Deputy Director of Information, Documentation and Civic Education Grade : OMB3

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. The Office of the Ombudsman is inviting applications from suitably qualified persons to fill the following vacant position.

Responsible to : Ombudsman (Grade OMB1)

Duty Station : Headquarters-Lilongwe

Key duties and responsibilities

1. Devising and reviewing policies, strategies, guidelines and best practices for proper storage, archiving and disposal of obsolete documents and knowledge management materials
2. Ensuring that all documentation activities and materials are consistent with established international, national best practices and OoO’s documentation policy
3. Leading in 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
4. Designing and implementing retrieval systems to meet user requirements
5. Performing complex technical, analytical and professional including report generation, data capture and validation and procedural documentation and retrieval of relevant information
6. Developing and maintaining efficient record-keeping systems that enable fast and easy access to needed information; g) Monitoring compliance with data privacy laws; h) Training end-users in record management software
7. Providing technical documentation support to other Department/Divisions or Units
8. Overseeing the operations of Information and communication technology (ICT) platforms
9. Ensuring that Civic Education programmes are properly implemented in the OoO
10. Supervising and conducting performance appraisals for staff under charge and ensuring efficient and effective performance appraisal system of the Department

Qualifications and Experience

1. Accredited Masters’ Degree in Education, Mass Communication, humanities, Social Science, Computer Science, Information and Communication Technology with at least six (6) years’ post-qualification experience or Accredited Bachelor’s Degree in Education, Mass Communication, humanities, Social Science, Computer Science, Information and Communication Technology with at least ten (10) years’ postqualification experience.
2. At least five (5) years’ work experience in a middle management position in a related field. o Knowledge and experience in accountability and oversight functions will be an added advantage.

Required Competencies and attributes

• Be a team player;

• Have leadership and management skills;

• Be able to lead teams;

• Be result-oriented, innovative and a self-starter;

• Be a strategic thinker and result-oriented;

• Have excellent interpersonal skills and be able to deal with diverse workforce;

• Have adequate knowledge in Computer using Microsoft Office such as word, excel, access and other related packages;

• Demonstrate excellence in driving and managing change; and

• Have high level of integrity and sense of maturity.

Method of application:

Interested candidates should submit applications attaching a Curriculum Vitae, including three traceable referees and copies of certificates, to reach the undersigned not later than 21st September 2026.

The Ombudsman Office of the Ombudsman

St. Martin’s House City Centre

Private Bag 348

LILONGWE 3

The applications should be emailed to vacancy@ombudsmanmalawi.org

PLEASE INDICATE ON THE ENVELOPE THE POSITION BEING APPLIED FOR. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED. THOSE WHO PREVIOUSLY APPLIED FOR THE POSITIONS MUST RE-APPLY. “THE OFFICE OF THE OMBUDSMAN IS AN EQUAL OPPORTUNITY EMPLOYER”