Assistant Declarations Officer (Records & Documentation)

  • Full Time
  • Lilongwe
  • Applications have closed

Office of the Director of Public Officers’ Declarations

BACKGROUND
The Office of the Director of Public Officers’ Declarations (Directorate) is an independent governance public institution within the Malawi Government established in 2014 under Section 6(1) of the Public Officers’ (Declaration of Assets, Liabilities and Business Interests) Act. The Act provides legal and institutional framework for prescribed public officers to declare their assets, liabilities and business interests upon assuming office. In this regard, under the said Act, the Directorate is mandated to administer and manage the public officers’ declaration regime in order to promote public confidence in the public service. Furthermore, the declaration system acts as one of the tools for preventing, deterring and detecting illicit self-enrichment, abuse of office and conflict of interest by public officers, in order to curtail corruption.

To achieve these goals, the Directorate counts on and cherishes the team effort and work ethic of a highly qualified, talented, astute, brave, professional, innovative, motivated and transformational staff complement that adheres to the strictest ethical standards.

INVITATION FOR JOB APPLICATIONS
An exciting opportunity to recruit additional members of staff has arisen in the Directorate. Applications are, therefore, being invited from suitably qualified Malawians who, among other things, meet the above general attributes to fill the vacant positions tenable at the Directorate’s secretariat in Lilongwe, as follows:

VAC. NO. ODPOD/09/18
Job Title          :     Assistant Declarations Officer (Records & Documentation) (Grade K/ODP8)
Reporting to :     Principal Declarations Officer (Records and Documentation)
Location          :     Office of the Director of Public Officers’ Declarations, Lilongwe

MAIN DUTIES

  • Assist in the development of new document categories and fields for storage;
  •  Work with the Principal Declarations Officer (Records and Documentation) to determine the institutional needs in records and documentation.
  • Provide assistance in preparing documents for scanning.
  • Collect, sort, prepare and scan documents; label and enter data into relevant storage facility or system.
  •  Convert documents to various formats, and assist in transferring data between systems.
  • Maintain scanning equipment by running calibration tests and basic cleaning; set up scanners for use; select appropriate settings for scanning; troubleshoot scanner functions when required.
  • Maintain files of official recorded documents; file and label documents for permanent storage in the facilities, and communicate and coordinate needs with various departments, divisions or sections.
  • Ensure documents are archived and properly located.
  • Provide backup to the Records Management as required.
  • Work on special projects, as assigned.
  • Perform any other duties as may be assigned from time to time.

CORE COMPETENCIES AND ATTRIBUTES

  • Familiarity with computer scanning software, windows, Adobe, email, etc.
  • Expertise in principles and practices of records management and retention.
  • Knowledge of record keeping and file maintenance principles and procedures.
  • Knowledge of different filing methods and recordkeeping.
  • Possess proper skills in printer and scanner operation.
  • Working well in a team environment, establishing and maintaining effective working relationships with those contacted in the course of work.

QUALIFICATIONS AND EXPERIENCE

  • Advanced Diploma in the fields of Information Science, Document/Archive or Records Management or Library Sciences obtained from a recognized/accredited institution.
  • At least 2 years’ demonstrable data and records management experience, including advanced knowledge of the Microsoft Office suite.

NOTES:

  1. Due to the nature of the functions of the Directorate, only candidates that demonstrate undoubted qualities of maturity, integrity and high ethical standing
    necessary for handling sensitive and confidential information and have a clean
    criminal record are eligible for recruitment within the Directorate.
  2. All shortlisted candidates shall undergo a rigorous vetting process of their integrity
    track records by relevant security agencies to determine their suitability for the job.
    In that regard, all applicants for any of the advertised positions shall, by the act of
    submitting their applications, be deemed to have voluntarily submitted to the
    vetting process. The results of the vetting process shall, for all purposes, remain
    confidential.
  3. The Directorate is an equal opportunity employer and female candidates are
    particularly encouraged to apply. The Directorate is committed to the promotion
    of merit, fairness, equity, honesty, integrity, impartiality, professionalism and rule of
    law. To ensure these values, the interviewing panel shall comprise experts drawn
    from across the various public sector institutions. As such, any form of canvassing is
    not allowed and any candidate involved in canvassing of any kind shall be
    disqualified.
  4. The mode of interviews for all positions shall be in two phases of equal weighting as follows:
    1. A practical power point presentation by the candidate on the relevant field, in relation to the core functions of the post being applied for. Candidates shall be notified, in advance, the topic for such practical presentation.
    2. Oral interviews before an independent panel of professionals drawn from various public sector institutions.

These Vacancies can also be accessed from the website of the Directorate,
www.declarations.gov.mw.

Mode of Application
Interested persons who meet the above specifications should submit a written application letter together with copies of relevant certificates, detailed current Curriculum Vitae, naming three traceable referees, in a sealed envelope clearly marked on top with the post being applied for, to:-

The Director of Public Officers’ Declarations
Office of the Director of Public Officers’ Declarations
Episcopal Conference of Malawi Catholic Secretariat Office Complex
Area 11, Off Chimutu Road
Private Bag B340
City Centre
Lilongwe 3
To reach him not later than Saturday, 30th June, 2018

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