Information and Documentation Officer Job at UNRA in Uganda

 Job Title: INFORMATION AND DOCUMENTATION OFFICER

[ii] Scope of the position
The Information and Documentation Officer shall be responsible for
maintaining a well established information and document management
system of all procurement documents and records in accordance with the
Public Procurement and Disposal Act and Regulations and any special
requirements of Development Partners

[iii] Position relationships
Reports to the Director of Procurement

[iv) Key duties & responsibilities
1. Responsible for referencing and serializing of all procurement and
disposals as required by PPDA
2. Maintains and updates all schedules of closing and opening of
bids, negotiation and Contracts Committee meetings
3. Assists in posting of bid notices to the procurement notice boards
and relevant national and international websites and magazines
4. Responsible for receipt of bids from bidders
5. Assists in publication of best evaluated bidders, contract awards
and any other notifications from PDU
6. Organizes venue, invites all the participants in advance and assists
in bid openings and pre-bid meetings
7. Responsible for registration and submission of outgoing PDU
correspondences and documents to the central registry for onward
dispatch
8. Responsible for registration and transmission of PDU internal
memorandum and outgoing correspondences to be signed by the
Executive Director
9. Receives correspondences and documents of PDU signed by the
Executive Director and Director Procurement and dispatch it to the
bidders and other stakeholders
10. Receives incoming correspondences and documents of PDU from
central registry or directly from bidders and directs them to the
Director of Procurement
11. Maintain all procurement records both electronically and in hard
copies as per the requirements
12. Classifies and labels project specific procurement and disposal files
per project and general correspondences and documents per
subject or addressee as appropriate
13. Plans and maintain the stationery requirements of PDU
14. Responsible for the supervision of all the document production and
binding facilities and activities
15. Carries out any additional duties which may be assigned by the
Director of Procurement

[v] Person specification

The applicant must be a holder of at least a Degree in Information/ Library
science or related fields plus five years of professional experience
relevant to the position, out of which:-
1.Three years experience in documentation, file management,
organization, database creation and data base management;
2.One year experience in a public sector organization of the Government
of Uganda;
3.One year in a senior position
S/he must demonstrate skills and ability in:-
a) A high level of computer application skills and use of software
programs relevant to documentation, file management and database
including MS Office application;
b) A high level of communication skills (both oral and written)and ability to
work with teams at all levels;
c) Time management skills;
b) A high level of organization and integrity;
e) Ability to work under pressure and meet tight deadlines;
A candidate meeting the following criteria will have an added advantage:-
(i) Related post graduate qualification;
(ii)worked in a similar public procurement environment;
(iii) Worked with multilateral and bilateral Development Banks and
Financial Institutions.

[vi] Position Grade SG 4


How to Apply:
Salaries and Benefits:
Appointments will be made on very attractive, negotiable monthly salary packages plus a range of
benefits.
Conditions for Applying:
Applications accompanied by:
(i) A capability statement detailing the applicant’s general qualifications, adequacy for the post and
illustrated personal experience
(ii) Copies of testimonials (the applicant must endorse on each copy of the submitted
testimonials);
(iii) Detailed curriculum vitae duly signed by the applicant on each and every page and
showing previous positions held;
(iv) Current salary;
(v) Three referees; and
(vi) Postal addresses and day time telephone contacts of applicant should be submitted to:
The Secretary of the Board of Directors
Uganda National Roads Authority (UNRA)
Plot 5, Lourdel Road
P.O. Box 28487
Kampala, Uganda.
To reach the Secretary not later than 30 November 2012 at 17.00 hours. Only short-listed candidates
will be contacted.
Canvassing or lobbying by applicants or their representatives will lead to disqualification.
Those who applied before for the same positions should not re-apply.

Deadline: 30th Nov 2012