature of the department's work as assigned by the direct supervisor.
Required Qualifications and Experience
Educational Qualification:
Bachelor's or Master's degree in Archival Science, or a Diploma, History, Political Science, Public Administration, or a related field.
Years of Experience:
- Bachelor's degree + 18 years of experience
- Master's degree + 16 years of experience in a similar field
