The Office of the Ombudsman is a public body established under the Republic of Malawi Constitution. Section 123 of the Constitution accords the Office of the Ombudsman the mandate to investigate any and all cases where it is alleged that a person or a group of persons have suffered an injustice and there appears to be no any remedy reasonably available by way of proceedings in a court or by way of appeal from court or where there is no other practicable remedy.

Responsibilities or duties

Facilitating development and review of policies, strategies, guidelines and best practices for proper storage, archiving and disposal of obsolete documents and knowledge management materials; Designing and implementing retrieval systems to meet user requirements; Facilitating documentation of knowledge to be used for further advocacy and learning purposes and put in place a standard filing system for easy and quick document assess and retrieval; Ensuring that the Ombudsman’s determinations are well catalogued and bound; Scheduling the documentation of materials consistent with established international, national best practices and relevant policy; Facilitating the development and maintenance of an efficient record-keeping systems that enable fast and easy access to needed information; Implementing data privacy laws; Training end user in record management software; Providing technical documentation support to other Department/Divisions or Units; and Supervising and appraising Documentation Officer and other officers under his/her charge.

Qualifications or requirements

Accredited Bachelor’s Degree in library science, information management Computer Sciences or Information Technology with at least four (4) years’ post qualification work experience. Accredited Master’s Degree in library science, information management Computer Sciences or Information Technology will be an added advantage. Have adequate knowledge in documentation policies; Be able to lead teams; Be result-oriented; Have excellent interpersonal skills; Have adequate knowledge in Computer using Microsoft Office such as word, excel, access and other related packages; and Be a self-starter.

Experience needed

At least four (4) years’ post qualification work experience.

• Facilitating development and review of policies, strategies, guidelines and best practices for proper storage, archiving and disposal of obsolete documents and knowledge management materials;
• Designing and implementing retrieval systems to meet user requirements;
• Facilitating documentation of knowledge to be used for further advocacy and learning purposes and put in place a standard filing system for easy and quick document assess and retrieval;
• Ensuring that the Ombudsman’s determinations are well catalogued and bound;
• Scheduling the documentation of materials consistent with established international, national best practices and relevant policy;
• Facilitating the development and maintenance of an efficient record-keeping systems that enable fast and easy access to needed information;
• Implementing data privacy laws;
• Training end user in record management software;
• Providing technical documentation support to other Department/Divisions or Units;
• Supervising and appraising Documentation Officer and other officers under his/her charge.

• Adequate knowledge in documentation policies
• Ability to lead teams
• Result-oriented
• Excellent interpersonal skills
• Adequate knowledge in Computer using Microsoft Office such as word, excel, access and other related packages
• Self-starter

• Accredited Bachelor’s Degree in library science, information management Computer Sciences or Information Technology
• Accredited Master’s Degree in library science, information management Computer Sciences or Information Technology (added advantage)