Job Title: Records Management Assistant
Organization:
Inter University Council for East Africa (IUCEA)
Inter University Council for East Africa (IUCEA)
Duty Station:
Kampala, Uganda
Kampala, Uganda
Reports to:
Senior Administrative Officer
Senior Administrative Officer
About US:
The Inter University Council
for East Africa (IUCEA) is a strategic institution of the East African
Community (EAC) responsible for coordinating the development of human resources
and research in the region. IUCEA is
charged with a number of responsibilities among them being to coordinate
academic and research activities jointly undertaken by Partner states and
member university institutions. The main
objectives of IUCEA are to (i) facilitate networking among universities in East
Africa, and with universities outside the region; (ii) provide a forum for
discussion on a wide range of academic and other matters relating to higher
education in East Africa; and (iii) facilitate maintenance of internationally
comparable education standards in East Africa so as to promote the region’s
global competitiveness in higher education.
for East Africa (IUCEA) is a strategic institution of the East African
Community (EAC) responsible for coordinating the development of human resources
and research in the region. IUCEA is
charged with a number of responsibilities among them being to coordinate
academic and research activities jointly undertaken by Partner states and
member university institutions. The main
objectives of IUCEA are to (i) facilitate networking among universities in East
Africa, and with universities outside the region; (ii) provide a forum for
discussion on a wide range of academic and other matters relating to higher
education in East Africa; and (iii) facilitate maintenance of internationally
comparable education standards in East Africa so as to promote the region’s
global competitiveness in higher education.
Job Summary: The
Records Management Assistant will coordinate receiving, handling, custody,
storage, retrieval, exploitation and disposition of all IUCEA records, stored
goods and documents regardless of the format/medium.
Records Management Assistant will coordinate receiving, handling, custody,
storage, retrieval, exploitation and disposition of all IUCEA records, stored
goods and documents regardless of the format/medium.
Key Duties and Responsibilities:
·
The
incumbent will actively contribute to the formulation of strategies, policies
and plans for Records Management in liaison with technical units
The
incumbent will actively contribute to the formulation of strategies, policies
and plans for Records Management in liaison with technical units
·
Formulate
strategies, policies and plans for Records Management in liaison with technical
units
Formulate
strategies, policies and plans for Records Management in liaison with technical
units
·
Offer
support in preparing an annual work plan and budget for the section
Offer
support in preparing an annual work plan and budget for the section
·
In
charge of the management of both incoming and outgoing mail of IUCEA
In
charge of the management of both incoming and outgoing mail of IUCEA
·
Prepare
and bind documents for distribution
Prepare
and bind documents for distribution
·
Develop
retention and disposal schedules for IUCEA records and present the schedules to
Management for approval
Develop
retention and disposal schedules for IUCEA records and present the schedules to
Management for approval
·
Actively
facilitate implementation of registry system and maintenance of the system
standards
Actively
facilitate implementation of registry system and maintenance of the system
standards
·
Prepare
all the section annuals and quarterly progress reports
Prepare
all the section annuals and quarterly progress reports
·
Collect,
sort, date stamp, dispatch and record mails and other documents
Collect,
sort, date stamp, dispatch and record mails and other documents
·
The
jobholder will file all records and maintain confidentiality of IUCEA
information.
The
jobholder will file all records and maintain confidentiality of IUCEA
information.
·
Keep
safe custody of all Registry documents, goods received and records
Keep
safe custody of all Registry documents, goods received and records
·
Maintain
and update records databases, Records and Stores system of IUCEA
Maintain
and update records databases, Records and Stores system of IUCEA
·
Ensure
documents are archived and properly located
Ensure
documents are archived and properly located
·
Close
files, open new files and update closed registers
Close
files, open new files and update closed registers
·
Prepare
and submit registry reports, summaries and organize periodic file list Inspect
and verify if goods/ services delivered meet the specification;
Prepare
and submit registry reports, summaries and organize periodic file list Inspect
and verify if goods/ services delivered meet the specification;
·
Conduct
periodic and annual stock taking and reconciliation;
Conduct
periodic and annual stock taking and reconciliation;
·
Maintain
binding equipment and ensure timely servicing of equipment in the Registry
Maintain
binding equipment and ensure timely servicing of equipment in the Registry
·
Perform
any other duties as may be assigned by the Supervisor from time to time
Perform
any other duties as may be assigned by the Supervisor from time to time
Key Performance Indicators:
·
Mails,
e-mails, faxes and other correspondences register
Mails,
e-mails, faxes and other correspondences register
·
Updated
Registry and stores database
Updated
Registry and stores database
·
Number
of trained staff in records
Number
of trained staff in records
·
Proper
records in place
Proper
records in place
·
Goods
and services inspection and acceptance reports
Goods
and services inspection and acceptance reports
·
Periodic
and annual stock taking records
Periodic
and annual stock taking records
·
Stock
reconciliation done in time
Stock
reconciliation done in time
Qualifications, Skills and Experience:
·
The
applicant must hold a Certified Public Secretaries (CPS) certification or
Diploma in Records Management. Bachelor’s Degree in Social
Sciences/Administration/ Information/ Records management is an added advantage.
The
applicant must hold a Certified Public Secretaries (CPS) certification or
Diploma in Records Management. Bachelor’s Degree in Social
Sciences/Administration/ Information/ Records management is an added advantage.
·
At
least five years of relevant experience in a busy Records Management and
Archiving Office
At
least five years of relevant experience in a busy Records Management and
Archiving Office
·
Good
planning and organizational skills
Good
planning and organizational skills
·
Good
customer-orientation/focus
Good
customer-orientation/focus
·
Highly
creative and innovative;
Highly
creative and innovative;
·
Ability
to manage diversity
Ability
to manage diversity
·
Keen
for details.
Keen
for details.
·
Good
ICT skills
Good
ICT skills
How to Apply:
All suitably qualified and
interested candidates should send their following application letters should be
accompanied with the following:
interested candidates should send their following application letters should be
accompanied with the following:
·
Certified
copies of the applicants degree awards
Certified
copies of the applicants degree awards
·
Up to
date and comprehensive Curriculum Vitae
Up to
date and comprehensive Curriculum Vitae
·
Addresses
of three referees, one of which should be the current immediate supervisor
Addresses
of three referees, one of which should be the current immediate supervisor
Applications should be marked
“APPLICATION FOR THE POST OF ………..Title of Position….” in hard copy (by hand or
courier) addressed to:
“APPLICATION FOR THE POST OF ………..Title of Position….” in hard copy (by hand or
courier) addressed to:
The Executive Secretary
Inter-University Council for
East Africa
East Africa
Plot M833, Kigobe Road
Kampala, Kyambogo
P.O. Box 7110, Kampala,
Uganda
Uganda
Deadline: 12th December 2016
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