Records Management Officer at National Authority for the Campaign Against Alcohol and Drug Abuse (NACADA)

Job Purpose

Responsible for ensuring security and safety of all records, documents and files.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• N/A

Operational Responsibilities / Tasks

• Drafting records management policies and procedures;
• Ensuring compliance with the records management policies, procedures and governing laws and regulations;
• Developing mail management procedures and file classification and indexing schedule;
• Preserving records as per the governing regulations and laws;
• Ensuring security of files, records and documents;
• Developing records appraisal, retention and disposal schedules in accordance with relevant National Archives regulations and guidelines;
• Carrying out classification and indexing of files and records;
• Receiving, sorting and dispatching of incoming and outgoing mails and maintaining related registers;
• Undertaking appraisal of files as per the policies and procedures;
• Implementing and managing an electronic document management system;
• Maintain an easy file retrieval filing system;
• Ensuring proper handling of documents, pending correspondences and bring ups;
• Preparing disposal schedules in accordance with relevant National Archives guidelines and regulations; and
• Maintaining, verifying and evaluating existing records management systems.

Job Dimensions

Financial Responsibility

• N/A

Responsibility for Physical Assets

• Overall responsibility for laptops, desktops, printers, office equipment (printer, telephone)
• and furniture (table, cabinets and seats) of the Department.

Decision Making / Job Influence

• N/A

Working Conditions

• Office setting compliant with OSHA.
• Enhanced working relationship with other employees.
• Periodic national travels.
• Medical cover for self and family up to a maximum of four (4) dependents.
• Group Accident cover and life insurance.

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic and professional qualifications

• Bachelor’s Degree in Information Science, Records Management and Information Technology, Library Science, Archives and Records Management from a recognized institution.

OR

• Diploma in Information Science, Records Management and Information Technology, Library Science, Archives and Records Management from a recognized institution with five (5) years’ experience in records management.

Previous relevant work experience required

• N/A

Other Requirements

• Computer literacy; and
• Fulfills the requirements of Chapter Six of the Constitution.

Competencies and Skills

• Interpersonal Skills
• Excellent report writing skills
• Effective communication skills