Job Title: Records Assistant
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Communications/
PR Officer
PR Officer
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Records
Assistant will provide support in identifying, researching, collecting,
analyzing, processing, storing, maintaining /disposing and availing information
for communication, maintenance of ULGA’s organizational memory and
decision-making in line with organizational policies and procedures
Assistant will provide support in identifying, researching, collecting,
analyzing, processing, storing, maintaining /disposing and availing information
for communication, maintenance of ULGA’s organizational memory and
decision-making in line with organizational policies and procedures
Key Duties and Responsibilities:
1.
Plan, design, implement and maintain records management programs and services:
Plan, design, implement and maintain records management programs and services:
·
Identify ULGA’s recordkeeping requirements, develop
ULGA’s records management strategic plan, and design ULGA’s records management
programs and services
Identify ULGA’s recordkeeping requirements, develop
ULGA’s records management strategic plan, and design ULGA’s records management
programs and services
·
Market ULGA’s records management programs and
services
Market ULGA’s records management programs and
services
·
Implement, monitor and evaluate ULGA’s records
management programs and services and raise awareness about the importance of
recordkeeping amongst ULGA
Implement, monitor and evaluate ULGA’s records
management programs and services and raise awareness about the importance of
recordkeeping amongst ULGA
·
Guide ULGA on legislation and policy issues and
emerging information-related developments in records management
Guide ULGA on legislation and policy issues and
emerging information-related developments in records management
·
Develop rules for records management and resolve any
emerging records management issues
Develop rules for records management and resolve any
emerging records management issues
·
Train and coach ULGA’s records user community and provide
user instruction and orientation in records management
Train and coach ULGA’s records user community and provide
user instruction and orientation in records management
2.
Support the processes of capturing, collecting and receiving records from internal
and external sources:
Support the processes of capturing, collecting and receiving records from internal
and external sources:
·
Create and maintain recordkeeping systems
Create and maintain recordkeeping systems
·
Collect, create and receive records
Collect, create and receive records
·
Carry out periodic records surveys, advise
management on key outcomes and implement key survey recommendations
Carry out periodic records surveys, advise
management on key outcomes and implement key survey recommendations
3.
Design, and apply classification schemes that ensure consistent methods of
organizing records and creating descriptive records, and metadata:
Design, and apply classification schemes that ensure consistent methods of
organizing records and creating descriptive records, and metadata:
·
Create a system for organizing and describing ULGA’s
records system
Create a system for organizing and describing ULGA’s
records system
·
Design and update ULGA’s records classification
schemes
Design and update ULGA’s records classification
schemes
·
Create or derive descriptive records and metadata
Create or derive descriptive records and metadata
·
Implement and maintain ULGA’s records
classifications schemes
Implement and maintain ULGA’s records
classifications schemes
4.
Provide access to records, including retrieval, reference, and advisory
services:
Provide access to records, including retrieval, reference, and advisory
services:
·
Create access and retrieval component of ULGA’s
recordkeeping system
Create access and retrieval component of ULGA’s
recordkeeping system
·
Manage ULGA records users’ data by registering
users, issuing user IDs and maintaining user data
Manage ULGA records users’ data by registering
users, issuing user IDs and maintaining user data
·
Provide records retrieval services for all ULGA
records by tracking the issuing, usage and returning of records
Provide records retrieval services for all ULGA
records by tracking the issuing, usage and returning of records
5.
Store, protect and preserve records in line with ULGA records management
policies and best practices:
Store, protect and preserve records in line with ULGA records management
policies and best practices:
·
Create storage and protection mechanisms of ULGA’s
recordkeeping system
Create storage and protection mechanisms of ULGA’s
recordkeeping system
·
Develop and implement media management solutions for
various forms of media used in ULGA
Develop and implement media management solutions for
various forms of media used in ULGA
·
Develop and implement security and disaster planning
mechanisms for ULGA’s records
Develop and implement security and disaster planning
mechanisms for ULGA’s records
·
Identify and develop mechanisms for providing vital
records services
Identify and develop mechanisms for providing vital
records services
·
Develop and implement mechanisms for protection and
preservation of ULGA’s records in different formats
Develop and implement mechanisms for protection and
preservation of ULGA’s records in different formats
·
Acquire and provide storage facilities for ULGA’s
records
Acquire and provide storage facilities for ULGA’s
records
6.
