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Job Title:       Records Officer (No Experience Jobs)

Organisation: Billbrain Institute of Technology (BIT)

Duty Station: Kampala, Uganda

Reports to: Academics Coordinator

About US:

Billbrain Institute of Technology (BIT) is a registered Training Institute established under the laws of Uganda as a private held training Institution. With a majorly practical approach to training, and learning, our aim is to impart skills that are beneficial and applicable in the marketplace, placing our learners a notch above competition, and thereby positioning them as efficient resources in their respective domains of specialisation, while equally offering them adequate skills to undertake flexible forms of employment as global citizens.

Key Duties and Responsibilities:

• To undertake day to day operations of the Registry and effectively manage the storage, retrieval and safety of all records of the Institute.
• Responsibilities of the Records Officer;
• Create and maintain records registries to ensure fast, real-time retrieval of information.
• Receive, register, open and classify documents that come in the registry and enter them in the relevant registers.
• Conduct weekly file tracking and reconciliation
• Maintain a credible register of academic records for all students enrolled in different programs under the Institute.
• Maintain individual student files containing admission records and examination results for each year
• Organize students’ marks and record retrieval in liaison with Departments
• Update the Institute electronic records management system, and enter all records and information in the relevant sections
• Liaise with the registration office to ensure proper management of student files and work with the examination office to collect student marks, and prepare students’ academic documents
• Ensure proper and safe custody of both due tests and examinations, as well student answer scripts from tests and examinations that have been undertaken (both internal, and external assessments).
• In coordination with the E-Learning Officer, ensure that all study materials, and library resources are properly indexed into the respective systems, and backed up in the Institute repositories
• Assist in auditing records and records systems, and support other offices in proper indexing and storage of documents such as contracts, among other similar resources
• Manage the process of retention and disposition of records.
• Assist in the planning and budgeting for the records office
• Support the development and review of records policies and records procedure manuals
• Provide advisory knowledge on records management in different department, and advise on filing system;
• In consultation with the Institute Administrator, appropriately label all record files, and manual registers
• Perform any other duties as may be assigned from time to time.

Qualifications, Skills and Experience:

• The applicant must hold an Honours Bachelor’s Degree in Library and Information Science or an Honours degree in Records and Archives Management from a recognized university.
• Prior experience in records management, and /or a postgraduate qualification in Library and Information Science and any other professional qualification in this field an added advantage.
• Good written and verbal Communication Skills
• Good data entry skills.
• Proficiency in MS Office Applications.
• Ability to work independently and as part of a team
• Honesty and integrity
• Good planning and organizational skills
• Good attention to detail
• Reporting Skills
• Fluent in English
• Excellent analytical, and problem-solving skills
• Willing to contribute positively as part of a growing Institution and team
• Keen attention to detail
• Proactivity and a desire to create a positive impact in this role
• Good time management skills

How to Apply:

All interested candidates should submit their CVs, along with all other supporting documents to: careers@bit.ac.ug

NOTE: Only shortlisted candidates will be contacted.

Deadline: 10th August, 2023 by 05:00 pm.

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