Ministry of Finance, Planning and Economic Development
The European Union (EU) has been providing assistance to the Ministry of Finance, Planning and Economic Development (MoFPED) over the years to strengthen its capacity to undertake the role of the National Authorizing Officer (NAO) under the Support to NAO program. The formerly separate Technical Cooperation Fund (TCF) and the Support to NAO (SNAO) were 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 the 11th EDF with effect from 01/04/2023. The position’s Job description and required qualifications are provided hereunder;
Interested candidates are required to submit their application either by hand delivery or registered mail to the address below. The deadline for submission is Monday 27th February 2023 at 1600hrs latest. To be valid, applications must include the following documents;
• An Application letter (signed and dated)
• An updated CV (max. 3 pages), duly signed and dated
• Copies of relevant academic qualifications
Applications must be addressed to:
Under Secretary/ Accounting Officer
Ministry of Finance, Planning & Economic Development
Treasury Building
Room No.1.34
Plot 2-12
Apollo Kaggwa Road
P. 0. Box 7031, Kampala – Uganda
With the following mention, “NAO Support Unit – Application for the position of Document Management Officer.”
Applications can also be sent electronically to; Ruth.kato@finance.go.ug
MINIMUM QUALIFICATIONS AND WORKING EXPERIENCE:
• A Diploma or University Degree in Records and Archives Management or its equivalent
• An additional professional qualification in Secretarial studies, Computer Science, etc will be an added advantage
• Not less than two (2) 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 (EDF) will be a distinct advantage.
• Good computing and excellent English language skills are prerequisite.
DUTIES:
a) Conduct conceptual reflections and elaborate middle and long-term archiving and document management procedures, including the update of NAOSU’s archival filing plan
b) 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
c) Maintain a master archive of all original signed contracts, payment documentation, and the corresponding database
d) Secure the material protection, conservation, and disposition (retention or elimination) of documents, records, and files (on paper and on modern supports) transferred to the Ministry central archives
e) 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
f) Ensure the appraisal of documents, records, and files with a view to their permanent disposal or retention and in accordance with existing regulations
g) Implement document management rules correctly, with emphasis on the creation of entities, folders, registration of incoming and outgoing mail, and filing of all correspondence
h) Ensure that physical and electronic NAO documents are filed in accordance with EDF rules regarding archiving
i) Identify Bank Guarantees that have expired, inform the responsible colleagues in NAOSU, and process guarantees for return to the beneficiaries
j) Receive, register, and archive files concerning original justifying NAO documents and make them available for quarterly reviews and audits as and when required.
k) Periodic sharing of tips with NAOSU staff on how to maintain a clean, clear, and orderly filing system
I) Provide general secretarial support to NAOSU
m) Effectively and efficiently assist NAOSU in coordinating and handling issues related to tenders, commitments, projects, and initiation of payments
n) Provide support to the various Call for proposals Evaluation Committees
o) Any other duties assigned to him/her