Job Title: Manager Knowledge Management and CBM Librarian Office: Knowledge Management Office Reports To: Head of Dept. Department: Information Systems and Knowledge Management Date: March 08 Job Purpose Lead and manage the Knowledge Management and Library functions in the most effective and efficient manner. The role shall also encompass the alignment of the Knowledge Management function with that of the Bank s Strategy whilst ensuring cost-effective service delivery to internal and external customers. The job shall lead the Knowledge Management Office to take responsibility for the Knowledge Services strategic direction, including establishing knowledge dissemination and document management policies, strategies, plans and architectures aligned to support the business functions. The smooth introduction, maintenance and development of the collaboration platform (SharePoint) will be an essential responsibility falling under the job. Technical / Functional Responsibilities: To manage the Knowledge Management Office in line with the Bank s business objectives. This includes the ability to prioritise and schedule resources thus ensuring high quality knowledge and library services delivery. To schedule and allocate resources in order to deliver Document and Library facilities through an enterprise suite of knowledge management tools. This central repository of electronic documents shall be accessible to internal and external customers through specific access control mechanisms whilst safeguarding the integrity of the records. To analyse business needs and schedule resource deployment to provide business services. This activity also includes documentation and the upkeep of the SharePoint and Library systems to ensure high quality customer services. To realise a higher quality of service provision by aligning with international standards and best practices. This shall also include management reports to gauge service delivery and assist in resource and process optimisation. To drive development of processes and procedures that relate to knowledge management, working closely with office managers to ensure their business requirements are fully realised. To manage the rollout of collaboration portals for each business area whilst supporting established portals to develop further and provide additional enhancements and functionality. To ensure that the physical and virtual repositories are adequately protected against disruptive events and possible malicious intent. This includes the responsibility that risk
mitigation processes shall be in place to minimise impact from disaster. To administer the Library acquisitions process in line with the Bank s mission, objectives and policies. This includes conducting subject matter assessments to ensure that acquisitions are relevant to the current business context. To manage the archiving of physical and electronic documents in line with legislation and policy. To coordinate the deployment and provision of ESCB collaboration services across the Bank. To participate in the respective ESCB committees/working groups/task forces as necessary to ensure that the Bank is always in line with the ESCB collaboration mandates. To recommend purchases for the respective knowledge or library services that will increase business efficiency and facilitate work expansion whilst optimising cost. To co-ordinate efforts with the business area managers during deployment of new services. To co-ordinate with outsourcers with regards to new or existing collaboration contracts. To implement an adequate disaster recovery system based on defined procedures that can be utilised in case of emergency. To keep abreast of developments in the Knowledge Services domains. To perform other duties that may be assigned from time to time. General / Managerial Responsibilities: To support and assist the Department Head in maintaining a culture of high performance, pro-activity, continuous improvement and co-operation. To manage, plan and control the work processes in the Office. To manage the performance management system and ensure that all staff of the office are adequately trained and developed to enhance their expertise and capabilities. To be responsible for the reward management process and to motivate staff. To be responsible for the communication process in the Office through regular staff meetings. To monitor staff attendance. To draw up the budget of the office, as well as, monitor and control expenditure within the budgetary control systems employed by the Bank. To be responsible for the Risk Management Process in the area of responsibility. To report on activities undertaken To ensure a high quality / standard of work and service throughout. To motivate and direct subordinates in meeting their work objectives. To ensure adherence to established policies and procedures and to review them when
necessary. To draw up the annual work plan and organise and manage the flow of analyses during the year. Required Competencies and Proficiency s General Competencies Professionalism and ethics Attitude Managing Time and Priorities Communication Teamwork Leadership Analysis, research and problem solving Customer Care Computer and IT Literacy Managerial Competencies Strategic Thinking and Planning Promoting Change through Creativity Leading people and Performance Managing Relationships Operations, Processes and Information Management Industry Awareness and Understanding Technical Competencies Operational Management Procurement Project and Program Management Content and Media Management Data and Business Process Analysis Experience and Qualifications: An honours degree in Librarianship or Document Management or a related discipline together with five years experience in similar functions. A sound knowledge of ESCB Policies and Frameworks, Standards and Best Practices. Sound knowledge and experience in the Bank/ESCB profile. This includes experience in the following domains: Librarianship, Knowledge Management, DARWIN and SharePoint services. Strong business orientation and broad experience in records management and librarianship. The ability to communicate with and understand the needs of stakeholders, business
partners, executives and staff. The ability to develop solutions to bring the benefits of knowledge services to solve business needs. Ability to develop and implement goals, objectives, procedures, work standards and internal controls. Strong organisational skills to manage knowledge and resources, as well as coordinate concurrent initiatives with a view to managing costs and risk. Must be able to propose and implement new developments in Library and Knowledge Management according to the Bank s strategic direction. Sound people management and team-building skills. Sound project management skills including the handling of multiple projects. Working Relationships and Lines of Communication Internal Chief Officer Assistance when standing in for the Head of Department. Head Project coordination and on-going office activities needing executive management s attention and approval. Office Managers Assistance in compiling Knowledge Services requirements for business functions. Assistance in identifying appropriate solutions and coordinating deployment of the related services. On-going business relationship management with the business units. Principal Daily staff management, planning of tasks and allocation of resources. External Suppliers Ensuring that services provided by external parties are in accordance with the agreed specifications/established service level agreements and meet the Bank s requirements. ESCB Committee/sub-structures Ensuring proper coordination for the deployment of Knowledge services and maintenance activities. Physical Dimensions Six persons report to this position Responsible for the Library budget To Be Completed by Each Employee in the Role Employee Name Employee Signature Date
Head of Department Signature Date