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Document Management Officer European Union (EU) Project Jobs – Ministry of Finance, Planning and Economic Development (MoFPED)

Organization: Ministry
of Finance, Planning and Economic Development (MoFPED)
Duty Station: Kampala,
Uganda
Reports to:
Senior Programmes Coordinator
REF: NAO/039/072/2a
About US:
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 programme. The formerly separate Technical Cooperation Fund (TCF) and
the Support to NAO (SNAO) have been merged under the Uganda Technical Support
Programme in the 11th European Development Fund (EDF).
Job Summary:  The Document Management Officer under the NAO
Support Unit will support the document management of 11th EDF with effect from 1/12/2018.
Key Duties and Responsibilities: 
  • Conduct conceptual reflections and elaborate middle and long-term
    archiving and document management procedures, including the update of
    NAOSU’s archival filing plan
  • 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
  • Maintain a master archive of all original signed contracts, payment
  • documentation and the corresponding database 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 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
  • Ensure the appraisal of documents, records and files with a view to
    their permanent disposal or retention and in accordance with existing
    regulations
  • Implement document management rules correctly, with emphasis on
    creation of entities, folders, registration of incoming and outgoing mail
    and filing of all correspondence
  • Ensure that physical and electronic NAO documents are filed in
  • accordance with EDF rules regarding archiving
  • Identify Bank Guarantees that have expired, inform the responsible
    colleagues in NAOSU and process guarantees for return to the beneficiaries
  • Receive, register and archive files concerning original justifying
    NAO documents and making them available for quarterly reviews and audits
    as and when required.
  • Periodic sharing of tips with NAOSU staff on how to maintain a
    clean, clear and orderly filing system
  • Provide general secretarial support to NAOSU
  • Effectively and efficiently assist NAOSU coordinating and handling
    issues related to tenders, commitments, projects and initiation of
    payments
  • Provide support to the various Call for proposals Evaluation
    Committees
  • Perform any other duties assigned to him/her


Qualifications, Skills and Experience: 
  • The applicant should preferably hold a University Degree in Records
    and Archives Management or equivalent
  • An additional professional qualification in Secretarial studies,
    Computer Science, etc will be an added advantage
  • A minimum of five (5) years of relevant professional experience in a
    Central Local Government Department or Agency, international/regional
    organization, donor agency, project, private sector, NGO etc.
  • Previous 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 a
    pre-requisite.
How to Apply:
All interested
candidates are required to submit their application either by hand delivery or
registered mail to the address below. 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:
Director, Debt &
Cash Policy Department
Ministry of Finance,
Planning & Economic Development Treasury Building Room No. 1.25 Plot 2-12,
Apollo Kaggwa Road
P.O. 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
Deadline: Monday 10th September 2018
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