Nicolas Nnego Motloutse
Specialist Records Management
Pretoria
Work Preference
Summary
Dynamic, results-driven professional with extensive expertise in specialist roles, committed to delivering exceptional outcomes. Proven ability to manage tasks efficiently while aligning efforts with organizational goals through collaboration and strategic adaptability. Renowned for strong communication and analytical skills that facilitate seamless operations and drive consistent success. Passionate about leveraging these strengths to contribute meaningfully to team objectives and enhance overall performance.
Overview
20
20
years of professional experience
7
7
Certifications
1
1
Language
Work History
Specialist Records Management
Government Employees Medical Scheme (GEMS)
07.2022 - Current
- Develop and implement a records management strategy.
- Develop and implement the records management programme and tools/tools (Records management policy and procedures, File Plan, Records Control Schedule, Disaster preparedness guidelines, and Vital records list.
- Develop the EDRMS Strategy.
- Administer the records management portal (SharePoint).
- Conduct records management audits in all provincial GEMS Offices.
- Facilitate records management training and awareness.
- Ensure compliance with financial, legal, administrative, and regulatory requirements relating to Records Management.
- Establish retention and disposal schedules, as well as disaster recovery plans.
- Manage the Electronic Records Portal (SharePoint) and records off-site storage.
- Assist with the implementation of the Knowledge Management Strategy.
- Directorate: Knowledge Management
Specialist (Information Management)
South African Maritime Safety Authority (SAMSA)
04.2020 - 06.2022
- Develop, implement, and review information management strategies, policies, and procedures.
- Administer the Electronic Information Management System and ensure it is structured to meet legislative record-keeping obligations.
- Planned and analysed the organisation's information needs and proposed solutions.
- Develop an information management plan, along with relevant policies and procedures.
- Analyse and apply the criteria of good information governance, relating them to the organisation's objectives.
- Ensure that the File Plan is reviewed and updated regularly.
- Ensure compliance with financial, legal, administrative, and regulatory requirements about Records Management.
- Establish retention and disposal schedules, as well as disaster recovery plans.
- Systematic Disposal Programme aligns with applicable laws, regulations, and policies.
- Conducted records management audits in all provincial SAMSA offices.
- Manage the records in off-site storage.
- Provide training to staff who require access or are responsible for maintaining records.
- Directorate: Maritime Legislation
Records Manager
City of Johannesburg Municipality (Metro Centre)
09.2017 - 03.2019
- Management of Electronic Document Management System (EDMS) and/or paper-based records.
- Consolidate and submit monthly records management reports.
- Manage and regularly monitor the performance of personnel in the central record.
- Design, develop and implement a file plan.
- Undertake records Management inspection for all City of Johannesburg entities.
- Implementation of records management Policy & Procedures.
- Ensure compliance with relevant legislative frameworks and regulations.
- Manage the disposal of records by the National Archives and Records Service Act 43 of 1996.
- Preserve corporate memory and heritage.
- Facilitate records management training and awareness in the organisation.
- Sub-Directorate: Central Records
- Directorate: Group Shela & FCM
Assistant Director (Level 9)
The Presidency
08.2015 - 08.2017
- Manage and regularly monitor the performance of personnel in the registry and telephone services.
- Management of Electronic Document Management System (EDMS) and/or paper-based records.
- Consolidate the Operational Plan and action plan for the Unit.
- Consolidate and submit records management and Telephone Services reports.
- Develop and implement the Records Management Policy, procedures and file plan.
- Undertake records Management inspections in all offices.
- Implementation of records management and Telephone Services policies and procedures.
- Ensure compliance with relevant legislative frameworks and regulations.
- Manage the disposal of records under the National Archives and Records Service Act.
- Preserve corporate memory and heritage.
- Manage budgets and resources in Central Registry & Telephone Services.
- Facilitate records management training and awareness in the presidency.
- Sub-Directorates: Central Registry & Telephone Services
- Directorate: Auxiliary Services
Chief Registry Clerk (Level 7)
Department of Justice and Constitutional Development (National Office-Gauteng)
12.2012 - 07.2015
- Manage and regularly monitor the performance of personnel in the registry.
- Consolidate and submit monthly records management reports.
- Ensure that officials adhere to records management policies.
- Monitor the usage of the file plan in the organisation.
- Ensuring compliance with the departmental file plan.
- Administer the PMDS system in the Unit.
