Records Supervisor – Physical Job Opportunities – National Social Security Fund (NSSF)

 

Job
Title:        
 Records Supervisor – Physical

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 and towards a paperless work life, the Supervisor-Physical Records
will be responsible for supporting the Records Manager in delivering the
electronic document records management project for NSSF.The Records
Supervisor-Physical will also be responsible for directly supervising records
officers, and records assistants.

 

Key Duties and Responsibilities:  

·       
Coordinate
activities of the central records repository for physical 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 sorting physical records of the Fund.

·       
Supervise
the sorting and develop inventory for records to be transferred to off-site and
manage the daily retrieval requests from off-site/ Registry to meet the TAT of
the department.

·       
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, registry as a clearing house and maintaining the physical
inventory of the Fund.

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

·       
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 physical records ready for transfer
into electronic formats for ADA intake.

·       
The
physical supervisor manages the comprehensive NSSF records inventory and acts
as the Liaison person between NSSF and off-site storage and scanning services.

·       
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 records center and Archive by strict adherence
of control measures.

·       
Ensuring
timely Production of physical documents, providing adequate storage of physical
records and protection of records integrity and authenticity; and be readily
accessible to all users who need to use records contained within the Fund.

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

·       
Ensure
timely physical delivery of documents to users around the fund network. Monitor
document/files movement among departments, sections and branches.

·       
Operate,
care for and keep safe office equipment like scanners, copiers, computers, fire
extinguishers, Shredders, binding machines, filing cabinets.

 




Qualifications, Skills and Experience:

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

·       
Diploma
in records management will be an added advantage.

·       
The
applicant must have at least 3 years working experience in records management
of which one year in a records supervisory role.

·       
Previous
experience in electronic document records management project implementation

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

·       
Computer
Literacy

·       
Problem
solving skills

·       
Ability
to produce high quality reports

·       
Strong
Presentation Skills

·       
Comfortable
interacting with seniors and peers

·       
Strong
self-leadership

·       
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: 15th September 2020

 

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latest jobs, please visit 
https://www.theugandanjobline.com or find us on our Facebook page https://www.facebook.com/UgandanJobline




 

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