Education + 1 more
Description
Educational Qualifications
- The successful candidate shall hold at minimum a Bachelor’s degree in Records
Management, Information and Communication Technology (ICT), or a related
field.
- A minimum of two (2) years of continuous experience in providing records
management, administrative, or program management support within a public or
General Professional Experience
- Demonstrated experience in a records management and administrative environment is
desirable.
- At least two (2) years of relevant work experience in records management,
administrative services, or related areas is required; internships may be considered as
relevant experience.
- Familiarity with institutional mandates, records management procedures, and
documentation practices within AU–PAUSTI will be considered an added advantage.
- Good understanding of records and documentation processes, challenges, and lessons
learned within both national and continental contexts
Responsibilities
Under the direct supervision of the Registrar, the Records Management Officer (Consultant)
will be responsible for the following tasks to support the objectives of (PAUSTI):
Records Handling and Correspondence
o Manage the receipt, registration, and internal circulation
of official mail and
documents.
o Ensure timely dispatch and proper tracking of outgoing
correspondence.
Secretariat Support
o Provide secretariat services to meetings, including
preparation of agendas,
documentation, and minutes.
o Maintain accurate records of decisions and follow-up
actions.
Records Maintenance and Confidentiality
o Establish, maintain, and safeguard confidential official
and student records.
o Open, update, and close files in accordance with
institutional policies and
retention schedules.
Information Retrieval and Access
o Promptly retrieve and provide required records and
information to authorized
staff and stakeholders.
o Ensure accessibility of records while maintaining
confidentiality and
compliance with AU standards.
Student Records Administration
o Coordinate student-related matters such as academic leave
requests, issuance
of introduction letters, and related documentation.
o Manage the issuance of result slips and transcripts in
line with PAUSTI
procedures.
Records Management Systems
o Administer and update the internal records management
system, ensuring
accuracy and completeness of entries.
o Support the transition to electronic document and records
management systems
(EDRMS).
Document Processing
o Process documents by performing necessary computations,
verifications, and
entries.
o Ensure proper classification and indexing of records for
ease of reference.
Reporting and Compliance
o Prepare and submit periodic reports on records management
activities,
highlighting achievements, challenges, and recommendations.
o Monitor compliance with AU and PAUSTI records management
policies and
standards.
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