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Job Title:    Records and Archives Officer

Organisation: Uganda Electricity Generation Company Limited (UEGCL)

Duty Station:  Karuma/Isimba HPP, Uganda

Reports to: Senior Records and Archives Officer

About US:

Uganda Electricity Generation Company Limited (UEGCL) is a Public Limited Liability Company incorporated in March 2001 under the companies Act (Cap 110), the Laws of Uganda and in conformity with the Electricity Act, 199 UEGCL started operation on 1st April 2001 and is wholly owned by the Government of the Republic of Uganda, with the head office located in Kampala. The mandate of UEGCL is to establish, acquire, maintain and operate electricity generation facilities as well as promote Research and Development in the Electricity generation sector while running the company on sound business principals.

Job Summary:  The Records and Archives Officer is responsible for the effective management, organization, and preservation of records and archives within the organization. This role involves overseeing the entire records lifecycle, from creation and implementing efficient systems for recordkeeping and retrieval. The Records and Archives Officer ensures compliance with relevant regulations and best practices, enabling seamless access to historical and current information critical to the organization’s operations.

Key Duties and Responsibilities:

Records Management:

• Develop and implement comprehensive records management business processes, policies, procedures, and guidelines.
• Establish and maintain a centralized records management system for both physical and digital records.
• Oversee the classification, indexing, and cataloging of records to facilitate easy retrieval and access.
• Regularly undertake analytics, audits to ensure the accuracy, completeness, and compliance of records.

Archives Management:

• Develop and implement comprehensive Archives management business processes, policies, procedures, and guidelines.
• Manage the archival process, including appraisal, selection, accessioning, and arrangement of historical records.
• Preserve and protect archival materials through proper storage and conservation techniques.
• Create finding aids, inventories, and descriptive metadata to facilitate research and reference requests.
• Facilitate public access to archival materials while adhering to confidentiality and copyright requirements.

Records Retention and Disposition:

• Develop and enforce records retention protocol and schedules to ensure legal and regulatory compliance.
• Coordinate the secure disposal or transfer of records that have met their retention period.
• Ensure that sensitive records are appropriately destroyed or stored in compliance with data protection regulations.

Training and Education:

• Conduct training sessions for staff on records management best practices, policies, and procedures.
• Promote awareness of the importance of records and archives management throughout the organization.
• Digital Records and Information Management:
• Implement strategies for the management of electronic records, including emails, databases, and digital files.
• Collaborate with IT and relevant stakeholders to maintain the integrity and security of digital records.

Compliance and Governance:

• Monitor, analyses and ensure compliance with relevant legal, regulatory, and industry standards related to records management.
• Stay informed about changes in records management best practices and update policies accordingly.
• Disaster Recovery and Business Continuity:
• Develop and maintain back up, disaster recovery plans for records and archives in the event of emergencies or disasters.
• Implement measures to protect records from potential risks, such as fire, water damage, cyber-attack and or theft.

Collaboration and Communication:

• Liaise with different departments and teams to understand their records management needs and provide support.
• Respond to internal and external inquiries related to records and archives Cross cutting
• Data analytics and analysis of the Records and Archives business Chain
• Risk assessment and risk mitigation
• Establish Archives and Records processes to international standards.
• Any other duties as may be assigned.
• Develop and implement security of the records and archives.
• Ensure integration of records and achieves data collection and retrieval both horizontally and vertically(at the sites and within the different departments)

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Records Management, Archival Science, Information Management, or a related field.
• At least three years of proven experience in records and archives management, including both physical and digital records in a similar position
• Familiarity with records management software and digital archiving systems.
• Strong knowledge of records management principles, practices, and standards.
• Attention to detail and ability to maintain accurate and organized records.
• Excellent communication and interpersonal skills.
• Knowledge of relevant laws, regulations, and compliance requirements related to records management.
• Demonstrated ability to work independently, manage multiple priorities, and meet deadlines.
• Awareness of the significance of records and archives in preserving institutional memory and promoting transparency.

How to Apply:

All suitably qualified and interested persons are invited to address their applications with copies of certified academic documents, professional qualifications and detailed Curriculum Vita indicating two referees and their full addresses to:

The Chief Human Resource Officer,

Uganda Electricity Generation Company Limited,

Block C, Plot 6-9, Victoria Office Park, Okot Close, Bukoto,

P.O Box 75831, Kampala. Uganda

Applications should be submitted electronically as one attachment only in portable documents format (pdf) indicating the position applied for in the subject line to email address: jobs@uegcl.go.ug

Please Note:

• Only online applications will be considered.
• Only shortlisted candidates will be contacted.
• Shortlisted candidates will be required to present original copies of certified academic documents during interviews.
• Applications without authentic academic transcripts will not be considered. UEGCL offers equal opportunities for both male and female applicants.

Deadline: 4^th August 2023

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