Supervisor – Records Management Jobs – National Social Security Fund (NSSF)

Organization: National Social Security Fund (NSSF)
Duty Station: Kampala, Uganda
Reports to: Records Manager

About US:
The National Social Security Fund (NSSF) is positioning itself to be the Social Security Provider of Choice in Uganda. Our belief at the Fund is that each employee contributes directly to the growth and success of the business and each employee is expected to take pride in being a member of the team.

Job Summary: The Supervisor – Records Management will be responsible for the effective management of Corporate Knowledge and information that is received and generated by the Fund. Information and Knowledge management is at the center of everything that we do, and how we manage this information directly impacts our ability to operate efficiently.  Records management, i.e. the systematic control of all business-related documents throughout their life cycle, is a vital component of our business practice. The Records Supervisor will be responsible for organizing, maintaining and protecting the company’s Records, in both paper and electronic forms. The incumbent will ensure that our records are quickly retrievable, authentic and accurate. Key player in the implementation in the Records and Archival Policy. Key team player in implementing activities of the Electronic Data Records Management System (EDRMS) project

Key Duties and Responsibilities:  
  • Charged with Digitization, Storing, monitoring and maintaining records, developing and updating methods of classification and ensuring compliance with all relevant legislation.
  • Tasked with coordinating activities of the central records repository for electronic records
  • Support Records Manager in contracts management in the section.
  • In charge of monitoring and spearheading the scanning and digitization of records in the EDRMS project.
  • Support the Records Manager in developing relevant EDRMS policies and procedures and user guides.
  • Enforce project management principles in the EDRMS project.
  • Assist the Records Manager to develop a team of competent and well-motivated staff to man a state of the art Records programme of the Fund, applying appropriate technology and techniques.
  • Work closely with the section head, manage section budget to ensure optimization of budget.
  • Spearhead amalgamation of all Fund records scattered in sections, departments and branch network to support the “Business Continuity Plan-BCP” and also centrally manage risk.
  • Ensuring timely Production, verification, certification of electronic documents, and providing adequate storage of records (physical/electronic ), protection of records integrity and authenticity; and be readily accessible to all users who need to use records contained within the system.
  • Member record verification - Verifying the re-registered data by matching details on new confirmation forms/transaction reports with those on the Member records (on SF3 cards) and confirming whether the bio data matches before cross-referencing the accounts and indexing the record for electronic/digital storage.
  • Tasked with responding to Records queries from clients, departments and branches.

  • Ensure timely physical and online delivery of documents to users around the Fund network. Monitor document/files movement, dispatch outgoing mails and receive in-coming mail.
  • Give routine data and information support to records system users (data cleaning, compliance audit, benefits processing IT and audit) so as to accomplish their duties timely.

Qualifications, Skills and Experience:
  • The ideal candidate for the NSSF Supervisor – Records Management job placement must hold a Bachelor’s degree in a relevant discipline or equivalent transferrable skills and experience.
  • Possession of a post graduate Diploma in records management will be an added advantage.
  • At least three years’ experience Managing Records in a busy Commercial Enterprise.
  • In-depth understanding of Records Management practices, policies, procedures and functional processes.
  • Must be dedicated to and proficient in methods of document use, storage, organization and protection.
  • Patience and a methodical, logical approach to work are prerequisites for this role.
  • Ability to produce high quality reports
  • Ability to work on own initiative, under pressure whilst taking responsibility for a variety of activities.
  • Excellent oral and written communication skills.
  • Good customer care skills
  • Excellent analytical skills
  • Good problem solving skills
  • Computer literacy skills

How to Apply:
All suitably qualified and interested candidates should send copies of application letters, detailed CVs and academic credentials addressed to the Head of Human Resources & Administration, and delivered to the Registry on 13th Floor Workers House for registration and onward transmission.

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

Deadline: 22nd September 2017

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