No Experience Administrative Assistant Job Opportunities – Office of the Auditor General (OAG)

 

Job Title:    Administrative Assistant
(No Experience Jobs)

Organization:  Office of the Auditor General
(OAG)

Duty Station:  Kampala,
Uganda

Reports to:
Executive Assistant

Job Reference:
ADM/56/136/01 Vol.6 [01/20]

 

About US:

The Office of the
Auditor General (OAG) is an institution established under the provisions of
Article 163 of the Constitution of the Republic of Uganda. Its mandate,
functions and powers are enshrined in the National Audit Act, 2008. The main
function of the OAG is to audit and report on the Public Accounts of Uganda and
all Public offices or bodies and/or organization established by an Act of
Parliament.

 

Job Summary:  The Administrative Assistant will provide
technical support to OAG for efficient and effective records management in
compliance with the applicable laws, regulations, policies and standards.

 

Key Duties and Responsibilities:  

Planning for the
Records Management Unit

·       
Assist
to initiate procurements and budget implementation as per unit work plan.

·       
Undertake
Periodic Inventory and Appraisal of OAG Records

·       
Conduct
a records survey and update OAG records inventory as and when required.

·       
Establish
records retention and disposal schedules and keep security and protection of
vital records.

·       
Carry
out the weeding of non-active records and disposal of obsolete records as per
OAG policies and guidelines.

Maintain Records
Archives Management System Appropriate to the Changing Needs of OAG

·       
Consult
with Supervisor on handling e-records and report on any changes made.

·       
Update
records classification system.

·       
Manage
directorate registries.

·       
Implement
national policies on records and archives management in compliance with the
applicable legislation and standards.

·       
Maintain
a Records Management information System and feed the MIS with relevant data
from the archives.

Implementation of
OAG Records and Archives Management {RAM) Policy

·       
Sensitise
and guide staff and stakeholders on the implementation of the RAM policy and
archives management activities.

·       
Carry
out the induction of new staff on records management.

·       
Provide
guidelines and standard procedures for the creation, managing, use, storage and
destruction of records.

·       
Implement
and monitor policies and procedures for the management of document creation,
maintenance, storage and destruction.

Provide Access and
Reference to Archives

·       
Archive
original audit reports signed by the Auditor General.

·       
Update
audit reports and archival database.

·       
Create
and maintain back-up storage of audit reports.

·       
Monitor
and update the shared folder of digitally archived audit reports.

·       
Carry
out accession, preserve and conserve archives to make the records available
when needed.

·       
Retrieve
archives and serve archival clients as approved by the Supervisor.

Reporting

·       
Prepare
and submit periodical reports as per OAG guidelines and procedures.

·       
Compile
periodic reports for management review.

Execute Other
Duties Assigned

·       
Assist
in the reproduction and dissemination of audit reports to stakeholders.

·       
Participate
in the implementation of stakeholders’ engagement and sensitisation activities
in Local Governments.

 

Key performance indicators:

·       
Timely
work plan and budget drafted by the end of last quarter of the previous year

·       
Timely
performance report drafted.

·       
Obsolete
records destroyed once every year (end of June).

·       
At least
three departmental registries inspected and compliance reports submitted every
quarter.

·       
Records
Classification System updated at the beginning and end of every audit year.

·       
Records
survey conducted and Retention/Disposal Schedules reviewed every two years.

·       
Induction
and sensitisation workshops carried out.

·       
Stakeholders
engagement reports compiled and submitted at the end of every planned activity.

 




Qualifications, Skills and Experience:

·       
The
applicant must hold a Diploma in Records and Archives Management; or Library
and Information Science or a related field from a recognized
University/Institution.

·       
Experience
is not required.

·       
Effective
communication skills.

·       
Knowledge
in records and archival management standards.

·       
ICT
skills.

·       
Confidentiality.

·       
Customer
care.

·       
Teamwork

 

How to Apply:

Applications must be
accompanied by:

·       
Detailed
typed curriculum vitae which clearly supports the competencies required above

·       
Certified
copies of academic qualifications, testimonials and professional training

·       
certificates.

·       
Names of
three (3) referees and their contacts

·       
A recent
passport size photograph

·       
All
applications should be submitted with an application form, Download
Here

 

 Filled application forms should be submitted
through email to

Zhabura.nakinalwa@oag.go.ug
and copied to jude.AmuriatTadeo@oag.go.ug

 

Applications must be
addressed to:

 

The Auditor General

Audit House

Plot 2C, Apollo
Kaggwa Road

P.O. Box 7083
Kampala. Uganda

 

Deadline: 19th October 2020

 

NB: Applications received shall be
acknowledged by the office. Late submission shall not be considered

 

For more of the
latest jobs, please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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