2023-04-06

Archives and Records Manager – Mogadishu, Somalia

Mogadishu, Somalia
Posted on April 6, 2023

National Civil Service Commission

Archives and Records Manager – Mogadishu, Somalia

Closing Date: 14th Apr 2023

Reference No:

Location: Mogadishu,Somalia

Positions: 1

Job Purpose

The Archives and Records Management Manager shall be responsible for developing, coordinating and maintaining the official records management program, imaging and records systems, document retention, storage, archiving and filing system, manning the registry, and retrieval systems. The job holder will also be responsible for the development and implementation of a customized records management system for the institution.

Duties & Responsibilities

Control, open files/folders, and update file index
Ensure that files or folders covers are well maintained
Put files away in an ordered manner, such as numeric, alphabetical, chronological, etc. which will best meet the institution’s needs
Ensure that letters are appropriately filed and marked to action officers
Ensure that documents are carefully handled, and confidentiality is maintained
Ensure that mails are received, sorted, opened, and dispatched and related registers are maintained
Ensure that electronic records such as e-mails, word processing documents, spreadsheets, etc. are filed in computer directories with titles which make finding the appropriate record easy or printed copies of electronic records and file and place a note of the location of the electronic record in the file
Ensure that pending correspondence are checked and appropriate action taken
Ensure adequate security of information, documents, files and office equipment is in place in the registry
Initiate, develop, interpret and implement records management policies, guidelines and procedures
Develop an internal records management system/a suitable file tracking system – either a manual system which uses ledgers and index cards, or a computerized system (update and maintain up-to-date file movement records)
Initiate appraisal and dispose of files or documents and other records in liaison with the Archives departments of the institution in accordance with Government regulations
Ascertain general cleanliness of the registry
Supervise, guide and develop key staff members (coaching and mentoring)
Maintain a close link/liaison with the ICT/Database Officer(s) in the institution to avoid loss of information especially when migrating to newer formats and media.
Maintain register of records with enduring value, promoting co-operation and co-ordination between MDAs having custody of such records
Improve access to records and archives to enhance sound decision making and support effective program and service delivery.
Assist, support, and set standards for and provide professional guidelines to archival services
Secure destruction of obsolete records

Deliverables

An efficient and effective internal records management system customized for the institution
A simplified records management policy customized for the institution
Appropriate filing of print and electronic records including official reports and documents
Appropriate classification and indexation of records

Skills Requirements

Ability to take the initiative and handle conflicting interests and demands.
Ability to relate well with different people.
Forward thinking and logical.
An understanding of research skills is an added advantage.
Good Interpersonal skills.
Excellent oral and written communication skills in English and Somali.
Commitment to customer service.
Demonstrate ability to use, and adapt to, rapidly evolving ICT packages and systems.

How to Apply

Interested candidates are invited to submit their applications HERE via https://www.ncsc.gov.so/jobs NCSC e-Recruitment system, by 14 April 2023 at the latest, referring to this advertisement.

NCSC only accepts duly completed applications submitted through the NCSC e-Recruitment system. The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information please refer to: https://www.ncsc.gov.so/jobs

Apply Here

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