Head of Documentation & Registry Division at African Union(AU)

Requisition ID: 709
Location: Addis Ababa, Ethiopia
Job Grade: P5
Contract Type: Regular
Number of Direct Reports: 2
Number of Indirect Reports: 3
Division: Documentation and Registry
Reports to: Secretary to the Commission
Organization: African Union Commission - AUC
Directorate/Department: Office of the Secretary to the Commission (OSC)

Purpose of Job

• Directs and manages the daily operations of the Documentation and Registry Division in order to achieve the strategic objectives of the directorate and the AU’s overall goals.

Main Functions

• Designs and implements policies, programs and projects to achieve the directorate’s strategic objectives.
• Manages and supervises employees within the division, ensures the timely delivery of the directorate’s goals and effective staff performance evaluation;
• Designs policies, strategies and programs to contribute to the effective implementation of relevant AU Policy Organs Decisions;
• Ensures the delivery of the division’s annual targets in line with the directorate’s overall goals and ensures robust and timely monitoring and reporting;
• Provides technical leadership and ensures efficient functioning of all Units within the Division
• Manages the work of the Division and supervises direct reports to ensure their effective performance in line with the organization’s performance management policy and system;
• Engages stakeholders within Members States and Regional Economic Communities (RECs)/Regional Mechanisms(RMs) and relevant international organisations in designing and implementing strategies.
• Maintains thematic partnerships in support of the mandate of the Division;  
• Maintains regular working relations with senior stakeholders in Member States and partner institutions in the execution of the Division’s mandate.  
• Represents the organisation and communicates its position at conferences.
• Contributes to the preparation of periodic financial and budget execution reports and monitor budget execution at division level.
• Ensures the effective management of funds contributed to the organization;  
• Manages risk within the division and recommends mitigation strategies
• Contributes to the development of the departmental business continuity plan and ensures implementation at division level
• Maintains a positive work environment that facilitates collaboration and information sharing and is conducive to attracting, retaining, and motivating diverse talent.

Specific Responsibilities

• 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 projects and activities related to the continuous digitization and modernization of the management and custody of documents, information, knowledge and records in the Office of the Secretary to the Commission;
• Manages and oversees matters relating to the management of records in the Office of the Secretary to the Commission Manage and oversee record keeping improvement projects within the AU, take a lead in contributing to feasibility studies, analysis, design, development and implementation. Initiate such projects for the OSC to keep abreast with technological advancement and modernization of systems.
• 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.
• Performs any other relevant duties within the Office of the Secretary to the Commission, as may be assigned by the supervisor.

Academic Requirements and Relevant Experience

• Master's Degree in Information / Knowledge Management, Library Science, Records Management, Archiving or a relevant field with twelve (12) years relevant experience f which seven (7) years at managerial experience in an international organisation dealing with relevant issues out of which  five (5) years should be in a supervisory role.
• Proven experience in designing, managing, contributing technically to documentation system improvement projects
• Proven experience in documentation and archiving.

Required Skills:

• Leadership and management skills
• Interpersonal and negotiation skills
• Research and Analytical skills
• Communication, presentation and report writing skills
• Ability to work in teams and in a multi-cultural environment
• Knowledge in the use of Microsoft office suite and AU Computing software
• Planning, budgeting and organizational skills
• Knowledge and working understanding in the policies, programmes and systems of the AU
• Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

Leadership Competencies:

• Strategic Perspective
• Developing Others
• Change Management
• Managing Risk

Core Competencies:

• Building relationships
• Foster Accountability Culture
• Learning Orientation
• Communicating with impact

Functional Competencies:

• Conceptual thinking
• Job Knowledge and information sharing
• Drive for result
• Fosters Innovation

Tenure of Appointment:

• The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall 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.

Remuneration
Indicative basic salary of US$  50,746.00 (P5 Step1) per annum plus other related entitlements e.g. Post adjustment ( 46% of basic salary), Housing allowance US$  26,208.00  (per annum), and 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), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff.