Responsible for providing direct supervision to staff within the Vital Statistics headquarters and
the district offices as it relates to the delivery of their duties ensuring the proper application of
services and procedures and making final decision to process applications.
1. SUPERVISES the daily technical operations of Vital Statistical Unit within the district
offices or sections of headquarters overseeing staff and conducts daily examination,
approval and signing of registers and certificates pertaining to births, deaths, marriages,
and adoptions.
2. ENSURES that accurate application processes and procedures are administered within the
district offices ensuring the most effective customer centric experience is afforded to
applicants and assigns, distribute and evaluate the workload given to subordinates.
3. ASSISTS in promoting the use of modern technologies that facilitates the efficient
collection of data, efficient storage, and management within the vital statistics office.
4. OVERSEES the implementation of policy decisions and ongoing work programmes of the
office and conducts continuous monitoring and evaluation to ensure effective functioning
of the unit.
5. PROMOTES the effective use of records management systems, ensures staff compliance
with established records management policies and procedures, and verifies that database
records are accurately entered, securely maintained, and updated in a timely manner.
6. CONDUCTS timely reporting activities of operations within the district offices that
appraises management on the challenges faced by staff and aides in the decision-making
process.
7. REPRESENTS the Vital Statistics Office at various forums and meetings addressing issues
in conjunction with the other managers within the office as the need arise.
8. PERFORMS vetting and verification activities such as conducting interviews of applicant
and witnesses applying for late registration, re-opening of application, exempting of
application and making overall correction to applications, ensuring to secure and maintain
all certificate and equipment.
9. CONTRIBUTES towards preparing standard operating procedures and manual of
operations that guide the activities within the Vital Statistical Unit and ensure to implement
necessary systems to ensure the modernization of the office.
10. MAINTAINS an ongoing public relations and education campaign to appraise the public
on the processes to complete registration and assist various government department,
statutory bodies and other stakeholders with queries and vital statistics request.
11. FACILITATES training sessions for staff to build capacity and to ensure that staff are
fully engaged in delivering the best service to the children within the facility.
12. SETS major job objectives for direct reports and appraises performance against same in
the timely completion of mid-year and End-of-Year performance appraisal based on each
officer’s incremental date; develops and implements performance improvement plan for
each direct report.
Bachelor’s Degree in Business Management, Business Administration or related field
Minimum of eight (8) years' experience in civil registration, vital statistics, records
management, public administration, or a closely related field, of which at least five (5)
years must include supervising staff, coordinating office operations, and implementing
policies and procedures.
Specialized knowledge of relevant legislation and policies, including but not limited to the
Vital Statistics Act, Access to Information & Protection of Privacy Act, Change of Name
Act, Marriage Act, and the various other agreements, acts and guidelines, Data Release
Guidelines, Public Service Act and the knowledge and ability to interpret and explain or
apply it to work situations. Extensive knowledge of Vital Statistics as it relates to program
and service delivery for clients