INFORMATION AND DOCUMENTATION OFFICER

The Board of Directors of Uganda National Roads Authority invites applications from suitably qualified individuals to fill the following positions based on the specifications indicated below:

Position Title: INFORMATION AND DOCUMENTATION OFFICER (Re-ADVERTISED)
Scope of the position
The Information and Documentation Officer shall be responsible for maintaining a well established information and document management system of all procurement documents and records in accordance with the Public Procurement and Disposal Act and Regulations and any special requirements of Development Partners.
[iii] Position relationships:
Reports to the Director of Procurement

Key duties & responsibilities:
1. Responsible for referencing and serialization of all procurements and disposals as required by PPDA;
2. Maintains and update all schedules of closing and opening of bids, negotiation and Contracts Committee meetings and aware the PDU staff and officials, weekly on Mondays;
3. Assists in posting of bid notices to the procurement , notice boards and relevant national and international websites and magazines;
4. Responsible for receipt of bids from bidders;
5. Assists in the publication of best evaluated bidders, contract awards and any other notifications from PDU;
6. Organizes venue,, invite all the participants in advance and assists in bid openings and pre-bid meetings;
7. Responsible for registration and submission of outgoing PDU correspondences and Documents to the central registry for onward dispatch, when appropriate;
8. Responsible for registration and transmittal of PDU internal memorandum and outgoing correspondences to be signed by the Executive Director;
9. Receives correspondences and documents of PDU signed by the Executive Director and the Director of Procurement and dispatch it to the bidders and others;
10. Receives incoming correspondences and documents of PDU from the central registry or directly from bidders and direct it to the Director of Procurement;
11. Maintains all procurement records both electronically and in hard copies as per the requirements of the PPDA Act and Regulations;
12. Classifies and label project specific procurement and disposal files per project and general correspondences and documents per subject or addressee as appropriate;
13. Plans and maintain the stationery requirements of PDU;
14. Responsible for the supervision of all the Document i production and binding facilities and activities;
15. Carries out any additional duties which may be assigned by the Director of Procurement.

Job requirement

[v] Person specification:
The applicant must be a holder of at least a Degree in Information /Library science or related fields plus five years of professional experience relevant to the position, out of which:-
1. 1 Three years experience in documentation, file ; management, organization, database creation and data base management; :
2. One year experience in a public sector organization of the Government of Uganda;
3. 3. One year in a senior position. S/he must demonstrate skills and ability in:-
a. A high level of computer application skills and use of software programs relevant to documentation, file management and database including MS Office applications; I
b. A nigh level of communication skills (both oral and written) and ability to work with teams at all levels;
c. c Time management skills;
d. d A high level of organization and integrity;
e. Ability to work under pressure and meet tight deadlines;

A candidate meeting the following criteria will have an added advantage:-
(i) Related post graduate qualification;
(ii) Worked in a similar public procurement environment
(iii) Worked with multilateral and bilateral Development Banks and Financial Institutions.

[vi] Position Grade SG 4

How to apply

Conditions for Applying:
Applications accompanied by:
(i) A capability statement detailing the applicant's general qualifications, adequacy for the post and illustrated personal experience
(ii) Copies of testimonials (the applicant must endorse on each copy of the submitted testimonials);
(iii) Detailed curriculum vitae duly signed by the applicant on each and every page and showing previous positions held;
(iv) Current salary;
(v) Three referees; and
(vi) Applications with Postal addresses and day time telephone contacts must be submitted by hand delivery, post office or courier to:
The Secretary of the Board of Directors
Plot 5, Lourdel Road, Nakasero
P.O. Box 28487
Kampala, Uganda.

To reach the UNRA Registry not later than 16 September 2011 at 17.00 hours. Only short-listed candidates will be contacted. Canvassing or lobbying by applicants or their representatives will lead to disqualification.