Assistant Records Officer

Position: Assistant Records Officer

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.