Head Of Documentation and Registry Division

Purpose of Job

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

Main Functions

The main functions include:

• Designing and implementing policies, programs, and projects to achieve the directorate’s strategic objectives.
• Managing and supervising employees within the division, ensuring timely delivery of the directorate’s goals and effective staff performance evaluation.
• Designing policies, strategies, and programs to contribute to the effective implementation of relevant AU Policy Organs Decisions.
• Ensuring the delivery of the division’s annual targets in line with the directorate’s overall goals.
• Providing technical leadership and ensuring efficient functioning of all units within the division.
• Managing the work of the division and supervising direct reports to ensure effective performance.
• Engaging stakeholders within Member States and relevant international organizations in designing and implementing strategies.
• Maintaining thematic partnerships in support of the division's mandate.
• Maintaining regular working relations with senior stakeholders in Member States and partner institutions.
• Representing the organization and communicating its position at conferences.
• Contributing to the preparation of periodic financial and budget execution reports.
• Ensuring effective management of funds contributed to the organization.
• Managing risk within the division and recommending mitigation strategies.
• Contributing to the development of the departmental business continuity plan.
• Maintaining a positive work environment that facilitates collaboration and information sharing.

Specific Responsibilities

Specific responsibilities include:

• Managing documents, information, knowledge, and records within the Office of the Secretary to the Commission.
• Planning and coordinating projects related to the digitization and modernization of document management.
• Overseeing record-keeping improvement projects within the AU.
• Organizing training sessions on archival procedures.
• Preparing periodic reports on OSC documentation and archives system.
• Developing a system for efficient storage, control, and distribution of documents.
• Performing any other relevant duties as assigned by the supervisor.

Academic Requirements and Relevant Experience

Candidates should have:

• A Master’s Degree in Information/Knowledge Management, Library Science, Records Management, Archiving, or a relevant field with twelve (12) years of relevant experience.
• Proven experience in designing and managing documentation system improvement projects.
• Proven experience in documentation and archiving.

Required Skills

Essential skills include:

• 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 of AU policies, programs, and systems.
• Proficiency in one of the AU official working languages; fluency in another AU language is an added advantage.

Skills Required:

• Computer / Software / It / Data
• Sales / Marketing / Business / Management