African Union Data/Records Management Jobs in Ghana
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Purpose of Job
Responsible for ensuring that in-coming and out-going mails are received and processed accordingly on a timely basis as well as for ensuring that a reliable and efficient filing system is maintained.
Main Functions
- Provide timely operational support
- Implement operational activities as scheduled and report.
- Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
- Liaise effectively with internal and external stakeholders.
- Follow up meeting decisions and correspondence outcomes and ensure their implementation.
- Prepare routine office communication and assist in compiling data and information for reporting purposes.
- Assist in the creation, improvement and maintenance of record and retrieval systems
- Follow up on provision and maintenance of office facilities and materials.
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Specific Responsibilities
- Receive, register, process and forward in-coming and out-going mail/correspondence to relevant addressee.
- Scan and digitize in-coming mail and records.
- Sort, organize, maintain, store and retrieve office records accurately.
- Create and ensure appropriate records electronically classification.
- Ensure records categorization according to the File Plan.
- File all physical files including personnel (open and confidential), financial, legal files, and ensure their safe custody.
- Ensure that accurate metadata elements of records are captured for upload onto the electronic records system for electronic filing.
- Create new folders and files and disposal of old files in accordance with the established retention schedule.
- Keep records safe and secure in a proper place.
- Maintain archives, ensure that files are properly stored and accessible
- Maintain a log of all outgoing files to ensure documents are returned in time.
- Service departmental meetings and ensure distribution of working documents to meeting participants.
- Ensure confidentiality and non-disclosure of records.
- Ensure that a reliable, accurate and efficient filing system is maintained in line with the Archives and Records Management Policy.
- Provide answers to queries by searching and retrieval of records.
- Maintain records system of files movements within the office;
Academic Requirements And Relevant Experience
- A minimum of Diploma in Office Management/Administration or Records Management from a recognized institution with 3 years relevant work experience in Registry/Records Management or clerical duties.
- Candidates holder of a bachelor degree in Office Management/Administration or Records Management from a recognized institution is required to have 1 year relevant experience in Registry/Records Management or clerical duties.
Required Skills
- Sound planning and organizational skills
- Excellent verbal and written communication skills.
- Capacity to work under pressure
- Time management capabilities
- Ability to maintain confidentiality and non-disclosure of information.
- Competence in the use of standard software such as MS Word, Excel, PowerPoint, etc.
- Ability to work in multi-cultural team
- Proficiency in one of the AU official working languages (French, English, Portuguese, Swahili, Spanish, and Arabic) and fluency in another AU language(s) is an added advantage
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