A. JOB PURPOSE

To organize, manage and distribute documents in an effective and efficient manner for meetings, workshops and conferences as per stated guidelines and procedures.

B. MAIN DUTIES AND ACCOUNTABILITIES

Under the direct supervision of the Chief of Conference Services and the overall supervision of the Director of Human Resource and Administration, the incumbent of the post will perform the following duties:

(a) Print Documents by:

• (Making paper plates using an original document;
• Putting paper plate on the machine;
• Checking if the copy being produced is to specifications;

(b) Collate documents by:

• Arranging the pages in sequence;
• Collating the pages into documents;
• Sending for binding as one complete document.

(c) Bind books by:

• Stapling the various pages of the document together;
• a spiral binding machine; and
• using a velo binding machine and some plastic strips for binding the document.

(d) Distribute documents by:

• sending internal documents to the organizational units of the staff members concerned; and
• sending other documents to conference typing pool for onward transmission to member States.

(e) Classify documents by allocating documents codes as to the division of origin, subject, inserting date and the year.

(f) Shred documents by:

• discussing with divisions the continued utility of documents;
• determining whether enough copies are available for reference;
• putting the documents into the shredding machine; and

(g) Store documents by:

• ensuring that space is available;
• ensuring that the physical condition of the store is conducive to preserving documents over a reasonably long period;
• discarding documents no longer needed in order to make room for new documents;
• maintaining a proper record of the documents which show their place in the store for easy retrieval.

(h) Perform any other duties that may be assigned to you by your supervisor or any other senior staff from time to time.

C. MINIMUM ACADEMIC AND PROFESSIONAL QUALIFICATIONS

Bachelor’s degree in Publications/Records Management or Library Studies

D. PROFESSIONAL EXPERIENCE

Minimum three (3) years’ post qualification experience in a similar position in Public or Private Sector or International organization with a strong working knowledge of Documentation.

E. SPECIALISED SKILL

• Good knowledge of computer applications like Desktop Publishing
• Electronic Record Management
• Printing and understanding how documents are presented in meetings and Workshops

• Print Documents by making paper plates using an original document, putting paper plate on the machine, and checking if the copy being produced is to specifications.
• Collate documents by arranging the pages in sequence, collating the pages into documents, and sending for binding as one complete document.
• Bind books by stapling the various pages of the document together, using a spiral binding machine, and using a velo binding machine and some plastic strips for binding the document.
• Distribute documents by sending internal documents to the organizational units of the staff members concerned and sending other documents to conference typing pool for onward transmission to member States.
• Classify documents by allocating documents codes as to the division of origin, subject, inserting date and the year.
• Shred documents by discussing with divisions the continued utility of documents, determining whether enough copies are available for reference, and putting the documents into the shredding machine.
• Store documents by ensuring that space is available, ensuring that the physical condition of the store is conducive to preserving documents over a reasonably long period, discarding documents no longer needed in order to make room for new documents, and maintaining a proper record of the documents which show their place in the store for easy retrieval.
• Perform any other duties that may be assigned to you by your supervisor or any other senior staff from time to time.

• Good knowledge of computer applications like Desktop Publishing
• Electronic Record Management
• Printing and understanding how documents are presented in meetings and Workshops

• Bachelor’s degree in Publications/Records Management or Library Studies