Records Officer Job Opportunities – Atomic Energy Council (AEC)

Job
Title:             
 Records
Officer

Organization: Atomic
Energy Council (AEC)

Duty Station: 
Kampala, Uganda

Reports to:
Senior Records Officer

About US:

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,

P. O. BOX 7044, Kampala.
Uganda

Deadline:  13th
September 2019 by 4:00Pm

Note:
Only shortlisted candidates will be contacted.

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