RECORDS MANAGEMENT ASSISTANT - BRELA

BRELA is a semi-autonomous Executive Agency under the Ministry of Industry and Trade (MIT). It was established under the Government Executive Agency Act No. 30 of 1997, and formally launched on the 3rd December, 1999. The main responsibility of the Agency is to ensure that businesses operate in accordance with the laid down regulations and sound commercial principles. Its key functions are registration of companies, both local and foreign; registration of Business Names; registration of Trade and Service Marks; Granting of patents and issuing of industrial licensing.

1.1 RECORDS MANAGEMENT ASSISTANT - 10 POSTS

1.1.1  JOB SUMMARY

Responsible to identify, arrange and maintain registries records for legal and non-legal purposes.

1.1.2  REPORT TO

Senior Records Management Officer

1.1.3 DUTIES AND RESPONSIBILITIES

• To prepare file Index/Register, maintain records/ documents in the registry; and file, dispatch and cross check correspondences;

• Maintenance of files including changing file cover, indexing number on the cover and filing documents by using treasure/green tag.

• Filling all incoming correspondences including post registration records such as Annual return forms, audited Financial statements, debentures, charges, and other documents for subsequent changes.

• Tie Files to the bundles serially according to the registration numbers.

• Receiving, sorting and distributing files to respective desk officers and putting it to respective shelves

• Tracing documents and preparing reports

• Sorting all incoming and outgoing records and files.

• Dispatching files to the action Officer

• Control file movements by using control tools such as movement books and daily mark forms.

• Re-shelving files after being auctioned by respective Officers

• Recording files into the system by using computers.

• Recording and Issuing Certificates.

• Cross checking paid and unpaid Annual Returns.

• Responsible for the custody of all letters and all attached documents referred to

• To perform any other duties as shall be assigned from time to time by the Superior.

1.1.4 QUALIFICATION AND EXPERIENCE

Holder of National Form IV/VI with Diploma certificate in records management or equivalent qualification. Possession of computer knowledge is an added advantage.

1.1.5 KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality.

• Well organized, self-guided and motivated.

• Detail oriented and with special attention to accuracy.

• Good verbal and written communication skills.

• Excellent office computer skills.

REMUNERATION: Salary Scale - BRS 3

NB: GENERAL CONDITIONS

i.        All applicants must be Citizens of Tanzania and not above 45 years old, however, should also observe the age limit for each position where indicated.

ii.       Applicants must attach an up-to-date current Curriculum Vitae (CV) having reliable contact postal address, e-mail address and telephone numbers.

iii.     Applicants should apply on the strength of the information given in this advertisement.

iv.     The title of the position and institution applied for should be written in the subject of the application letter and marked on the envelope; short of which will make the application invalid.

v.       Applicants must attach their detailed relevant certified copies of Academic certificates:

-      Postgraduate/Degree/Advanced Diploma/Diploma/Certificates.

-      Postgraduate/Degree/Advanced Diploma/Diploma transcripts.

-      Form IV and Form VI National Examination Certificates.

-      Computer Certificate

-      Professional certificates from respective boards

-      One recent passport size picture and birth certificate.

vi.     FORM IV AND FORM VI RESULTS SLIPS ARE STRICTLY NOT ACCEPTED

vii.    Testimonials, Partial transcripts and results slips will not be accepted.

viii.   Presentation of forged academic certificates and other information in the CV will necessitate to legal action

ix.     Applicants for senior positions currently employed in the public service should route their application letters through their respective employers.

x.       Applicants for entry levels currently employed in the Public Service should not apply, they have to adhere to Government Circular Na. CAC. 45/257/01/D/140 dated 30^th November 2010.

xi.     Applicants who have/were retired from the Public Service for whatever reason should not apply.

xii.    Applicants should indicate three reputable referees with their reliable contacts.

xiii.   Certificates from foreign Universities should be verified by Tanzania Commission for Universities (TCU)

xiv.   Dead line for application is 30^th January, 2015 at 3:30 p.m

xv.    Applicants with special needs/case (disability) are supposed to indicate

xvi.   Women are highly encouraged to apply

xvii. Only short listed candidates will be informed on a date for interview

xviii.  Application letters should be written in Swahili or English

xix.   APPLICATION LETTERS SHOULD BE POSTED TO THE FOLLOWING ADDRESS. HAND DELIVERY IS NOT ACCEPTABLE:

Secretary	OR	Katibu
Public Service Recruitment		Sekretarieti   ya   Ajira   katika
Secretariat,		Utumishi wa Umma
P. O. Box 63100		S. L. P 63100,
DAR ES SALAAM.		DAR ES SALAAM.