- Manage and maintain the filing systems and registers of the sub-directorate.
- Manage the systematic records disposal programme in the section.
- Manage archiving and disposal of records by the National Archive Act 43 of 1996.
- Directorate: Office Support Services
Senior Registry Clerk (Level 5)
Department of Local Government and Housing (Head Office-Gauteng)
10.2008 - 11.2012
- Maintaining disposals, archives, and current file registers.
- Liaise with stakeholders.
- Capturing, consolidating, and editing the Housing Subsidy Database.
- Opening, closing, sorting, filing, drawing, referencing, and capturing of subsidy and property management files.
- Opened, sorted, and registered mail daily.
- Sub-Directorate: Records Management
- Directorate: Facilities and Logistics Management
Registry Clerk (Level 4)
Department of Social Services Development (JHB Metro Region)
06.2007 - 09.2008
- Team leader, liaising with internal & external clients.
- Capturing, Bar-coding, sorting, scanning documents, and keeping Index cards up to date.
- Administering personnel files (Leave, Subsidy, Finance, PMDS, Personal files, etc.
- Control the movement of incoming and outgoing files (electronically & manually).
- Auditing files
- Opening and registering of mail.
- Faxing, photocopying documents, and handling incoming and outgoing telephone queries.
- Section: Records Management (Auxiliary Services)
Internship Programme
Dept. of Health and Social Development (Limpopo-Sekhukhune Region)
06.2006 - 05.2007
- Administer HRM correspondence and files
- Opening, drawing, filing personnel, subsidy, finance, and leave files.
- Administer HRM correspondence and files
- Handling correspondence and updating the files database.
- Maintaining records management registers.
- Opening, sorting, and registering of mail.
- Directorate: Records Management (HR & General Records)
Education
Hons BA - Archival Science
UNISA
01.2019
Programme - Archival Studies
UNISA
01.2015
National Diploma - Public Management
Pretoria Technikon
01.2003
Senior Certificate - English HG, Afrikaans HG, Sepedi HG, Biology HG, Geography HG, and Agriculture SG
Mosepedi Secondary School
01.1997
Skills
Knowledge: Minimum Information Security Standards
National Archives & Records Services SA Act 43 of 1996
Promotion of Admin Justice Act
Promotion of the Access to Information Act
Electronic Communication & Transaction Act
Basic Condition of Employment Act, Labour Relations Act
Skills: Communication skills (verbal and written), Analytical, Project management, Report writing, Interpersonal, Financial Management, People Management, Records Management, Problem Solving, Computer literacy, Presentation, Organizing & Planning
Collaborative team member
References
- Mabatlo, Semenya, Senior Manager, 012 366 4500, 081 593 5831, Government Employee Medical Scheme-GEMS
- Masilo, Rakgomo, Manager, 012 366 4500, 079 910 2962, Government Employee Medical Scheme-GEMS
- Chiloane, Molaba, Senior Manager, 012 366 4500, 076 411 1622, Government Employee Medical Scheme-GEMS
Certification
Project Management - LinkedIn Learning (2024)
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
Implementation of Records Management Strategy (The Presidency, SAMSA, GEMS.
Affiliations
- SASA
Quote
The way to get started is to quit talking and begin doing.
Walt Disney
Timeline
Specialist Records Management
Government Employees Medical Scheme (GEMS)
07.2022 - Current
Specialist (Information Management)
South African Maritime Safety Authority (SAMSA)
04.2020 - 06.2022
Records Manager
City of Johannesburg Municipality (Metro Centre)
09.2017 - 03.2019
Assistant Director (Level 9)
The Presidency
08.2015 - 08.2017
Chief Registry Clerk (Level 7)
Department of Justice and Constitutional Development (National Office-Gauteng)
12.2012 - 07.2015
Senior Registry Clerk (Level 5)
Department of Local Government and Housing (Head Office-Gauteng)
10.2008 - 11.2012
Registry Clerk (Level 4)
Department of Social Services Development (JHB Metro Region)
06.2007 - 09.2008
Internship Programme
Dept. of Health and Social Development (Limpopo-Sekhukhune Region)
06.2006 - 05.2007
Programme - Archival Studies
UNISA
National Diploma - Public Management
Pretoria Technikon
Senior Certificate - English HG, Afrikaans HG, Sepedi HG, Biology HG, Geography HG, and Agriculture SG
Mosepedi Secondary School
Hons BA - Archival Science
UNISA