Head of Government Archives Organization Section

Duties and Responsibilities

General Tasks

• Participating in the preparation of the Library's strategic plan, developing the section's operational plan, and defining performance indicators.
• Developing policies, procedures, regulations, and technical requirements related to government archives organization based on best practices.
• Monitoring administrative operations such as planning, budgeting, reporting, service delivery, evaluation, and continuous improvement.
• Preparing the section'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 section'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 section at specific events as assigned by the direct supervisor.

Specialized Tasks

• Supervising the development of policies, standards, and technical and procedural manuals for managing government records in the Emirate of Dubai, including classification, inventory, preservation, indexing, disposal, transfer to permanent archives, and access. Ensuring their alignment with international standards and relevant legislation, and approving and updating them periodically.
• Supervising the development of policies, procedures, and regulations related to the Government Archives Organization Section in accordance with best practices and government legislation to ensure efficiency and effectiveness.
• Participating in the development of the Dubai Government archives management strategy, contributing to its enhancement, preparing related operational plans, and ensuring alignment with the Public Library's directions.
• Supervising the assessment of the archival status of government entities and evaluating their level of compliance with approved policies and technical standards through on-site diagnostic visits and analysis of findings.
• Submitting periodic follow-up reports and providing recommendations to improve archival performance within government entities.
• Supervising and organizing the transfer and receipt of documents between government entities and the Library, ensuring compliance with official controls for inventory, disposal, and transfer, and verifying adherence to approved regulations.
• Supervising the regulation of government records disposal processes in accordance with the provisions of the Mohammed Bin Rashid Library Establishment Law No. (14) of 2016, Board resolutions, and related legislation. Coordinating with the Records Disposal Committee at the National Archives and Library to organize disposal operations and oversee their implementation within government entities.
• Monitoring and tracking global developments in records and archives management and proposing ways to adopt them in government archives management, while measuring the effectiveness of their implementation across government entities.
• Supervising the identification of technical, technological, organizational, and legal challenges related to records management in government entities and discussing proposed solutions with entity representatives.
• Supervising the handling of incoming inquiries and providing appropriate technical and procedural solutions to improve archival performance and standardize practices across the Dubai Government.
• Supervising the provision of advisory services to government entities regarding the development of records management mechanisms, systems, and tools, such as classification systems, retention schedules, and indexing.
• Supervising the annual inventory of government archives and monitoring its completion in coordination with the Central Archives Section.
• Supervising data entry into the records management system, ensuring accuracy, proper classification, and compliance with technical standards.
• Supervising the preparation of research tools such as guides and indexes for audio, visual, and textual materials, and ensuring the accuracy of their information.
• Preparing comprehensive and periodic reports on archival activities, including operational indicators and development recommendations, and submitting them to senior management to support performance monitoring and decision-making.
• Approving requests to establish new electronic document collections or propose their inclusion within the unified classification system by assessing functional and organizational needs and ensuring alignment with approved policies and technical manuals.
• Performing any other tasks or authorities related to the nature of the section's work as assigned by the direct supervisor.

Required Qualifications and Experience

Educational Qualification:

Bachelor's or Master's degree in Archival Science, History, Political Science, Public Administration, or a related field.

Years of Experience:

• Bachelor's degree + 11 years of experience
• Master's degree + 9 years of experience in a similar field