Main purpose of the
job: The incumbent will be expected to implement all policies and procedures
relating to the management of records in all formats. The incumbent shall
undertake the mail and correspondence management routines, provide records
services to users in the Secretariat and undertake any other records management
assignments given by supervising officers.
Main duties and
Responsibilities
• Assist in the
development, implementation and maintenance of an efficient and effective
records management system and undertake as required certain day to day
operations including, but not restricted to;
• collect incoming mail from all offices ( Directorates and Units )
• Open, examine, classify and register on a daily basis, all relevant incoming
mail and other documentation, including faxes and e-mails, as required.
• Assign appropriate file references to all incoming documents and distribute
it and any requested files, to appropriate staff in an efficient and timely
manner.
• Creation of new records / files according to approved classification
procedures.
• Monitor and record all physical file movements within the system.
• prepare and process all outgoing mail as required by 4.00pm daily
• Assist in resolving problems / issues raised by clients regarding management
system and provide guidance as necessary
• The circulation of records and other documents in the Secretariat
• Issuing and return of files from and to the RMU
• Retrieving of files
• Regular closure and transfer of records to the archives as stipulated in the
Records Procedures Manual
• Collect statistics of operation
• Capturing and scanning of electronic records
• Regular maintenance of metadata relating to records born digital
• Preservation of digital records
• Undertake digitalization of records
• Preparation of documents for digitization
• Data entry into the ERMS database
• Collect statistics of operations
• Undertake archives and records management activities as assigned by the
supervising officer
Qualifications:
Diploma or higher qualifications in Records Management or related field.
Experience: at least
three years post qualification work experience in Records management at a
reputable Institution.
Competencies :
• Understanding of
relevant legislation
• Understanding of current RMU Systems
• Understanding of Archiving Management and Systems
• Computer skills
• Interpersonal skills
• Planning
• Time management
• Attention to detail/Accuracy
• Service oriented and commitment
Remuneration: US$ 24
131 per annum
Contract Duration:
Two ( 2 ) years
Submissions:
Interested applicants should forward their application Letters, CVs, SADC
Application Form, Certified ID copies, Educational Certificates and names of
three referees to the following address.
The Executive
Secretary
ATTENTION: Director HR and Admin
SADC Secretariat
P/ Bag 0095
Gaborone, BOTSWANA or e-mail to recruitment@sadc.int
PLEASE NOTE:
For detailed job descriptions and SADC application form, log on the SADC
Website: www.sadc.int
We regret to inform
you that only short listed applicants will be communicated to.
Closing Date: Friday
26th June, 2015 at or before 1630 hours.
