Registry and Records Manager – National Social Security Fund (NSSF)

National Social Security Fund (NSSF) is positioning itself to be the Social Security Provider of Choice in Uganda. With our shared purpose of being the Social Security Provider of choice, providing exceptional customer service and better operations with a workforce that is well motivated and skilled, we are looking to recruit people with high integrity and dedication to work with us.

JOB TITLE: REGISTRY AND RECORDS MANAGER

REPORTS TO: HEAD OF HUMAN RESOURCES & ADMINISTRATION

DEPARTMENT: HUMAN RESOURCES AND ADMINISTRATION

DUTY STATION: KAMPALA, WORKERS HOUSE

MAIN PURPOSE:

The jobholder will be responsible for overseeing the Fund’s Physical & Electronic Records Management function; effective administration of action planning & implementation of the Records management policy in a manner that will guarantee; security of records & processes; timely accessibility of records to users; confidentiality & integrity of the system; compliance with policies, regulations & procedures; long term preservation of records as resource asset of the Fund; and fulfil disaster recovery needs that ensure Business continuity.

Duties and Responsibilities include:

• Acting as the Project Manager for NSSF EDRMS (Electronic Documents Records Management System)
• Providing leadership and management of the EDRMS project of the Fund, utilizing established project management frameworks, methodologies, and policies to ensure successful project outcomes.
• Providing high-level expertise and advice to stakeholders with respect to EDRMS project matters and relevant record-keeping implications.
• Assisting top level of Fund Executive Management with the initial steps required to focus on records and information governance and value of records to NSSF.
• Responsibility for implementing the electronic records and document management system that will ensure records are organized and protected to meet the needs of the Fund in carrying out its business legally and effectively.
• Managing and leading efforts for the implementation of Electronic Records Management training needs and development strategy.
• Managing Electronic Records Management, communication implementation plan aimed at driving changes and staff buy-in in records management practices, procedural adherence, and technology changes.
• Responsibility for Records Management strategy and retention policy and Electronic Documents Records Management System Program design, policy formulation, improvement, and development.
• Managing the Fund’s Records and Registry.
• Updating the Fund’s Records Management Strategy, policies, and procedures regularly.
• Managing and overseeing the functioning and relationship of the Fund’s off-site Records Centre to ensure compliance with recordkeeping best practices, security, and regular risk audits
• Maintaining a comprehensive Records Appraisal inventory, retention, and disposal schedule.
• Maintaining an active Records Centre Operation Plan, short and long term for both electronic/digital and physical documents.
• Training of staff in the Records Section and other records users in the Fund.
• Responsibility for the Records Section’s budget plan implementation and follow-up.

Education Requirements:

1. A Bachelor’s degree in Records and Library and Information, Business, or Information Technology,
2. Postgraduate diploma in a management-related field.
3. Master’s degree in Records and Library and Information

Related Job Experience:

1. At least 5 years experience at senior management level in Records and Archival management in a large organization.
2. Knowledge and experience of records management systems, standards, and processes
3. Knowledge of archival systems with particular focus on those identified as needing permanent retention in an e-record environment.
4. The role requires specialist expertise in developing, implementing, and evaluating records management strategies, policies in an organization including change management.

Key Competencies:

1. Proven managerial & leadership skills, and proactive approaches to be able to work with a high level of maturity and self-drive.
2. Ability to plan, implement, monitor, assess, and evaluate appropriate projects in collaboration with key stakeholders
3. Ability to work with critical deadlines when under pressure and prioritize workload effectively.
4. Managerial skills are required to achieve objectives and goals, taking into account organizational and external constraints and opportunities.
5. High Analytical & negotiation skills.

Interested individuals should send copies of academic credentials, application letters and detailed CVs addressed to the Head of Human Resources & Administration to recruitment@nssfug.org by Monday 21st February 2022, for registration and onward transmission.

Please note that canvassing or lobbying will lead to the automatic disqualification of the candidate.