Head, Documentation & Registry Division at the African Union (AU)

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Job Title: Head, Documentation & Registry Division

Requisition ID: 576
Location: Addis Ababa, Ethiopia
Business Unit: The African Union Commission
Country/Region: ET
Reports to: Secretary to the Commission
Number of Direct Reports: 2
Number of Indirect Reports: 3
Job Grade: P5
Directorate/Department: Office of the Secretary to the Commission (OSC)
Division: OSC

AU Values

  • Respect for Diversity and Teamwork
  • Integrity and Impartiality
  • Think Africa Above all
  • Efficiency and Professionalism
  • Transparency and Accountability
  • Information and Knowledge Sharing

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

Tenure of Appointment

  • The appointment will be made on a regular fixed-term contract for a period of three (3) years, of with the first twelve months will be considered as a  probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables

Gender Mainstreaming:

  • The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.
  • The requirements and responsibilities contained in this job description do not create a contract of employment and are not meant to be all-inclusive. It may be changed by the role manager during employment on an as-needed basis.

Least Representative Countries:

  • Candidates from the following least represented countries at the African Union Commission are encouraged to apply: Algeria, Angola, Cape Verde, Central African Rep., Comoros, Congo, Congo (DRC), Egypt, Equatorial, Guinea, Eritrea, Eswatini, Ghana, Guinea, Libya, Liberia, Madagascar, Mali, Morocco, Mozambique, Mauritius,
  • Namibia, Nigeria, Saharawi Arab D.R., Seychelles, Somalia, South Africa and South Sudan

Remuneration
Indicative basic salary of US$  50,746.00  (P5 Step 1) per annum plus other related entitlements e.g. Post adjustment (40% of basic salary), Housing allowance US$ 27,290.88 per annum, education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$10,000.00 per child per annum), etc. for internationally recruited staff and a maximum of US$ 3,300.00 per child per annum for every eligible dependent for national and locally recruited staff.

Application Closing Date
14th December, 2020.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

  • The requirements and responsibilities contained in this job description do not create a contract of employment and are not meant to be all-inclusive. It may be changed by the role manager during employment on an as-needed basis.
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