Duties and Responsibilities
Specialized Tasks
- Drafting and preparing policies, procedures, and regulations related to the Central Archives Section in accordance with best practices and government legislation to ensure efficiency and effectiveness.
- Participating in the development of the government archives organization strategy and contributing to its enhancement through the use of results from advisory and qualification studies and assessments.
- Participating in the preparation of the department's annual operational plans and contributing to their implementation.
- Analysing the needs of government entities in paid archival storage projects and preparing a detailed plan covering the volume of paper and electronic documents to be stored, timelines, and supervising project execution across all phases to ensure compliance with technical and contractual requirements.
- Coordinating with the Government Archives Organization Section to obtain transfer schedules, and with the Electronic Archives Management Section to ensure technical integration. Supervising the receipt of files from government entities according to approved templates and verifying document compliance with required specifications.
- Supervising the implementation of preservation procedures according to document type, coordinating preservation schedules and priorities with the Government Archives Organization Section (for paper documents), and coordinating with the Electronic Records Management and Digitization Sections to ensure digital documents comply with approved standards prior to preservation. Verifying the documentation of preservation workflows and approved storage locations in the central system.
- Preparing a plan for distributing documents across paper, digital, audio, and visual storage units; supervising reports on document movement and locations; and auditing check-in and check-out operations to ensure compliance with approved procedures.
- Preparing and supervising the execution of periodic inventory plans for paper, audio, visual, and readable materials in the Central Archives.
- Approving the results of reviews related to indexing and classification of preserved documents in accordance with approved standards and policies and reviewing final schedules to ensure alignment with the classification system.
- Approving requests related to preparing archived documents and files for library activities or digitization processes, ensuring documents meet requests and comply with privacy and confidentiality requirements.
- Monitoring repository environmental indicators (temperature, humidity, ventilation, lighting), periodically analysing environmental monitoring data, comparing recorded values with approved preservation standards, and providing technical recommendations to improve preservation environments or address critical deviations.
- Providing technical supervision of periodic inspection processes for preserved materials, analysing resulting data to determine priorities, and coordinating with relevant departments regarding cases requiring treatment or restoration.
- Reviewing periodic reports related to operational observations, proposing technical and procedural improvements, and preparing descriptions of operational requirements in coordination with relevant technical entities (such as IT and digital preservation teams).
- 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, Knowledge Management, Library and Information Science, Archival Studies, Public Administration, or a related field.
Years of Experience:
- Bachelor's degree + 8 years of experience
- Master's degree + 6 years of experience in a similar field
