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Senior Officer Records at Southern African Development Community (SADC)

  • Full Time
  • Malawi
  • Applications have closed
  • Salary: 000

Southern African Development Community (SADC)

Job Description

Purpose of the job:

  • Be responsible for the effective and appropriate management of the organisation’s records from their creation through to their eventual disposal.
  • Manage the efforts and performance of the team

Duties and Responsibilities

Records Management

  • Ensure access to institutional records (electronic and/or paper-based), and ascertain quick response to internal and/or external information enquiries
  • Guide the development and implementation of file classification scheme; and maintain these to meet administrative, legal and financial requirements
  • Supervise the storing, arranging, indexing and classifying of records
  • Devise and ensure the implementation of retention and disposal schedules
  • Advise the Secretariat on proper use, conservation and preservation of records; control the number of records created and stored, and identify which records are to be preserved and which should be destroyed
  • Guide the formulation of Records Management policies and procedures relating to proper care and preservation of current and semi current records
  • Supervise research on and analysis of the information needs of the Secretariat, and develop procedures to meet those needs
  • Direct the conduct of audits of information created and stored within the Secretariat
  • Lead assessments into the effectiveness and relevance of filing systems, methods, standards and procedures
  • Manage the changeover from manual/paper to electronic records, and coordinate the development and implementation of a records management system as and when it arises
  • Liaise with the ICT unit for the development, implementation and review and support training of an Electronic Document Management System (EDMS)
  • Resolve problems and challenges with records management; design and coordinate the implementation of records management disaster plan
  • Determine the appropriate layout of the records management section
  • Coordinate the Secretariat’s response to information requests from external stakeholders

Leadership

  • Develop, update and implement policies, strategies, processes, systems and procedures for the effective delivery of the unit’s objectives
  • Participate in the formulation and development of the Organisational Strategy for the Secretariat
  • Develop short- and long-term plans and budgets for the unit, monitor progress, assure adherence and evaluate performance on a regular basis
  • Manage the delegated unit budget to ensure optimal use
  • Achieve the mission, goals and objectives of the unit, and report progress to the Director and the Deputy ES
  • Assist the Audit teams in their review of this function, and implement audit recommendations as and when they are made
  • Research and adopt best practices in own area of work, and maintain high level of knowledge in order to effectively undertake the duties of the post

People Management within the unit

  • Ensure team compliance with all relevant Secretariat values, policies and standards, and statutory requirements
  • Work towards building a positive and compelling workplace and team culture
  • Maintain a climate that attracts, retains and motivates top quality personnel
  • Plan the unit’s activity and maintain direct oversight on its operations and the staff in terms of (a) work scheduling, (b) estimating resource and staffing needs, (c) allocating and delegating tasks, and (d) recruiting, training, developing, supporting, supervising, mentoring, motivating and appraising staff
  • Undertake any other duties as delegated by the Director or the Deputy ES

Position Requirements

Education

At least a Masters in Records Management or related field from a recognised institution.

Specialised knowledge

  • Knowledge of records / information / document management rules, regulations, principles and procedures
  • Knowledge of different filing systems
  • Proficient in the use of computers and computer software relevant to the position

Experience

  • At least 10-15 years professional experience in records management, preferably in a public sector or regional organisation
  • Minimum of 4 years in a line management position

Skills Requirements

  • Communication and presentation skills
  • Conflict management skills
  • Decision-making skills
  • Interpersonal skills
  • Leadership skills
  • Mentoring and coaching skills
  • Negotiation, persuasion, advocacy, networking and relationship building skills
  • Organisational skills (planning, budgeting, time management)
  • Research, analytical and problem-solving skills
  • Team building skills

Competency Requirements

  • Apply interpersonal styles/methods to develop, motivate and empower individuals toward achievement of goals
  • Capable of maintaining quality whilst working under pressure and adhering to deadlines
  • Capacity to motivate and influence people positively, and create a climate where people want to do their best
  • Conceptual and practical thinking
  • Customer focused
  • Decisive
  • Organisational awareness with an understanding of how to engage the organisation to get things done
  • Maintain confidentiality and is respectful of sensitive situations
  • Methodical and organised, and able to look at the big picture without losing the attention to details
  • Politically savvy i.e. identify internal and external politics that impact the Secretariat’s work, and act accordingly
  • Professionalism and adherence to good work ethics
  • Question conventional approaches and encourage new ideas and innovations for progress
  • Resilience and personal drive, self-motivation
  • Results and performance driven
  • Visionary, thinks and acts strategically

Tenure of appointment

The term of appointment of the Director, Industrial Development and Trade shall be for a fixed period of four (4) years, renewable once for another period of four (4) years. While appointments for positions (2–19) will be on a fixed-term contract for four (4) years, renewable twice for an equal period, subject to:

  • satisfactory completion of 6 months’ probation;
  • satisfactory performance;
  • retirement age limit of 60 years; and
  • the continued need for the position.

Eligibility

The positions are open to qualified applicants who:

  • Are 52 years old or younger. This requirement is based on the Organization’s need to recruit staff who can serve for a reasonable period of time before reaching the mandatory retirement age of 60 years.
  • Are from the following eligible Member States: Angola, Botswana, Democratic Republic of Congo, Eswatini, Lesotho, Madagascar, Malawi, Mauritius, Mozambique, Namibia, Seychelles, South Africa, United Republic of Tanzania, Zambia and Zimbabwe.

Applications should be accompanied by the following:

  1. a cover letter stating the position that you want to be considered for and describing how your qualifications, experience, and competencies are relevant to the position;
  2. not more than five (5) pages of updated curriculum vitae;
  3. certified copies of your degree(s), Diploma(s) and Certificate(s); and
  4. duly signed and completed SADC Application Form.

Should you be shortlisted, you will be required to produce evidence of educational and professional qualifications supporting your application, on the day of your interview.

Gender Mainstreaming

SADC is an equal opportunity employer and particularly encourages applications from female candidates.

If you are results orientated, you have a passion for the transformation and development of Southern Africa and possess the required competencies, please submit your application.

Only applicants who meet the requirements of the SADC Secretariat and being considered for an interview, will be contacted. Should you not hear from the SADC Secretariat within two months after the closing date, kindly consider your application unsuccessful.