Principal Officer Registry And Information

PURPOSE

The purpose of the Principal Officer Registry And Information shall be to co-ordinate the creation, distribution, organization, maintenance, use and management of the Authority’s records.

STATEMENT OF MAIN DUTIES

Under the supervision of the Manager-Human Resource and Administration, the job holder will be responsible for the following duties:

Facilitates receipt of records and ensures that the records received are stamped, recorded, scanned and forwarded to the relevant personnel for action.

Coordinate the classification of records received by the Authority.

Facilitates dispatch of correspondence for the Authority.

Stores Authority records on relevant files and ensures that the records are readily available when requested by authorized offices.

Facilitates for appraisal of Authority records to determine retention and archiving of records.

Ensures that archiving of records is managed using the Records Retention and Disposition Schedule and other statutory requirements.

Prepares a list of records to be archived for approval by the Records Management Committee.

Ensures that records approved by the Records Management Committee are transferred to the archive center and retains and files a transmittal sheet of the archived records.

Determines records to be destructed using the Records Retention and Disposition Schedule and submit the same to the Records Management Committee for approval to destroy.

Ensures that Authority records are secure and protected from unauthorized access.

Ensures that Authority electronic records are backed-up and transmitted to a Disaster Recovery Site in liaison with the ICT department for storage.

Ensures that Emails containing official Authority information forms a record which will be classified and filed as evidence of an activity or business transaction of the Authority.

Ensures that the Authority has a file tracking system which members of staff will be required to adhere to.

Ensures that files obtained from the Registry by Authority members of staff are returned to the Registry once the business for which there were obtained is concluded for storage.

Assists in the preparation of individual and departmental workplans and departmental annual budget.

Performs other duties that may be assigned by superior from time to time.

QUALIFICATIONS AND EXPERIENCE

Education:

Full Grade 12 Certificate with at least five (5) credits or better including English and Mathematics.

Vocational or Professional Requirements:

Bachelor of Arts Degree in Library and Information Studies.

RELEVANT POST QUALIFICATION EXPERIENCE:

Minimum three (3) years’ post qualification experience in Library and Information Management.

OTHER SKILLS AND REQUIREMENTS

Good writing and oral communication skills.

Good interpersonal skills.

Must be Computer literate.

Must be a member of the Library and Information Association of Zambia with the current practicing Certificate.

TENURE:

The position of the Principal Officer – Registry and Information is on permanent and pensionable basis.

APPLICATION PROCESS

All applications will be treated in strictest confidence. Should comprise an application letter and curriculum vitae. Certified copies of bachelor’s degree, Grade twelve (12) Certificate and any other relevant certificates by a Commissioner of oaths.

Applications should be addressed to the:

Director General Zambia Public Procurement Authority

Stand No. Sub J-11790 Procurement House Off Alick Nkhata Road, Longacres

P O BOX 31009 LUSAKA

Candidates MUST download and fill in the Profile Summary Form and email it together with other documents to jobs@zppa.org.zm. Please indicate the position being applied for in the subject line and sign-off the application letter for employment. Click HERE to download the profile summary form.

CLOSING DATE: 4th April 2022 at 17:00 hours

Only shortlisted candidates will be contacted.