Confidential Documentation Section Manager

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Confidential Documentation Section Manager

Company: Zakat, Tax and Customs Authority

JOB PURPOSE :

The job holder is responsible for managing the Confidential 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.

ROLES AND RESPONSIBILITIES :

• Contribute to the development of Documentation & Administration business plan ensuring alignment with ZATCA strategy
• Develop the operational plan for Confidential Documentation in line with Documentation & Administration business plan and Finance and Administration strategic plan
• Implement plans and provide input to enable achievement of Confidential Documentation goals that support ZATCA’s overall strategic plans
• Discuss Confidential Documentation budgeting requirements with top management and provide input to the budgeting process
• Ensure effective utilization of Confidential Documentation budget, and report accurately on progress made and challenges encountered
• Investigate and propose implementing initiatives that result in positive financial impact for Confidential Documentation and mitigates financial and operational risks
• Keep abreast the latest regulations related to confidential documentation and archiving issued by the National Center for Archives and Records (NCAR)
• Develop ZATCA confidential documentation and archiving framework, guidelines, policies, and procedures and ensure proper communication and training to employees
• Develop and update classification, indexing and coding plans to effectively organize archives
• Devise mitigation plans to safeguard and maintain preserved confidential documentation in case of incidents, damages, or deterioration
• Manage filing of confidential documentation in line with policies and procedures to ensure availability
• Facilitate retrieval of data needed from confidential documents
• Ensure confidential 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
• Ensure the security, accessibility, and proper distribution of organizational confidential documents
• Manage the electronic documentation system and ensure that all received /sent confidential documents are scanned and uploaded in line with archiving policies, procedures
• Monitor the adherence of employees and all stakeholders to the confidential documentation and archiving guidelines, policies and procedures and implement improvement/ corrective actions if needed
• Participate in the identification and recruitment of key talent
• Guide, mentor and support direct reports in order to execute duties according to set policies and processes
• Develop individual performance objectives, provide necessary support, evaluate/appraise team and provide regular feedback on performance
• Establish a high-performance working environment and promote ZATCA values

JOB QUALIFICATIONS AND REQUIREMENTS :

• An optimal of 5 years of relevant experience, with a preferred 2 years of experience in managerial level
• Bachelor’s degree in Archives and Records Management or equivalent is required
• Master’s degree in Archives and Records Management or equivalent is preferred