CIVIL SERVICE COMMISSION
|Job Title:||Correspondence and Records Officer|
|Institution||Civil Service Commission|
|Reporting to:||Policy Director|
|Hours:||36 per week|
|Deadline:||13th March 2020|
This position is an operational position within the Secretariat of GSS Civil Service Commission. The Civil Service Commission has been established to oversee the proper functioning of the Civil Service of GSS. The Correspondence and Records Officer will assist the Director of Policy and Merit Protection in disseminating instructions and regulations concerning the management of the Civil Service and keeping records of Appeals and Disciplinary cases dealt with by the Commission.
Responsibilities & Duties
The Correspondence and Records Officer is responsible to assist the Director of Policy and Merit Protection for:
Keeping records of correspondence and documents of the Department; disseminating information on instructions and regulations issued by the Civil Service Commission; and keeping confidential records of Appeals by Civil Servants and Disciplinary procedures involving Civil Servants.
The tasks to be undertaken by the Correspondence and Records Officer include:
Prepare routine correspondence in relation to the work of the Department.
Keep files of all correspondence and documents received by the Department, other than documents to be filed in Personal Files.
Circulate information on regulations and instructions that have been approved by the Civil Service Commissioners and
Coordinate training for Employing Authorities and Civil Servants on instructions and regulations.
Maintain confidential files on Appeals from Civil Servants under the terms of Section 24 of the Civil Service Law and ensure that records of invest CSC actions and decisions are accurately filed.
Keep records of the deliberations of the Appeals Board for each case and the decision of the Commissioners.
Maintain confidential files on disciplinary procedures in cases of misconduct by Civil Servants, in accordance with procedures and guidelines issued by the Civil Service Commission.
Contribute information to quarterly and annual reports on Civil Service appeals and disciplinary matters.
Assist with other work of the Policy and Merit Protection Department.
Qualifications and Experience
Decree in Human Resource, Business Administration, Public Administration, or related field.
At least 3years experience in Human Resource or Record keeping Management
Sound knowledge of record keeping and archive
Training and experience in human resource management
Computer literacy and familiarity with Microsoft Word, Excel PowerPoint Presentation.
The position requires experience in an administrative role in human resource management.
Knowledge of the local community and able to communicate in local languages.
Ability to collate and analyses information.
Ability to disseminate information in a clear and concise manner.
Ability to work independently and as part of a team.
Tactful and polite with excellent communication and interpersonal skills.
Excellent listening and questioning skills
Ability to present information in a clear and logical
Ability to communicate well both orally and in writing.
Ability to plan and organize work in order to meet deadlines.
Must be able to be proactive and work unsupervised
Must have excellent interpersonal skills.
Must be able to work well in a team environment
The incumbent is deemed to be performing the duties effectively when:
Correspondence and documents of the Department are accurately filed.
Information on instructions and regulations of the Civil Service Commission is issued in a timely manner.
Records of Appeals by Civil Servants are accurate and are kept confidential.
Records of Disciplinary procedures are accurate and kept confidential.
Regular reports are provided to the Civil Service Commissioners and are accurate and timely.
HOW TO APPLY:
Please download Application Form:
Interested candidates who meet the criteria are encouraged to fill the form and send to firstname.lastname@example.org, kindly indicate the position title and the ministry on the subject line when you applying.
Female Candidates are strongly encouraged.
The selection process will begin as soon as possible after the closing date. Selected candidates will be invited to written Exam and an interview