Job Title: Records Officer
Organization: Atomic Energy Council (AEC)
Duty Station: Kampala, Uganda
Reports to: Senior Records Officer
The Atomic Energy Council was established by the Atomic Energy Act, 2008 with the mandate to regulate the peaceful applications of ionising radiation; to provide for protection and safety of individuals, society and the environment from the dangers resulting from ionizing radiation; to provide for the production and use of radiation sources and the management of radioactive waste; to provide for compliance with international safety requirements for the use of ionising radiation, radiation protection and security of radioactive sources.
Job Summary: The Records Officer will assist the Senior Records Officer in the day to day operations of the Registry and effectively manage the storage, retrieval and safety of records in the Records Office.
Key Duties and Responsibilities:
- Create and maintain databases to ensure real time retrieval of information.
- Assist in auditing records and records systems
- Receive, register, open and classify mails and other documents that come in the registry and enter them in the relevant registers.
- Develop systems for mail management in order to facilitate their timely delivery.
- Route information, mails and correspondence to officers responsible for action.
- Conduct weekly file tracking and reconciliation
- Manage the process of retention and disposition of records.
- Assist in the planning and budgeting for the records office
- Support the development and review of records policies and records procedure manuals
- Provide advisory knowledge on records management in different departments
- Manage an electronic records management system.
- Advise on filing system;
- Assemble flimsy copies of files for consultation to listed officers;
- Weed out inactive files i.e. old closed volumes,etc
- Dress/redress files with torn covers
- Maintain up-to-date register of files and file index books;
- Give file numbers to file searchers;
- Review pending correspondence and list files required for filling;
- Sort outgoing correspondence in accordance with instructions or established means of dispatch and check dates and signatures;
- Check files in the cabinet/rack periodically to ensure proper order and neatness;
- Draft acknowledgement letters on matters related to mail clearing;
- Enter records information in the relevant manual registers, computer databases or systems;
- File correspondences in appropriate files and cross referencing;
- Make copies of correspondence to relevant files and attend to them whenever necessary;
- Be In-charge of all dispatches, flimsy files and franking machines;
- Receive and distribute official publications according to standing instructions;
- Prepare records section quarterly reports
- Hold records section meetings as required
- Prepare schedules, statements and other information for management decision making and audit
- Perform any other duties as assigned from time to time by the Secretary or any other authorised person.
Qualifications, Skills and Experience:
- The applicant should preferably hold an Honours Bachelor’s Degree (Second Class Upper and above) in Library and Information Science or an Honours degree in Records and Archives Management (Second Class Upper and above) from a recognized university.
- A postgraduate qualification in Library and Information Science and any other professional qualification in this field will be an added advantage.
- At least three years of relevant working experience in a reputable organization.
- Computer literacy skills
- Ability to work independently and as part of a team
- Good oral communication and interpersonal skills
- Efficiency and discretion
- Honesty and integrity
- Flexibility and reliability
- Respect and professionalism
- Innovativeness and transparency
- Time management and multitasking
- Excellent analytical, detail-oriented and numerical skills
- Ability to research, analyze and communicate complex information
- Effective planning and scheduling skills and good evaluation and review skills
- Possession of leadership and managerial skills
- Ability to work well under pressure
- Knowledge of the Ugandan laws on information and records
- Age: 25-35 years
How to Apply:
All candidates should physically submit your application with three (3) referees with valid contact details, a detailed CV, a copy of your National Identity card and certified copies of your academic documents to the following address to:
The Secretary and Chief Executive Officer,
Atomic Energy Council
Plot 29/33 Amber House, Kampala Road,
- O. BOX 7044, Kampala. Uganda
Deadline: 13th September 2019 by 4:00Pm
Note: Only shortlisted candidates will be contacted.