Job Title: Records Assistant (01)
Department: Institute Secretary
Grade: UICT/08
Reports to: Manager Human Resources
Supervises: Nil
Main Purpose:
The Records Assistant will be responsible for managing and maintaining all physical and electronic records in an organized and efficient manner. The role will involve ensuring the accuracy, security, and accessibility of records to support the institute’s operations and compliance requirements.
Roles and Responsibilities:
1. Organize and maintain physical and electronic records according to established procedures and guidelines.
2. Ensure that records are properly classified, indexed, and stored for easy retrieval.
Assist in developing and implementing records management policies and procedures.
4. Monitor and track the movement of records within the institute.
Respond to requests for information and provide access to records as needed.
6. Assist in the disposal of records in accordance with retention schedules and legal requirements.
Collaborate with other departments to ensure records management best practices are followed.
8. Maintain confidentiality and data protection standards when handling sensitive information.
9. Provide training and support to staff on records management practices.
10. Perform other duties as assigned by the supervisor.
Person Specifications
A. Qualifications and Requirements:
Diploma in Records and archives Management, or a related field from a recognized higher institution of learning.
B. Experience
2 Years proven experience in records management or a similar in a reputable organisation.
C. Skills and Attributes
i. Strong organizational and time management skills.
ii. Knowledge of records management principles and best practices.
iii. Proficiency in using record-keeping software and systems.
iv. Excellent communication and interpersonal skills.
v. Attention to detail and accuracy.
vi. Understanding of data protection and privacy regulations.
Interested candidates should submit to the email below indicating their telephone and email address to the Institute Secretary, P. O. Box, 7187, Nakawa Kampala, on bettes.nyongyera@uict.ac.ug not later than Monday, 22nd April, 2024 at 5.00 pm.
The email should indicate the position applied for in the subject line and the attachment should either be PDF or Microsoft Word document.
Attach detailed curriculum vitae indicating two professional and one-character referees indicating their contacts and valid email address, certified copies of transcripts and certificates cited in the CV, proof of previous employment, and a copy of National Identification.
Note:
• Applications and documents submitted in picture format shall not be considered.
• Applications sent and received above 5:00 pm will not be considered.
• Only shortlisted applicants will be notified.
• Any form of canvassing will automatically lead to the disqualification of a candidate.
• Positions not provided for in this advert or previously advertised and the deadline expired should not be applied for.