STRATEGIC OBJECTIVE:

1.   Provide farmers with a comprehensive and efficient extension service that fully utilises ICT technology to support, modernise and increase agricultural production, productivity and farmer income; 

2.   Promote the diversification of agriculture, and improved post harvest handling, agro-processing and livestock production to increase the value of agriculture to the national economy, thereby also improving the standard of living of farm families;

3.   Supply farmers, processors and marketers with real time market intelligence, to enhance incomes by reducing surpluses or shortages; 

4.   Maintain an up to date farmer registration database, giving full details of type of cropping patterns, type of livestock production, location and size of holdings;

5.   Promoting land husbandry practices which preserve the natural resource base and discourage farming practices which lead to environmental degradation, particularly in critical watersheds;

6.   Ensure that plant and animal, health and safety standards are maintained by educating farmers, thereby ensuring national and international confidence in Jamaican agricultural products;

7.   Encourage farming communities through group activities to improve family health and nutrition, reinforce social cohesion and supplement household income through the development and marketing of new agro processed products;

8.   Implement national policy initiatives for food security, rural and national economic development; whilst fostering linkages with international donors, NGO’s and CBO’s and other relevant agencies; 

     9.     Implement appropriate disaster mitigation measures, ensuring a high level of preparedness within farming communities, effectively carrying out damage surveys and developing appropriate strategies to restore productivity once the event has taken place;

    10.   Attract more young people into agriculture by establishing and strengthening linkages with school garden programmes and the 4 H movement;

    11.    Develop a human resource capability aligned with the overall mission of the Authority which will ensure officers have a clear career development path and are regularly trained and updated in the latest technologies; 

    12.    Maintain a high level of corporate governance accountability and transparency by ensuring that all financial management, accounting, procurement, monitoring and evaluation systems satisfy the legal and managerial requirements of a Statutory body which is moving towards an effective, performance based, executive agency.

JOB PURPOSE: 

Under the supervision of the Manager, Human Resource Development, the Registrar is responsible for establishing and maintaining a modern efficient registry system ensuring that all records (files, documents, correspondence) are appropriately stored and easily retrieved with a high level of confidentiality.

KEY OUTPUTS:

Advice provided

Records maintained

Reports prepared submitted 

Stationery supplies maintained

Classification and numbering systems maintained

Central Master Index maintained

Incoming mails recorded and distributed

Correspondence indexed, classified, filed and stored

File tracking and records disposal systems maintained

Confidential files controlled and stored securely

Competent and productive staff

KEY RESPONSIBILITY AREAS

Management/Administrative

Contributes to the development of the divisions annual operational plan and budget

Provides advice on and implements records management polices

Maintains appropriate records on all Registry activities.

Prepares and submits regular activity/performance reports on Registry activities.

Keeps abreast of new developments in Records Management and consults with the Manager Employee Relations/Staff Benefits to plans strategies to make improvements in the Authority accordingly. 

Ensures that all members of staff are kept informed of the procedures and processes of the registry.

Maintains stationery supplies.

Technical/professional

Maintains appropriate classification and numbering systems.

Develops and maintains a Central Master Index of all main headings and file titles.

Receives, opens, sorts and distributes incoming mail.

Indexes, classifies, files and stores correspondence/records.

Periodically examines the classification system and procedures in use to ensure that they conform to standard operating practice.

Institutes systems and procedures to track the location of files at all times and to ensure that no files are kept for undue periods by any officer.

Ensures that confidential files are handled by authorized officers only and they are securely stored when not in use.

Develops and implements a system for the disposal of inactive files.

Ensures the proper maintenance of files including replacement of file jackets, regular dusting and termite treatment where necessary.

Human Resource Management

Allocates and schedules work

Monitors and evaluates the performance of direct reports and prepares performance appraisals.

Provides leadership and guidance to staff.

Ensures the welfare and developmental needs of staff are identified and addressed.

OTHER RESPONSIBILITIES

Performs any other related duties, which may be assigned.

AUTHORITY

 Authorizes additions to the list of main subject headings

PERFORMANCE STANDARDS

Advice is sound and leads to improved working relationships and better understanding of the Registry.

Records are maintained in accordance with set standards

Reports are accurate and submitted within agreed time frame

Adequate supply of stationery at all times

Classification and numbering systems are maintained in accordance with established standards.

Central Master Index is comprehensive and accurate

Incoming mails are processed promptly

Correspondence is indexed/classified/filed/stored within agreed time frame and in accordance with established guidelines.

Files can be easily traced and located at all times

Inactive files are weeded and disposed of within specified time frame

Confidential files are always stored securely and are inaccessible to unauthorized personnel.

Confidentiality and integrity exercised at all times

INTERNAL AND EXTERNAL CONTACTS

Internal

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Typical office environment

REQUIRED COMPETENCIES

Sound knowledge of Records Management principles and practices

Knowledge of RADA’s laws, regulations, policies and procedures

Good leadership and people management skills

Good interpersonal and customer relations skills

Good oral and written communication skills

Good time management skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

Four (4) passes in CXC/GCE O’ Levels (or equivalent) including English Language

Training in Records Management

• Plus

• Four (4) years related experience