BACKGROUND

The National Authorizing Officer’s (NAO) Support Unit was established under the Debt & Aid Management Division within the Ministry of Finance and Economic Affairs in June 2003 in order to strengthen the involvement of Government in the preparation, implementation, monitoring and evaluation of EU financed interventions in Malawi. The unit is also tasked with ensuring that such development assistance is used efficiently and effectively in order to improve its impact on poverty, economic growth and development in Malawi.

In order to ensure that the unit has the necessary expertise to fulfil its support functions, NAO Support Unit is now inviting applications from suitably qualified and experienced person for the position of:

SHORT TERM DOCUMENT MANAGEMENT OFFICER

A successful candidates will be expected to take up this position as soon as possible for a duration of at least 6 months . This post will be based at the NAOSupport Unit, Ministry of Finance and Economic Affairs, Lilongwe. A successful candidates will be expected to visit project sites throughout the country to assess and list the documentation of the projects.

Working under the supervision of the Head of Finance and Administration, the Short-Term Document

Management Officer shall perform the following duties:

Responsibilities and Duties

• Review and implement existing policies and procedures regarding document collection, analysis, classification, sharing, transmission, storage and destruction.
• Process and handle information and documents to maintain access to and security of database and record management systems.
• Strict adherence to EDF procedures, local laws, policies and procedures for proper management of documents
• Evaluate existing document management systems and procedures and recommend for improvement
• Provide support to other staff to access and deposit in the registry specific files on their request
• Organize archival system
• Labelling, indexing, sorting and categorizing documents for ease of use
• Working with other staff to ensure the consistency of documents, training staff on document usage, accessibility and organizing documents across the unit.
• Assist with both audits and evaluations of projects in accessing and storing the required documents
• Control access to documents and ensure maximum security is given to the documents
• Provide support in recording incoming and outgoing mail
• Any other duties and administrative tasks that may be assigned from time to time by the Head of Finance and Administration.

Qualifications and Experience

• A University Degree in Record Management or other relevant qualification in Record Management with at least three years relevant post qualification experience; or a
  Diploma in Archives and Records Management with a minimum of 10 years relevant experience is required.
• Proven work experience as Document Management Officer or similar role
• Good knowledge of computer applications
• Multitasking ability
• Attention to details
• Good communication skills.
• Excellent record of traceable and stable past experience with reputable organizations.

How to apply

Applications including a detailed Curriculum Vitae (CV) with contact telephone numbers
(and at least two traceable referees) should be submitted or hand delivered to:-

The Head of Unit
NAO Support Unit
Ministry of Finance and Economic Affairs,
Annex Building
P. O. Box 30049
Capital Hill
LILONGWE 3

You can also send your application electronically at [email protected]

Deadline for receipt of applications is 28th February, 2023

Only short-listed applicants will be acknowledged and invited for interviews and candidates who will not be contacted by 10th March, 2023 should consider their applications to have been unsuccessful and will receive no further communication from the NAO Support Unit, Ministry of Finance and Economic Affairs.