Office of the Auditor General Administrative Assistant Jobs in Uganda

Office of the Auditor General Administrative Assistant Jobs in Uganda


Purpose of the Job

  • Provide technical support to OAG for efficient and effective records management in compliance with the applicable laws, regulations, policies and standards.

    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 nformation 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.

    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.

    Reporting

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

    • Compile periodic reports for management review.

    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

    • Diploma in Records and Archives Management; or Library and Information Science or related field from a recognized University/Institution.

    Experience

    • Experience is not required.

    Competencies and Knowledge

  • 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

    • Filled application forms should be submitted through email to
    Zhabura.nakinalwa@oag.go.ug and copied to jude.AmuriatTadeo@oag.go.ug .

    • To reach not later than 19th October 2020

    • Applications received shall be acknowledged by the office

    • Late submission shall not be considered .

  • Applications must be addressed to:

    The Auditor General
    Audit House
    Plot 2C, Apollo Kaggwa Road
    P.O. Box 7083 KAMPALA

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