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Job Title:    Records and Archives Officer

Organisation: East
African Medical Vitals Limited (EAMVL)

Duty Station:  Kampala,
Uganda

Reports to:
Human Resource and Administration Manager.

 

About US:

East African Medical
Vitals Limited (EAMVL) is setting up a state-of-the-art medical consumables
manufacturing plant in Namanve Industrial Park, with the aim of supplying the
East African and COMESA markets with affordable and good quality sundries that
include medical gloves and syringes.

 

Job Summary:  The Records and Archives Officer will be responsible
for supporting records management activities like providing information on
paper records management procedures to department staff, coordinating records
scheduling work and tracking the scheduled transfer, retention and disposal of
records whose shelf-life has expired. He/she will also assist 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 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

·       
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 them in and check dates and signatures

·       
Perform
any other duties as assigned from time to time by the supervisor

 

Qualifications, Skills and Experience:

·       
The
applicant should preferably hold a Bachelor’s Degree in Library and Information
Science or Records and Archives Management 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, analyse 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

 

How to Apply:

If you meet the
above specifications and beyond, email your Detailed CV with 3 recognizable
reference persons to recruitment@eamedicalvitals.com

 

Deadline: 7^th December 2020

 

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