Jobs at Public Procurement and Disposal of Public Assets Authority in Uganda

Job Title         : LIBRARY AND DOCUMENTATION OFFICER (1 POST)

Supervisor Title: MANAGER INFORMATION TECHNOLOGY

Department:     FINANCE AND ADMINISTRATION

Job summary: To coordinate and maintain the records management and document retention, storage, and retrieval; evaluates the Authority‟s business and individual user‟s job responsibilities to configure, build and implement customized scanning sessions in order to improve cost effectiveness and service quality

DUTIES AND RESPONSIBILITIES:
a) Maintain computerized and manual records management;
b) Participate in the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents;
c) Assist in developing a work plan for the records management function and reviews, evaluates, and makes recommendations on work products, methods, procedures, and policies
d) Assist in reviewing and updating the Authority’s working schedules and vital records, including working with outside agencies and staff to inventory records;
e) Provide files, photocopies, and microfilm copies; researches records to prepare reports;
f) Coordinate the creation, maintenance, retrieval, protection, retention, and destruction of all records in accordance with the Authority’s legal, financial, governmental, and historical requirements.
g) Participate in development of training materials, and assists in departmental and Authority’s-wide training sessions on records management related topics and e-mail/internet policy.
h) Communicate and ensures the compliance with the Authority’s policies and procedures pertaining to the distribution of proprietary and confidential information and documentation to the public to ensure security, confidentiality, and integrity of information.
i) Design business processes and work flow strategies for the maintenance, access and retrieval of data; defines data rules and relationships, and develops methods for quality control of records management.
j) Act as point of contact for the day-to-day operations of the electronic Document Management System; troubleshoots system problems; isolates the cause of system failures.
k) Coordinate with the Head Software Development and Head Systems Administration to troubleshoot and resolve system problems and makes system modifications.

EDUCATIONAL REQUIREMENTS:
• The candidate should possess a Bachelors degree in Computer Science or a Bachelors in Library and Information Science or Information Management with bias in computing.  An advanced degree in any of the related fields will be an added advantage.

RELATED JOB EXPERIENCE/QUALIFICATIONS:
• At least 3 years of working experience in the above or related field.
• At least 3 years of working experience in electronic document management environment with skills such as: indexing, searching, filing, indexing, archiving and many more related aspects.
• Proven experience in IT planning, organization, and development and excellent understanding of project management principles.
• Understanding of PPDA operations and procedures in Uganda will be an added advantage.

ADDITIONAL SKILLS / ATTRIBUTES:
• Proven skills in writing, reviewing, or executing plans for testing new or established Document Management systems.
• Proven leadership, written and oral communication skills; excellent interpersonal and strong negotiation skills.
• Exceptionally self-motivated and directed.
• Superior analytical, evaluative, and problem-solving abilities

CONDITIONS OF SERVICE:
Full time employee on a 3 year renewable contract and an attractive salary package.

SUBMISSION OF APPLICATIONS:
• Envelopes should be clearly marked “Application for the Post of “Library and Documentation Officer”
• Only short listed candidates will be contacted.
• Any form of lobbying will lead to automatic disqualification.
• 3 professional references are required. Independent reference checks will be conducted.
• A detailed CV including a hand-written application letter, copies of  academic certificates and 2 current photographs of the applicant should be submitted to:

The Executive Director,
Public Procurement and Disposal of Public Assets Authority,
5th Floor, Nakasero Towers
Plot 37/39, Nakasero Road
P.O. Box 3925,
KAMPALA

Not later than 7th December, 2012 at 5.00 p.m.