Oil Industry Jobs – Records & Registry Officer – Petroleum Authority of Uganda (PAU)

Job Title:       Records & Registry Officer
Organization: Petroleum Authority of Uganda (PAU)
Duty Station: Kampala, Uganda
About US:
The Petroleum Authority of Uganda (PAU) is a statutory body established
under Section 9 of the Petroleum (Exploration, Development and Production) Act
2013, and in line with the National Oil and Gas Policy for Uganda which was
approved in 2008. The PAU’s mandate is to monitor and regulate the exploration,
development and production, together with the refining, gas conversion,
transportation and storage of petroleum in Uganda. This includes ensuring that
petroleum operations in Uganda are carried out in accordance with the relevant
laws, regulations, guidelines, statutes and in line with international best
practice for the petroleum industry.
Job Summary: The Records
& Registry Officer will manage the storage and movement of PAU records in
order to facilitate safety, timely and easy access to records in the organization.
Key Duties and
Responsibilities:  
  • Keenly analyze requests from users for
    transfer and determine the status of the records against standards.
  • Issue out boxes for packing of records
    that are to be transferred to the Records Centre.
  • Receive and Acknowledge receipt of records
    from the record users by making reconciliation between the details on the transfer
    list and actual records.
  • Capture records received in the database
    and update whenever there is change in movement of that particular record.
  • Carry out sensitizations and provide hands
    on assistance to staff on records management.
  • Conduct compliance inspections on records
    management to enhance adherence to records management standards.
  • Identify space, prepare location numbers
    and paste them on the transferred records.
  • Update and file the transfer forms in the
    respective department box files.
  • Prepare reports on records received in the
    Records Centre and submit to the supervisor.
  • Analyze user requests for retrieval of
    records to determine the nature of records.
  • Check through Records Centre database/
    departmental transfer forms to confirm and retrieve the requested records.
  • Update the status of borrowed files in the
    file tracking database/ register.
  • Prepare a list of all borrowed records and
    submit to the line supervisor for action.
  • Receive and acknowledge receipt of
    borrowed files and reconcile the details in the file tracking database.
  • Carry out a file census to account for
    files in the records center and update their status database.
  • Prepare and submit reports for the
    activities done and submit to the supervisor.
  • Study transfer forms to determine the
    nature of records that need to be weeded out of the Records Centre.
  • Compile lists of records that are to be
    weeded.
  • Conduct actual weeding of records from the
    shelves and pack them in labelled gunny bags and attach the transfer
    lists.
  • Compile lists of records to be disposed
    off and submit to the supervisor.
  • Actively participate in the actual
    disposal of records to ensure adherence to procedures and guidelines by
    service providers.
  • Prepare the disposal report and submit to
    the line supervisor for review.
  • Perform any other duties as may be
    assigned from time to time.



Qualifications, Skills and
Experience:
  • The applicant for the Petroleum Authority
    of Uganda (PAU) Records & Registry Officer job placement must hold an
    honours Bachelor’s degree in either Library & Information Science,
    Records & Archives Management or Information & Office Management from
    an internationally recognized University / Institution.
  • At least three (3) years’ working
    experience in records & registry management from a reputable organization.
  • Post Graduate Qualification in Records Management
    or related field from an internationally recognized Institution is an
    added advantage
  • Proficiency in Electronic Records
    Management
  • Good Knowledge of Records and Archives
    Act, Access to information act (2005), Records
  • Management processes and procedures,
    Electronic transactions Act (2011) and ISO standards.
  • Excellent written and oral Communication
    skills.
  • Excellent interpersonal skills with the
    ability to multi- task.
  • Demonstrate high level of integrity and confidentiality.
  • Excellent analytical skills with close
    attention to detail.
  • Good reporting writing skills.
  • Ability to work under pressure with
    minimum supervision.
How to Apply:
All suitably qualified and interested candidates are encouraged to
apply online by clicking on the link below.
Click
Here
 
(Register) -> Proceed to Application
Deadline: Wednesday, 18th April 2018 by 11:59 pm.
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