The Ugandan Jobline

 Job
Title:         Records Supervisor – Electronic

Organisation: National
Social Security Fund (NSSF)

Duty Station: Kampala,
Uganda

Reports to:  Records Manager

About US:

National Social
Security Fund (NSSF) is positioning itself to be the Social Security Provider
of Choice in Uganda. With our shared purpose of being the Social Security
Provider of choice, providing exceptional customer service and better
operations with a workforce that is well motivated and skilled.

Job Summary:  As the Fund transitions to electronic records
management, the Supervisor-Electronic Records will be responsible for
supporting the Records Manager in developing all relevant electronic document
records management system (EDRMS) project documentation and to ensure that the
project operates to time scale and within allocated resources. The jobholder
will also participate in the day-to-day activities of sorting, preparation,
scanning, indexing and verification of records.

Key Duties and Responsibilities:  

·        
Responsible
for coordinating activities of the central records repository for electronic
records and ensure timely records keeping and retrieval to users.

·        
Direct,
supervise and evaluate work activities for a team within the records section
responsible for the downloading, sorting and indexing of both physical, scanned
documents, and electronic records of the Fund.

·        
Supervises
and evaluates the work of the records team, both officers and records
assistants, to include annual evaluations, daily supervision, operational
procedures, scheduling of work, conduct and discipline of the team.

·        
Acts as
the first call of expertise in Records management in the absence of the Records
manager, leading the records team and coordinate all activities of scanning and
digitization.

·        
Analyze
staff productivity, performance and quality to ensure the department meets, and
exceeds productivity goals.

·        
Monitoring
and spearheading the scanning and digitization of records in the EDRMS project.

·        
Support
the Head of Records in developing relevant EDRMS policies and procedures and
user guides and support the Head Records to manage section budget to ensure
optimization.

·        
Manage
the processes of sorting and preparation of records ready for transfer into
electronic formats for ADA intake.

·        
Spearhead
amalgamation of all Fund records scattered in sections, departments and branch
network for the good reason to support the “Business Continuity Plan-BCP” and
centrally manage risk.

·        
Ensuring
the accuracy of records in the electronic system and archive by strict
adherence of control measures.

·        
Ensuring
timely Production, verification, certification of electronic documents, and
providing adequate storage of records (electronic), protection of records
integrity and authenticity; and be readily accessible to all users who need to
use records contained within the system.

·        
Implementation
of process automations and improvements that will reduce work load in the
section improved TAT & output in other processing sections of the fund.

·        
Ensure
timely online delivery of documents to users around the fund network. Monitor
document/files movement and generating records on timely delivery of all forms
of document & software.

·        
Operate,
care for and keep safe office equipment like scanners, copiers, binding
machines, bulk filing cabinets and operate the NSSF official Mail Box 7140
Kampala and processing of mail and parcels received through it.

Qualifications, Skills and Experience:

·        
The
applicant for the National Social Security Fund (NSSF) Records
Supervisor-Electronic job must hold a Bachelor’s degree University degree
in Records Management or a relevant discipline from a recognized University.

·        
Diploma
in records management will be an added advantage.

·        
Three
years of experience in records management of which one year in a records
supervisory role.

·        
Experience
in electronic document records management project implementation

·        
Strong
computer skills

·        
Ability
to work on own initiative, under pressure whilst taking responsibility for a
variety of activities

·        
Strong
self-leadership

·        
Team
leadership

·        
Problem
solving skills

·        
Ability
to produce high quality reports

·        
Strong
Presentation Skills

·        
Comfortable
interacting with seniors and peers

·        
Proactive

·        
Comfortable
with ambiguity

·        
Strategic
Thinker

·        
Strong
writing, verbal, and presentation skills

·        
Strong
organization skills – multi-task, plan for time and resources

How to Apply:

All interested
individuals should send copies of academic credentials, application letters and
detailed CV addressed to the Head of Human Resources & Administration to
recruitment@nssfug.org for registration and onward transmission.

NB: Please note that canvassing or lobbying will lead to automatic
disqualification of the candidate.

Deadline: 15^th September 2020

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