Principal Documentation Officer

OFFICE OF THE OMBUDSMAN

EXTERNAL VACANCY ADVERT

The Office of the Ombudsman is a public body established under the Republic of Malawi Constitution. Section 123 of the Constitution accords the Office of the Ombudsman the mandate to investigate any and all cases where it is alleged that a person or a group of persons have suffered an injustice and there appears to be no any remedy reasonably available by way of proceedings in a court or by way of appeal from court or where there is no other practicable remedy.

The Office of the Ombudsman is inviting applications from suitably qualified persons to fill the following vacant positions:

Job title: Principal Documentation Officer
Grade: OMB5
Reporting to: Deputy Director of Information, Documentation and Civic Education Officer (OMB3)
Duty Station: Headquarters-Lilongwe

Key duties and responsibilities:

1. Facilitating development and review of policies, strategies, guidelines and best practices for proper storage, archiving and disposal of obsolete documents and knowledge management materials;
2. Designing and implementing retrieval systems to meet user requirements;
3. Facilitating documentation of knowledge to be used for further advocacy and learning purposes and put in place a standard filing system for easy and quick document assess and retrieval;
4. Ensuring that the Ombudsman’s determinations are well catalogued and bound;
5. Scheduling the documentation of materials consistent with established international, national best practices and relevant policy;
6. Facilitating the development and maintenance of an efficient record-keeping systems that enable fast and easy access to needed information;
7. Implementing data privacy laws;
8. Training end user in record management software;
9. Providing technical documentation support to other Department/Divisions or Units; and
10. Supervising and appraising Documentation Officer and other officers under his/her charge.

Qualifications and Experience

• Accredited Bachelor’s Degree in library science, information management Computer Sciences or Information Technology with at least four (4) years’ post qualification work experience.
• Accredited Master’s Degree in library science, information management Computer Sciences or Information Technology will be an added advantage.

Required Competencies and Attributes

• Have adequate knowledge in documentation policies;
• Be able to lead teams;
• Be result-oriented;
• Have excellent interpersonal skills;
• Have adequate knowledge in Computer using Microsoft Office such as word, excel, access and other related packages; and
• Be a self-starter.

Method of application:

Interested candidates should submit applications attaching a Curriculum Vitae, including three traceable referees and copies of certificates, to reach the undersigned not later than 21st September 2026.

The Ombudsman
Office of the Ombudsman
St. Martin’s House
City Centre
Private Bag 348
LILONGWE 3

The applications should be emailed to vacancy@ombudsmanmalawi.org

PLEASE INDICATE ON THE ENVELOPE THE POSITION BEING APPLIED FOR.

ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED.

THOSE WHO PREVIOUSLY APPLIED FOR THE POSITIONS MUST RE-APPLY.

“THE OFFICE OF THE OMBUDSMAN IS AN EQUAL OPPORTUNITY EMPLOYER”