Document Clerk

Job Details

The Ministry of Health is seeking a highly organized and reliable Document Clerk to support the Uganda Reproductive, Maternal, Neonatal, and Child Health Improvement Project (UCREPP). The primary objective of this assignment is to ensure the timely delivery of all documents to and from UCREPP Offices, with a critical focus on obtaining signatures and approvals on project documents within short turn-around times-ideally no more than one day-to prevent delays in the implementation of key project tasks.

Responsibilities and Tasks

The Document Clerk will be responsible for the following duties:

Safely transport and deliver documents to and from UCREPP Offices to the Ministry of Health Headquarters and other relevant government offices as required.

Ensure all documents are delivered to the appropriate offices and personnel, obtaining signed evidence of delivery for each transaction to maintain a clear audit trail.

Work closely with the UCREPP Front Desk Officer to register all incoming and outgoing documents in the official system, maintaining an accurate and up-to-date log.

Follow up with relevant offices to ensure documents are retrieved promptly once action has been taken, preventing bottlenecks in workflow.

Liaise with DHL or other courier agencies responsible for document delivery, ensuring that parcels are picked up, received, or delivered within the agreed timeframe of one day.

Maintain a comprehensive document register that records all incoming and outgoing documents, including dates, recipients, and status of each item.

Ensure the safe custody of all documents at all times, protecting them from loss, damage, or unauthorized access.

Maintain strict confidentiality of all information handled, adhering to government protocols on data protection and privacy.

Perform administrative support tasks including photocopying, scanning, binding, and organizing documents for filing or distribution.

Carry out any other duties as may be assigned by the Project Coordinator or senior management to support the efficient operation of the UCREPP office.

Qualifications and Competences

The applicant must be a Ugandan National holding a Bachelor's Degree in Social Work and Social Administration, or a Bachelor's Degree in Business Administration from a recognized institution.

A minimum of six (6) years of practical and demonstrable working experience in a similar document management or clerical role, preferably within a government agency or large-scale project environment.

Proven experience in handling sensitive documents with discretion and maintaining confidentiality in public service settings.

Other Requirements

Excellent interpersonal skills with the ability to interact professionally with diverse stakeholders, including senior government officials and courier service representatives.

Strong communication skills, both oral and written, with the ability to convey information clearly and concisely.

Demonstrated integrity and a strong ethical commitment to handling public resources and confidential information responsibly.

Proficiency in computer applications, including MS Word, MS Excel, and internet/email tools for document tracking and reporting.

Duty Station and Time Frame

The position is based at the Ministry of Health Headquarters in Kampala, Uganda. The consultant shall be engaged on a full-time basis until 31st December 2024, subject to a probation period of six (6) months. The contract is renewable upon satisfactory performance and continued project needs.

Reporting Requirements

The selected candidate will report directly to the Project Coordinator and will be required to provide regular updates on document delivery status, maintain accurate records, and ensure all tasks are completed within the stipulated deadlines.