Undertake records retention and disposition processes:
Undertake records retention and disposition processes:
·
Create mechanisms for retention and disposition of
ULGA records
Create mechanisms for retention and disposition of
ULGA records
·
Develop and implement a periodic records retention
and disposal schedule
Develop and implement a periodic records retention
and disposal schedule
·
In charge of the determination of how long records
need to be kept to meet business needs and which records should be archived,
and which should destroyed
In charge of the determination of how long records
need to be kept to meet business needs and which records should be archived,
and which should destroyed
7.
Acquire, create and maintain electronic records/document management systems:
Acquire, create and maintain electronic records/document management systems:
·
Carry out needs assessment, identify software and
recommend relevant electronic document management systems for ULGA
Carry out needs assessment, identify software and
recommend relevant electronic document management systems for ULGA
·
Undertake document imaging and digitizing activities
Undertake document imaging and digitizing activities
·
Track trends in the usage and versatility of
electronic document management systems and recommend changes to ULGA management
Track trends in the usage and versatility of
electronic document management systems and recommend changes to ULGA management
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Records Assistant
vacancy should preferably hold a Bachelor’s degree or Diploma in Library and
Information Management
The ideal candidate for the Records Assistant
vacancy should preferably hold a Bachelor’s degree or Diploma in Library and
Information Management
·
At least a year of practical experience in Records
management
At least a year of practical experience in Records
management
·
Prior experience in implementing and monitoring
Electronic Document Management Systems
Prior experience in implementing and monitoring
Electronic Document Management Systems
·
Previous experience of working in multi-cultural environment
Previous experience of working in multi-cultural environment
·
Basic knowledge of Records Management Laws and
Regulations
Basic knowledge of Records Management Laws and
Regulations
·
Broad knowledge and understanding of different
records management practices include digital records management
Broad knowledge and understanding of different
records management practices include digital records management
·
Working knowledge of Records Management best
practices
Working knowledge of Records Management best
practices
·
Strategic thinking skills
Strategic thinking skills
·
Good analytical and report writing skills
Good analytical and report writing skills
·
Good presentation, communications, and negotiation
skills
Good presentation, communications, and negotiation
skills
·
Excellent networking, influencing and interpersonal
skills
Excellent networking, influencing and interpersonal
skills
·
Good planning, organisation, time management, and
coordination skills
Good planning, organisation, time management, and
coordination skills
·
Fluency in written and spoken English and native /
national language
Fluency in written and spoken English and native /
national language
·
Computer literacy skills i.e. Proficiency in MS
Office
Computer literacy skills i.e. Proficiency in MS
Office
·
Organisational awareness and service orientation
Organisational awareness and service orientation
How to Apply:
All suitably
qualified and interested candidates should send a copy of their updated CVs
with a cover letter indicating three professional referees, two of whom should
have been direct supervisors to: [email protected]
qualified and interested candidates should send a copy of their updated CVs
with a cover letter indicating three professional referees, two of whom should
have been direct supervisors to: [email protected]
OR
Drop your
application at our offices at:
application at our offices at:
ULGA House,
Kibuga,
Kibuga,
Block 13, Plot
136, Najjanankumbi, Entebbe Road,
136, Najjanankumbi, Entebbe Road,
Kampala. Uganda
OR Post to:
Uganda Local
Governments Association,
Governments Association,
P.O. Box 23120,
Kampala, Uganda.
Kampala, Uganda.
Deadline: 27th November 2015
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