Associate, Resource Centre

Job Description

The Associate, Resource Centre role is a hybrid between managing special library and managing records which responsible for supporting library management and supporting document controller aspect including performing the online cataloguing, managing electronic record management system, managing simulation automation for attack simulation training and performing digitization of information materials related to company documents as an important asset for secured storing and retrieval as well as any other duties whenever instructed.

Responsibilities and Duties

Library Management Functionality

• Circulation: Perform Circulation Desk Duties (borrowing, returning information materials)
• Maintain collection: Maintaining books, periodical and other information materials collection.
• General library duties: Maintains shelves and materials in the proper order and place and assist in monthly report preparation for library usage by patron.
• Maintenance of Resource Center (RC) Areas: Maintenance & creation of Resource Centre displays and activity areas.
• Service Delivery: Ensuring efficient & effective delivery of library services.
• Information Material Acquisition: Liaising with external suppliers, assist in selection & acquisition process & communicate with suppliers for quotations to obtain the best possible price.
• Cataloguing: Performing technical processes, cataloguing/ classifying information materials.
• Adoption Activities: Propose, recommend, execute creative activities for promoting Resource Centre usage and information materials utilization by patrons.

Document/Record Management Functionality

• Document Management: Create and maintain accessible Electronic Record Management System (ERMS) that ensures all company documents are properly organised, tracked, accessed, and stored securely. This includes tracking revisions, updating documentation, and ensuring that documents are easily accessible and retrievable when needed.
• Document Control: Control access to company documents, ensuring that only authorised personnel can view and edit them. Enforce document control policies and procedures, ensuring that all documents are properly managed and protected.
• Record Keeping: Maintain accurate records of all company documents, including versions, revisions, and approvals. Ensure that all documents are up-to-date and easily accessible.
• Compliance: Ensure all company documents comply with relevant laws and regulations, as well as any internal policies and procedures.
• Communication: Be the point of contact for all document-related inquiries and communicate with employees regarding document management and control.
• Manage other system: Manage the Automated Simulation Training System for all staffs (ASTS) and automated approval system.
• Recommend Automation: Supervise, plans, recommends, analyses and coordinate the automation, automated approval system and online systems in the Resource Centre.
• Evaluate Automation: Designs or outsource, plans, implements, and evaluates the present and future automation needs of the Resource Centre.
• Policy and Procedures: Assist on revise and recommend policy and procedures for Information Security for use of Electronic Media as part of important assets.
• Technologically Current: Keeps current of all new technological and Information Security procedures, processes, and equipment.
• Digitization Process: To support digitization of resources and RC digital operation.

Any other responsibilities that may be required, in the interests of the Company from time to time.

Job Requirements

• Bachelor/Degree in Information Management, or Library Management or Record Management or any other equivalent Degree holder.
• At least 3-6 years working experience of full-time job-related experience or;
• An equivalent combination of job-related experience and education providing the requisite skills and knowledge to independently apply technical judgement to standard systems been implemented.
• Knowledge of document management systems and software
• Preferable Knowledge on ISO 9001 and ISO 27001
• Strong organizational skills and attention to detail
• Ability to prioritise tasks and manage time effectively
• Able to work with minimum supervision and willing to adapt with new good changes or improvement.
• Good communication skills.
• Excellent spoken and written in Bahasa Malaysia and English language.
• Able to work as a team.