Job Title: Registry Assistant (Fresher Diploma Jobs)
Organisation: Uganda Institute of Information and Communications Technology (UICT)
Duty Station: Kampala, Uganda
About Organisation:
Uganda Institute of Information and Communications Technology (UICT) is a Public Tertiary Institution established by Statutory Instrument No. 79 of October 2005. The Institute is under the Ministry of ICT and National Guidance, operated and managed by the Uganda Communications Commission (UCC) the regulator of the Communications Sector in Uganda.
Job Summary: The Registry Assistant is responsible for managing and maintaining institutional records, ensuring proper filing, retrieval, and security of documents. The role involves digital records management, e-filing, and administrative support to enhance efficiency and compliance with institutional policies.
Key Duties and Responsibilities:
Records Management and Documentation:
- Maintain an organized and secure filing system for both physical and digital records.
- Implement and manage an e-filing system for efficient document storage and retrieval.
- Ensure proper classification, indexing, and archiving of documents in accordance with institutional policies.
Digital Records and Correspondence:
- Oversee the transition from manual record-keeping to digital records management systems.
- Ensure data accuracy and integrity within digital records management systems.
- Assist in scanning, digitizing, and uploading documents to the institution’s database.
- Manage official correspondence, both physical and digital, ensuring timely distribution and responses.
Compliance and Confidentiality:
- Ensure compliance with records retention policies and regulatory requirements.
- Maintain confidentiality and security of institutional records.
- Support audit processes by ensuring easy retrieval of required documents.
Administrative Support:
- Assist in the preparation and distribution of reports, memos, and other official documents.
- Respond to internal and external requests for records and information.
- Coordinate with various departments to ensure efficient document flow.
Customer Service and Stakeholder Engagement:
- Provide support to staff, students, and external stakeholders in accessing records.
- Offer guidance on record management policies and best practices.
- Handle inquiries related to records and documentation processes.
Key Result Areas
- Efficiency in Digital Records Management
- Compliance and Security
- Operational Effectiveness
- Customer Service Excellence
Qualifications, Skills and Experience:
- Diploma in Records and Archives Management, Library and Information Science, or a related field.
- Bachelor’s degree in the relevant field is an added advantage.
- At least 2 years of experience in records management, administration, or a similar role.
- Proficiency in digital records management systems and e-filing.
- Strong knowledge of document control procedures and compliance regulations.
- Excellent organizational, analytical, and communication skills.
Skills and Attributes
- Attention to detail and accuracy.
- Strong ICT skills, including proficiency in Microsoft Office and database management.
- Confidentiality and integrity in handling sensitive information.
- Ability to work independently and collaboratively.
- Excellent time management and multitasking abilities.
- People management and engagement skills
- Customer focus
- Initiative & working with minimal supervision.
How to Apply:
Interested candidates should fill the online application form and attach the CV and required documents on this link: Click Here. All inquiries should be through [email protected] or Tel No. 0762944050
Deadline: 31st July 2025
Note:
- The eligible applicants are encouraged to submit before the deadline.
- Hand delivered and or any other applications sent to any other e-mail
- other than filling the link provided above will not be accepted.
- Only shortlisted applicants will be contacted.
- Any form of canvassing will automatically lead to disqualification of a candidate.
- Positions not provided for in this advert or previously advertised and deadline is over should not be applied for.
- All applicants will be considered fairly and equitably, without discrimination based on gender, race, disability, religion, or any other protected characteristic.
- The Institute promotes an inclusive work environment and welcomes candidates from diverse backgrounds to foster innovation and representation.
- Women and persons with disabilities are encouraged to apply, and commits to providing reasonable accommodations during the recruitment process.
- Personal data submitted through applications will be handled securely and used only for recruitment purposes, in compliance with relevant data protection regulations.
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Level of Education: Diploma, Associate’s Degree
Work Hours: 8
Experience in Months: 24