Information and Documentation Officer Job at UNRA

Report to: Director of Procurement
Organisation: Uganda National Roads Authority (UNRA)
Position Grade: SG 4
Job Summary: 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
Key Duties & Responsibilities:
·         Responsible for referencing and serializing of all procurement and disposals as required by PPDA
·         Maintains and updates all schedules of closing and opening of bids, negotiation and Contracts Committee meetings
·         Assists in posting of bid notices to the procurement notice boards and relevant national and international websites and magazines
·         Responsible for receipt of bids from bidders
·         Assists in publication of best evaluated bidders, contract awards and any other notifications from PDU
·         Organizes venue, invites all the participants in advance and assists in bid openings and pre-bid meetings
·         Responsible for registration and submission of outgoing PDU correspondences and documents to the central registry for onward dispatch
·         Responsible for registration and transmission  of PDU internal memorandum and outgoing correspondences to be signed by the Executive Director
·         Receives correspondences and documents of PDU signed by the Executive Director and Director Procurement and dispatch it to the bidders and other stakeholders
·         Receives incoming correspondences and documents of PDU from central registry or directly from bidders and directs them to the Director of Procurement
·         Maintain all procurement records both electronically and in hard copies as per the requirements
·         Classifies and labels project specific procurement and disposal files per project and general correspondences and documents per subject or addressee as appropriate
·         Plans and maintain the stationery requirements of PDU
·         Responsible for the supervision of all the document production and binding facilities and activities
·         Carries out any additional duties which may be assigned by the Director of Procurement
Qualifications, Skills and Experience:
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:-
·         Three years experience in documentation, file management, organization, database creation and data base management; 
·         One year experience in a public sector organization of the Government of Uganda;
·         One year in a senior position
Relevant Personal Skills:
S/he must demonstrate skills and ability in:-
·         A high level of computer application skills and use of software programs relevant to documentation, file management and databases including MS Office application;
·         A high level of communication skills (both oral and written)and ability to work with teams at all levels;
·         Time management skills;
·         A high level of organization and integrity;
·         Ability to work under pressure and meet tight deadlines;
Not Essential but Desired:
A candidate meeting the following criteria will have an added advantage:-
·         Related post graduate qualification;
·         Worked in a similar public procurement environment; 
·         Worked with multilateral and bilateral Development Banks an Financial Institutions.
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:
1.       A qualifications, adequacy for the post and illustrated personal experience 
2.      Copies  of testimonials  (the  applicant  must endorse on each copy of the submitted testimonials);
3.      Detailed curriculum vitae duly signed by the applicant on each and every page and showing previous positions held;
4.      Current salary;
5.      Three referees; and 
6.      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.  
NB: Canvassing or lobbying by applicants or their representatives will lead to disqualification.
Those who applied before for the same positions should not re-apply.

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