African Union Head Documentation and Registry Division Jobs in Ethiopia
African Union Head Documentation and Registry Division Jobs in Ethiopia
Purpose of the Job The Head of Documentation and Registry Division shall provide strategic and technical leadership for the effective functioning of the Documentary and Registry Division of the Office of the Secretary to the Commission (OSC)
Main Functions
In his/her capacity as Head of Documentation and Registry Division, the incumbent shall be required to:
Supervises and manages the work of the Division to ensure their effectiveness.
Oversee the development of the business continuity plan and ensures its implementation at division level.
Ensures risk management and mitigation.
Designs and plans policy programs to achieve the objectives of the Division.
Develops new and existing activities as components of the strategies and policies.
Oversees the handling of problems and issues arising from current approaches
Engages stakeholders within Members States and RECs in designing and implementing strategies.
Represents the organisation and explains its position at conferences.
Represents the organisation and explain its position at conferences.
Coordinate the mobilisation of funding from donors
Lead in the preparation of budgets and reports
Ensure a working environment that promotes staff development and professional progression.
Specific Responsibilities
Leads in developing policies, strategies and programmes that contribute to the implementation of the mandate of the Office consistent with AUC vision and mandates;
Supervises the implementation of policies, strategies and programmes in terms of advocacy, coordination and guidance that contribute to effective implementation of AU decisions;
Represents the Office of the Secretary to the Commission in AU meetings;
Manages documents, information, knowledge and records within the Office of the Secretary to the Commission; devise innovative and technologically adapted systems to ensure proper documentation and records management systems and procedures for the retention and/or destruction of records;
Plans and coordinates activities related to the continuous digitization and management of documents, information, knowledge and records in the Office of the Secretary to the Commission;
Leads in matters relating to the management of records in the Office of the Secretary to the Commission
Participates in record keeping improvement projects and contributes to feasibility studies, analysis, design, development and implementation
Organizes training sessions on archival procedures and contribute to the development and delivery of recordkeeping training programmes for staff.
Prepares periodic reports on OSC documentation and archives system and liaise with the central technical body on any improvement processes.
Develops a system for the efficient storage, control and distribution of documents before, during and after conferences and meetings.
Participates at AUC level in bidding for funds and managing such budgets.
Performs any other relevant duties within the Office of the Secretary to the Commission, as may
be assigned.
Key Relationships
Internal Relationships
who: Secretary to the Commission / frequency: Daily / why: Provide advice, support and coordinate activities
who: PO, Registry / frequency: Daily / why: Efficient storage, control and distribution of documents
who: PO, Documentation / frequency: Daily / why: Efficient storage, control and distribution of documents
who: Registry Supervisor / frequency: Daily / why: Efficient storage, control and distribution of documents
who: Documentalist / frequency: Daily / why: Efficient storage, control and distribution of documents
who: JPO, Documentation and Registry / frequency: Daily / why: Efficient storage, control and distribution of documents
who: OSC staff outside the Division / frequency: Daily, weekly, monthly or as and when required / why: Implementation of the mandate of the OSC
External Relationships
who: All AUC Departments / Directorates / frequency: Daily, weekly, monthly or as and when required / why: Information related to documents as well as implementation of strategies, policies and procedures of documents’ processing
who: Member States / frequency: Daily, weekly, monthly or as and when required / why: Information related to documents
who: Non Member States / frequency: Daily, weekly, monthly or as and when required / why: Information related to documents
who: UN Agencies and other International Organizations / frequency: Daily, weekly, monthly or as and when required / why: Information related to document
Academic Requirements & Relevant Experience
A Master’s Degree in Information Management, Library Science, Records Management, Archiving or related discipline with twelve (12) years relevant work experience in progressively responsible positions, out of which seven (7) years should be at managerial experience in an international organization dealing with relevant experience in documentation and archiving management. Five (5) years should be in a supervisory role.
Proven experience in policy formulation.
Required Skills
Managerial skills, political tactfulness and supervisory skills to achieve documented objectives.
Ability to initiate and promote collaborative approaches between geographically and culturally disparate partners.
Ability to establish and maintain effective partnerships and working relations both internally and externally.
Ability to identify key strategic opportunities and risks.
Ability to effectively lead, supervise, mentor, develop and evaluate staff.
The African Union working languages are Arabic, English, French, Portuguese and Spanish. Proficiency in one of the AU working languages is required. Fluency in any one of the other AU working language is an added advantage.
Core Competencies
Building Relationships
Effective Communication
Foster Accountability Culture
Learning Orientation
Functional Competencies
Conceptual Thinking
Fosters Innovation
Drive for Results
Leadership Competencies
Strategic Risk Management
Developing Organizational Capacity
Change Management
How to Apply
For more information and job application details, see; African Union Head Documentation and Registry Division Jobs in Ethiopia
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