Job Title              :     Documentation Specialist 

Division               :     Administration

Location               :     GFCU – Maseru, Mafike House

Reports To          :     National Coordinator

Duration              :    Three months 

Remuneration      :    Competitive with market standards

The Global Fund Coordinating Unit (GFCU) of the Ministry of Finance and Development Planning (MOFDP) undertakes functions required of the Principal Recipient (PR) of Grants received from the Global Fund to fight AIDS, TB and Malaria. MOFDP PR manages a grant portfolio of 5 grants which includes five HIV and AIDS grants (Round  7, 8 and 9) and two TB grants (Round  6 and 8) disbursed to Lesotho. Two R2 grants (HIV and TB) implementation have been completed, and the grants closed.  Given the density of all grants approved  coupled with the Sub Recipients (SR) , Sub- Sub Recipients (SSR)  involved  in grant implementation , it is imperative   that effective documentary control be maintained  mutually at  the PR,  SR and SSR  level hence the  short term assignment of a documentation specialist. The MOFDP/GFCU is therefore seeking a Documentation Specialist to fulfill the following duties.

SUMMARY

The Documentation Specialist will be responsible for systematic filling and documentation of all important documents for all Global Fund grants at the PR, SR and SSR level, including those closed and archived. The Incumbent will also be responsible for assuring that all documents are easily accessible and stored. In addition he or she is responsible for coordinating with all departments of both the PR, SR and SSR to ensure that all documents are kept in the right place and the right departmental file archive. Lastly the officer will also be responsible for evaluating and improving the PR and SR documentation processes and making recommendations for improved operational effectiveness.

DUTIES AND RESPONSIBILITIES

The Documentation Specialist will develop and implement a fully functional documents management system that is capable of storing, retrieving and archiving documents at three levels being (i) PR, (ii) SR and (iii) SSR. At the end of the assignment the Documentation Specialist must ensure that all filling is up to date at all the three levels indicated above.  

The specific duties and responsibility of the officer are as follows:

·         Establish and maintain a user friendly bibliographic data base

·         Establish and maintain a document tracking system

·         Develop and maintain a program document library archiving system

·         Develop procedures for handover of archives at grant closure

·         Establish a documentation management standards and procedures for all component of the grant including archiving requirements (electronic & hard copy)

·         Responsible for file validation ensuring that all documents have no errors in file names and filling is in order by date and or period.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

·         A Masters degree in library management or equivalent from a recognized institution. 

·         A minimum of 8 years working experience in documents management / librarianship including archiving documents

SKILLS AND ABILITIES 

·         Strong verbal and written communication skills including oral and written fluency in Sesotho and English. The candidate should be a motivated professional and a good team-player.

·         Ability to train and mentor management  and users  in key functionality concepts of the system

·         Be able to work independently without supervision under highly demanding deadlines.

·         Within the scope of his/her duties, the successful candidate will have to conduct numerous trainings and presentations for various GFCU stakeholders. Therefore good inter-personal skills will be required to easily interact with other participants.

·         Advanced knowledge of Microsoft Access, Excel, Word and Power Point , library archiving and other documents management software’s

·         Solid report writing skills

·         Strong information analysis capabilities

·         Strong multidisciplinary orientation and ability to work with a variety of program partners and stakeholders

·         Experience in the development and maintenance of a fully functional and computerized documents management system.

How to apply

Applications should be delivered by original signed hard copy and clearly marked ‘application for the position of Documentation Specialist’. Interested persons should forward their applications, curriculum vitae and certified copies of educational certificates on or before October 3, 2011 at 12.00HRS to:

The National Coordinator

Global Fund Coordinating Unit (GFCU),

Ground Floor, Mafike House, Kingsway, Maseru.

Only short listed candidates will be responded to.