Job Title: Supervisor – Records Management
Organization: National
Social Security Fund (NSSF)
Social Security Fund (NSSF)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Records Manager
About US:
The National Social Security Fund (NSSF) is positioning itself to be
the Social Security Provider of Choice in Uganda. Our belief at the Fund is
that each employee contributes directly to the growth and success of the
business and each employee is expected to take pride in being a member of the
team.
the Social Security Provider of Choice in Uganda. Our belief at the Fund is
that each employee contributes directly to the growth and success of the
business and each employee is expected to take pride in being a member of the
team.
Job Summary: The Supervisor
– Records Management will be responsible
for the effective management of Corporate Knowledge and information that
is received and generated by the Fund. Information and Knowledge management is
at the center of everything that we do, and how we manage this information
directly impacts our ability to operate efficiently. Records management, i.e.
the systematic control of all business-related documents throughout their life
cycle, is a vital component of our business practice. The Records Supervisor
will be responsible for organizing, maintaining and protecting the company’s
Records, in both paper and electronic forms. The incumbent will ensure that our
records are quickly retrievable, authentic and accurate. Key player in the implementation in the
Records and Archival Policy. Key team player in implementing activities of
the Electronic Data Records Management System (EDRMS) project
– Records Management will be responsible
for the effective management of Corporate Knowledge and information that
is received and generated by the Fund. Information and Knowledge management is
at the center of everything that we do, and how we manage this information
directly impacts our ability to operate efficiently. Records management, i.e.
the systematic control of all business-related documents throughout their life
cycle, is a vital component of our business practice. The Records Supervisor
will be responsible for organizing, maintaining and protecting the company’s
Records, in both paper and electronic forms. The incumbent will ensure that our
records are quickly retrievable, authentic and accurate. Key player in the implementation in the
Records and Archival Policy. Key team player in implementing activities of
the Electronic Data Records Management System (EDRMS) project
Key Duties and
Responsibilities:
Responsibilities:
- Charged
with Digitization, Storing, monitoring and maintaining records, developing
and updating methods of classification and ensuring compliance with
all relevant legislation. - Tasked
with coordinating activities of the central records repository for
electronic records - Support
Records Manager in contracts management in the section. - In
charge of monitoring and spearheading the scanning and digitization of records
in the EDRMS project. - Support
the Records Manager in developing relevant EDRMS policies and procedures
and user guides. - Enforce
project management principles in the EDRMS project. - Assist
the Records Manager to develop a team of competent and
well-motivated staff to man a state of the art Records programme of the
Fund, applying appropriate technology and techniques. - Work
closely with the section head, manage section budget to ensure
optimization of budget. - Spearhead
amalgamation of all Fund records scattered in sections, departments
and branch network to support the “Business Continuity Plan-BCP” and also
centrally manage risk. - Ensuring
timely Production, verification, certification of electronic documents,
and providing adequate storage of records (physical/electronic ),
protection of records integrity and authenticity; and be readily
accessible to all users who need to use records contained within the system. - Member
record verification – Verifying the re-registered data by matching details
on new confirmation forms/transaction reports with those on the Member
records (on SF3 cards) and confirming whether the bio data matches before
cross-referencing the accounts and indexing the record for
electronic/digital storage. - Tasked
with responding to Records queries from clients, departments and
branches. - Ensure
timely physical and online delivery of documents to users around the Fund
network. Monitor document/files movement, dispatch outgoing mails and
receive in-coming mail. - Give
routine data and information support to records system users (data
cleaning, compliance audit, benefits processing IT and audit) so as to
accomplish their duties timely.
Qualifications, Skills and
Experience:
Experience:
- The ideal candidate for the NSSF
Supervisor – Records Management job placement must hold a Bachelor’s degree in a relevant discipline or
equivalent transferrable skills and experience. - Possession of a post graduate Diploma in records management will be an added
advantage. - At least three years’ experience Managing Records in a busy Commercial
Enterprise. - In-depth
understanding of Records Management practices, policies, procedures
and functional processes. - Must
be dedicated to and proficient in methods of document use, storage,
organization and protection. - Patience
and a methodical, logical approach to work are prerequisites for this
role. - Ability
to produce high quality reports - Ability
to work on own initiative, under pressure whilst taking responsibility for
a variety of activities. - Excellent
oral and written communication skills. - Good
customer care skills - Excellent
analytical skills - Good
problem solving skills - Computer
literacy skills
How to Apply:
All suitably qualified and interested candidates should send copies of
application letters, detailed CVs and academic credentials addressed to the
Head of Human Resources & Administration, and delivered to the Registry on
13th Floor Workers House for registration and onward transmission.
application letters, detailed CVs and academic credentials addressed to the
Head of Human Resources & Administration, and delivered to the Registry on
13th Floor Workers House for registration and onward transmission.
NB: Please note that
canvassing or lobbying will lead to automatic disqualification of the
candidate.
canvassing or lobbying will lead to automatic disqualification of the
candidate.
Deadline: 22nd
September 2017
September 2017
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