Registry/Information Officer Job at Electricity Regulatory Authority (ERA)

Job Title: Registry/Information Officer
Reports to: Manager, Legal Services
Location: Kampala
Department: Legal Services
Unit/Section: Information and Registry.

Introduction: The Vision of ERA is “A well developed and sustainable electricity industry that meets the national and regional demand”. And the Mission is “Regulating the electricity industry for efficient and reliable supply at equitable prices.” ERA emphasizes the following core values/ guiding principles (i) Stakeholder Satisfaction (ii) Professionalism (iii) Integrity, Transparency & Accountability (iv) Team work (v) Equal & Fair Opportunity (vi) Sustainability.

Job Purpose:
·         Maintenance of Registry and all Official Authority Documents.
·         Support the Director Legal Services in the custodial role of key and vital records of ERA
·         Ensure proper maintenance of all institutional records in accordance with the Information Act and other relevant policies and procedures of the Organisation
·         Ensure a completeness of all ERA records and access only to Authorised persons and advise Management on good retention procedures
·         Ensure that ERA’s records policy remains up-to date in line with the evolving laws and regulations and the needs of the organization
Essential Duties and Responsibilities:
·         Development and administration of Records Management Policies, Records and Retention Schedules, Records Management Disaster Preparedness and Recovery Plan and a vital records Management program.
·         Setting up and management of information registry and records center.
·         Digitization of all out going letters, Licenses, Permits and agreements etc.
·         Regular and periodic security grading of all records in line with the registry procedures developed.
·         Recording and entry of new (Internal and External) correspondences received on a daily basis and maintain a record database in the Incoming mail register
·         Filing of correspondences, reports and documents on respective files.
·         Indexing files in the registry and records center.
·         Opening and Closing of files in the registry
·         Compilation of Authority Papers and Minutes in one bound Book
·         Participating in the Drafting of Library policies by Consultants.
·         Soliciting for materials through user requests, through purchase, and institutional networks and donations.
·         Assist users of the library identify the required Information.
·         Oversee the computerization of the registry
·         Finance/ Assets: Ensure prudent & transparent utilization of resources disbursed to this Department for official use only.
·         Resource Mobilization: Spearhead the development of the annual work plan & budget for the unit.
Any other official duties: As may be reasonably assigned by the Chief Executive Officer
Key Results Areas:
·         Completeness and Security of ERA records.
·         Appropriate Records management policies and procedures
·         A computerized Registry
·         An efficient system of record keeping and retrieval
·         Liaison with users on an efficient flow of information within the organization.
·         Prompt advice on enabling ERA adopt appropriate technologies in records management
Qualifications, Skills & Experience:
·         An Honours Degree Library and Information Sciences from a recognised University.
·         Any relevant Postgraduate Qualification from a recognised institution will be an added advantage
·         A certificate/diploma in computerized library information database management or related area.
·         Knowledgeable about the electricity supply industry in Uganda.
·         Good communication, Analytical and interpersonal skills.
·         Proficiency in relevant computer packages
·         Working experience in a reputable organization 3 of which should be specific to information and registry services
·         Should be result oriented, team player with a high degree of professionalism.
·         Ability to operate under strict deadlines, long hours and cope with work related pressure
·         Ability to keep confidential information
·         Should be at least 30 years old.

How to Apply:
Applicants should submit by recorded delivery their applications and enclose copies of:
a.      Detailed Curriculum Vitae including copies of relevant certificates
b.      Address (including daytime telephone, fax or e-mail) of the applicant
c.       Address (including daytime telephone, fax or e-mail) of three Referees

Addressed to:

The Director Financial & Administrative Services
Electricity Regulatory Authority
plot 15, Shimoni Road,
P. O. Box 10332, kampala – uganda
To reach the above address by December 03, 2012 at 5.00pm; Applicants who do not meet the stipulated minimum requirements need not apply.

N. B. Members of the Electricity Regulatory Authority or Staff of ERA Secretariat shall not be accepted as referees. Canvassing or any attempt thereof will lead to immediate disqualification. ERA is an equal opportunities employer.
NB: If you do not hear from era within Two (2) months after the closing date, consider your application unsuccessful.
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