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 Job Title:  Archives Manager

Organisation: Medical
Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit

Duty Station: Entebbe,
Wakiso, Uganda 

Reports to:  Head of Data Management

Position Code:
AM-920

 

About US:

The Medical Research
Council (MRC UK) is an internationally recognised centre of excellence with
dominant research themes in the areas of HIV and emerging infections, vaccines
and immunity, and chronic diseases and cancer. Through a multidisciplinary
approach, intersecting basic science, epidemiological research, social-behavioural
research and the conduct of new intervention evaluation studies, the Unit
contributes knowledge on changing epidemics and diseases, the evaluation of
innovative health care options, treatment and prevention and the development of
health policy and practice in Africa and worldwide. Following the signing of
strategic transfer agreements between the London School of Hygiene &
Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit
formally joined LSHTM on 1st February 2018. The exciting new partnership will
boost research capacity into current and emerging health issues in Africa and
throughout the world. The Unit is based at the UVRI Entebbe campus with
established outposts in Kalungu, Masaka, Wakiso and Kampala Districts.

 

Job Summary: The
Archives Manager will support MRC/UVRI & LSHTM Uganda Research Unit (The
Unit) achieve its mission “To conduct research to add knowledge and improve the
control of infectious and non-communicable diseases in Uganda, in Africa and globally”
by improving and managing an effective, modern, and professional records
archival infrastructure and establishing and managing an electronic data and
digital archive system, based upon recognized archival procedures. They are
responsible for overseeing and managing compliant storage of Unit physical and
electronic record archives.

 

Key Duties and
Responsibilities:  

General Responsibilities

·       
Be
responsible for the development and management of the day-to-day running of the
Archives in all stations;

·       
Develop,
implement and maintain policies and Standard Operating Procedures (SOPs)
related to the acquisition, arrangement, description, processing and
preservation and retrieval of records;

·       
Support
the proper storage and indexing of all records at the Unit (e.g. clinical,
operations, regulatory, biorepository, laboratory, among others;

·       
Establish
an agreed (internationally recognised) retention policy for records. This will
avoid the possibility of records being stored unnecessarily or destroyed
prematurely;

·       
Set up
robust procedures for destroying all confidential research records no longer
needed to be maintained in the archive and across the unit;

·       
Establish
and/or reinforce SOPs in compliance with applicable standards such as Good
Clinical Practice (GCP), Good Clinical Laboratory Practice (GCLP) or ISO 15189
with the help of research staff so that proper records creation procedures are
put in place, and a completed, final version of a research dataset is archived
at the electronic data archive in accordance with the department’s procedures;

·       
Create
and chair the Unit’s Data Archives Committee (DAC);

·       
Help to
bring about a cultural change, working with and through the Heads of Programs
in the way that MRC Research Staff view data, to ensure the understanding that
records do not belong to individuals but to the Institution. Hence, records
must be made available as a resource to the institution for maintenance and
sharing after projects have finished.

·       
Oversee
the smaller archive facilities at the Unit’s field stations;

·       
Advise
on the ongoing organisation and storage of records in order to encourage the
Unit to plan for the future;

·       
Spearhead
the Archives Digitisation project;

·       
Directly
line manages a team of staff including Archives Assistants to deliver effective
and compliant services at the Unit; and,

·       
Facilitate
training sessions on archival procedures to internal and on occasion external
stakeholders.

Archives Management Systems

·       
Develop
and implement digital archiving systems to enable existing paper records to be
digitally archived using modern scanning systems;

·       
Facilitate
the development/implementation of a computerized system to enable scanned
records and electronic research data (datasets) to be easily stored, accessible
and searchable to MRC researchers and collaborators;

·       
Work
with Data Managers to ensure that upon database lock, research data is archived
successfully as per the department’s set procedures; and,

·       
Facilitate
remote access to electronic records by maintaining user-friendly, computer-
aided search systems.

Line Management Responsibilities

·       
The post
holder is line managing and directing a team of Archives Assistants to achieve
the

·       
overall
objectives of the post. As such, the Head of Archives is responsible for
ensuring thefollowing:

o   Staff are enabled to perform their assigned
duties as expected;

o   Staff professional development is nurtured in
line with the Unit’s and LSHTM’s capacity building goals;

o   There is a positive and supportive work
environment in the department;

o   Staff feel included and valued and their
professional feedback and proposals are heard and considered;

o   Staff expectations are clearly communicated;

o   Staff performance is regularly monitored; 

o   Potential conflicts are resolved promptly and
decisively, involving HR support where needed;

o   Formal appraisals are conducted within the
departments in line with the Unit’s schedule;

o   Applicable LSHTM and Unit HR policies are
being followed at all               levels;
and,

o   Participate in the development of equal
opportunities, diversity and inclusion.

 

Qualifications, Skills and
Experience:

·       
The
ideal candidate must hold a Bachelor of Records and Archives Management /BSc in
Information Management / Information Systems / Records and information
Management or related fields, or significant experience working at a senior
level in Archival or Information/Records Management;

·       
At least
three years of experience dealing with data and records handling;

·       
Experience
working in a medical research setting is desired;

·       
Experience
of working at a junior management level within a large  organisation with a

·       
proven
record of delivering required results within a customer focused organisation;

·       
Knowledge
or experience of Digital archiving;

·       
Knowledge
of research records management;

·       
Knowledge
of SQL server; and,

·       
Familiar
with governmental regulations and legal requirements related to archives and
experience in compliance with them.

 

How to Apply:

Follow the link
below to fill a form and submit your application documentation:

 

Click Here

 

Filling the form
more than once will lead to automatic disqualification. High level of integrity
while filling the form is required and will be considered during shortlisting.

 

The applications
should be addressed to:

The Head of Human Resources,

MRC/ UVRI and LSHTM
Uganda Research Unit,

P.O. Box, 49,

Entebbe, Uganda.

 

Deadline: 2^nd
October 2020

 

Consider your
application unsuccessful if not contacted within eight (8) weeks after the
closing date of the advert. Any form of lobbying at any stage will lead to
automatic disqualification. By submitting your personal information, you
consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in
accordance with its recruitment policy and procedure. The Unit reserves the right
to verify documents attached with the relevant awarding institutions to
authenticate their validity.

 

NB: Only shortlisted
candidates will be contacted for interview. This position is open to Ugandan
nationals only. Strictly follow the application procedure as failure to do so
will lead to automatic disqualification.

 

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