Records Officer job at Future Options Consulting Ltd

Organization details

Future Options Consulting Ltd is recruiting on behalf of a reputable public sector development institution in Uganda with a mandate to promote strategic investments, economic development, research, and sustainable growth across key sectors of the economy.

MAIN PURPOSE OF THE JOB

To manage and maintain an efficient records management system, ensuring accurate processing, classification, storage, and retrieval of records. The role involves implementing records management policies, maintaining the security and integrity of records, and ensuring compliance with relevant regulations.

DUTIES AND RESPONSIBILITIES

Policy and Procedure Development

• Develop and implement records management policies and procedures.
• Ensure compliance with policies and relevant laws, regulations, and standards.

Records Handling and Maintenance

• Receive, verify, and capture incoming records into the database or mail register.
• Classify, index, and file records for easy reference, search, and retrieval.
• Route and disseminate records to responsible officers for action.
• Register and dispatch outgoing mail to stakeholders, including ministries and government agencies.
• Convert paper records into electronic formats (scanning) and update folders on the server.
• Open and close files as needed, retrieving records for action, review, or reference.
• Monitor file movement and conduct regular file audits to update the file tracking system.
• Ensure efficient search and retrieval processes for records.

Records Systems Management and Security

• Manage and maintain records management systems and databases, ensuring integrity, security, and backups.
• Follow up on outstanding returns of issued records/files to ensure accountability.
• Update and maintain archival databases.
• Assist researchers and interns with accessing records, ensuring proper usage of the system.

Quality Control and Improvement

• Monitor and evaluate records management processes and systems for quality control.
• Identify areas for improvement and implement necessary changes.

Records Security and Risk Management

• Ensure security and privacy of records, keeping archives under lock to prevent unauthorised access.
• Identify, assess, and develop strategies to mitigate risks that could lead to information loss.
• Perform any other duties as assigned by the Supervisor.

Qualifications

• Bachelor's degree in records and information or archives management, information systems and technology or a related field.

Details of experience

• Four (4) years of experience in a similar function

• Develop and implement records management policies and procedures.
• Ensure compliance with policies and relevant laws, regulations, and standards.
• Receive, verify, and capture incoming records into the database or mail register.
• Classify, index, and file records for easy reference, search, and retrieval.
• Route and disseminate records to responsible officers for action.
• Register and dispatch outgoing mail to stakeholders, including ministries and government agencies.
• Convert paper records into electronic formats (scanning) and update folders on the server.
• Open and close files as needed, retrieving records for action, review, or reference.
• Monitor file movement and conduct regular file audits to update the file tracking system.
• Ensure efficient search and retrieval processes for records.
• Manage and maintain records management systems and databases, ensuring integrity, security, and backups.
• Follow up on outstanding returns of issued records/files to ensure accountability.
• Update and maintain archival databases.
• Assist researchers and interns with accessing records, ensuring proper usage of the system.
• Monitor and evaluate records management processes and systems for quality control.
• Identify areas for improvement and implement necessary changes.
• Ensure security and privacy of records, keeping archives under lock to prevent unauthorised access.
• Identify, assess, and develop strategies to mitigate risks that could lead to information loss.
• Perform any other duties as assigned by the Supervisor.

• Analytical skills.
• Organisational skills.
• High confidentiality and professionalism.
• Legal and ethical skills.

• Bachelor's degree in records and information or archives management, information systems and technology or a related field.