Job Title: Records Administrator – Child Welfare Department
Organisation: Watoto
Duty Station: Gulu, Uganda
About Organisation:
Watoto Church Ministries is a Church committed to celebrating Christ and caring for the community. The Church in pursuing its vision has experienced exponential growth in the past 40 years and currently comprises 17 Celebration Centers (Church campuses), 3 Children’s villages, 2 Baby Homes, an FM radio station, Schools and some farms.
Job Summary: We are seeking to recruit a Records Administrator who will be responsible for ensuring effective and appropriate management of the department’s and children’s records from their creation through to their eventual disposal.
Key Duties and Responsibilities:
- Compile village Audits and share with the Coordinator and the WISE (Watoto Information
- System Exchange) Administrator in charge
- Create and ensure proper management of children’s files
- Ensure vital document acquisition is done, working with the records officers and social workers.
- Give correspondence on child-related information as and when requested by the coordinator and other partner Teams.
- Ensure completeness of records both in a hard and soft copy
- Resolve problems with information management by effective use of software and other information management resources.
- Enable and monitor appropriate access to information for the Child Welfare Team Members and other partner Teams.
- Update children’s photos on file
- Ensure that all children’s information is up to date on the Watoto Information System Exchange (WISE)
- Scan and upload all children’s records/Documents on WISE
- Update children’s statuses on WISE as advised by the resident Social Worker or Coordinator
- Create and update children’s profiles
- Monitor regulatory activity to maintain compliance with records and document management procedures.
- Support team members in utilising the Child Welfare Records Database
- Ensure that the bio-information in WISE matches what is actually in the village
- Respond to internal and/or external information inquiries.
- Avail various departments with relevant child information and legal documents.
- Advise staff in other departments on the management of their records and information
- Support stakeholders in records-keeping issues
- Ensure quality assurance of children’s files, shelves, accountability (sign before document/file is taken), file tracking/retrieving, and file/ record preservation (replacing worn-out files)
- Support the Social workers in updating the OVCMIS as expected by the government stakeholders
Qualifications, Skills and Experience:
- Bachelor’s degree in Library and Information Science or Records and Archives Management and any other related field from a recognised university.
- Has at least 4 years of experience with data management for decision making and performance improvement
- Experience in tracking records
- Data analysis/use and evidence-based decision-making.
- Experience in keeping track of records, working in a cross-functional environment.
- Experience working with vulnerable children, families, and communities.
- Possess knowledge of relevant childcare legislation and regulations of Uganda
- Good computer skills such as MS Word, Excel, PowerPoint
How to Apply:
All suitably qualified and interested candidates can apply by visiting our website;
Go to Apply for a job section
- Under that, view the Job Role and click on the link that reads; Apply
- Fill out the form that will be open and submit after all sections have been filled.
- Submit your CV, academic and professional documents, and a cell/pastor’s recommendation letter to [email protected] (Subject Line: Job Title First Name, Last Name)
Deadline: 27th June 2025
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 48