Vacancy title:
Document Management Officer

Jobs at:
Ministry of Finance, Planning and Economic Development

Deadline of this Job:
Monday 10th September 2018 at 1600hrs

Duty Station:
Kampala, Uganda

Summary
Date Posted: 20th August 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

JOB DETAILS:

POSITION: Document Management Officer
REF; NAO/039/O72/2a
REPORTING TO: SENIOR PROGRAMMES COORDINATOR

The European Union (EU) has been providing assistance to the Ministry of Finance, Planning and Economic Development (MoFF’ED) over the years to strengthen its capacity to undertake the role of the National Authorizing Officer (NAO) under the Support to NAO programme. The formerly separate Technical Cooperation Fund (TCF) and the Support to NAO (SNAO) have been merged under the Uganda Technical Support Programme in the 11th European Development Fund (EDF).
The Ministry is looking to recruit a Document Management Officer under the NAO Support Unit to support the document management of 11th EDF with effect from 1/12/2018. The positions Job description and required qualifications are provided here under:

MINIMUM QUALIFICATIONS AND WORKING EXPERIENCE:

• A University Degree in Records and Archives Management or equivalent
  
• An additional professional qualification in Secretarial studies, Computer Science, etc will be an added advantage
  
•  Not less than five (5) years of relevant professional experience in a Central Local Government Department or Agency, international/regional organization. donor agency, project. private sector. NGO etc.
  
• He/she should have experience in handling internationally recognized document management systems
  
• He/ She should be conversant with Government processes Previous experience on donor funded projects (EDP) will be a distinct advantage,
  
• Good computing and excellent English language skills are a pre-requisite,
  

DUTIES:

• Conduct conceptual reflections and elaborate middle and long term archiving and document management procedures including the update of NAOSU’s archival filing plan
  
• Provide guidance in managing and ensuring access to the documents and records (on paper and on modern supports) concerning the activities of the NAO Support Unit
  
• Maintain a master archive of all original signed contracts, payment documentation and the corresponding database
  
• Secure the material protection‘ conservation and disposition (retention or elimination) of documents, records and files (on paper and on modem supports) transferred to the Ministry central archives
  
• Provide access to documents and records in the Ministry's central archive of all NAO sections‘ taking account of the relevant provisions concerning security and data protection
  
• Ensure the appraisal of documents, records and tiles with a view to their permanent disposal or retention and in accordance with existing regulations
  
• implement document management rules correctly‘ with emphasis on creation of entities, folders, registration of incoming and outgoing mail and tiling of all correspondence
  
• Ensure that physical and electronic NAO documents are tiled in accordance with EDF rules regarding archiving identity Bank Guarantees that have expired. inform the responsible colleagues in NAOSU and process guarantees tor return to the beneficiaries
  
• Receive, register and archive tiles concerning original justifying NAO documents and making them available for quarterly reviews and audits as and when required.
  
• Period c sharing of tips with NAOSU staff on how to maintain a clean, clear and orderly tiling system
  
• Provide general secretarial support to NAOSU
  
• Effectively and efficiently NAOSU coordinating and handling issues related to tenders, commitments, projects and initiation of payments
  
• Provide support to the various Call for proposals Evaluation Committees
  
• Any other duties assigned to him/her