Fresher Data Jobs – Records Assistant at Uganda Local Governments’ Association (ULGA)

Job Title:      Records Assistant
Organization: Uganda Local
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Communications/
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.
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
Key Duties and Responsibilities: 
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
Market ULGA’s records management programs and
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
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
Support the processes of capturing, collecting and receiving records from internal
and external sources:
Create and maintain recordkeeping systems
Collect, create and receive records
Carry out periodic records surveys, advise
management on key outcomes and implement key survey recommendations
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
Design and update ULGA’s records classification
Create or derive descriptive records and metadata
Implement and maintain ULGA’s records
classifications schemes
Provide access to records, including retrieval, reference, and advisory
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
Provide records retrieval services for all ULGA
records by tracking the issuing, usage and returning of records
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
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
Identify and develop mechanisms for providing vital
records services
Develop and implement mechanisms for protection and
preservation of ULGA’s records in different formats
Acquire and provide storage facilities for ULGA’s
Undertake records retention and disposition processes
Create mechanisms for retention and disposition of
ULGA records
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
Acquire, create and maintain electronic records/document management systems:
Carry out needs assessment, identify software and
recommend relevant electronic document management systems for ULGA
Undertake document imaging and digitizing activities
Track trends in the usage and versatility of
electronic document management systems and recommend changes to ULGA management
Qualifications, Skills and
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
Prior experience in implementing and monitoring
Electronic Document Management Systems
Previous experience of working in multi-cultural environment
Basic knowledge of Records Management Laws and
Broad knowledge and understanding of different
records management practices include digital records management
Working knowledge of Records Management best
Strategic thinking skills
Good analytical and report writing skills
Good presentation, communications, and negotiation
Excellent networking, influencing and interpersonal
Good planning, organisation, time management, and
coordination skills
Fluency in written and spoken English and native /
national language
Computer literacy skills i.e. Proficiency in MS
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:
Drop your
application at our offices at:
ULGA House,
Block 13, Plot
136, Najjanankumbi, Entebbe Road,
Kampala. Uganda
OR Post to:
Uganda Local
Governments Association,
P.O. Box 23120,
Kampala, Uganda.
Deadline: 27th November 2015

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