Job Title: Records Management Officer
Organisation: Uganda Railways Corporation (URC)
Duty Station: Kampala, Uganda
About Organisation:
Uganda Railways Corporation (URC) is a body corporate established under an Act of Parliament to construct, operate and maintain railway, marine and road services both inside and outside Uganda for the carriage of passengers and goods. As a result of privatisation of operations, the mandate of URC changed from that of an operator to that of asset holder, concession monitor and advisor on railway technical matters.
Job Summary: To provide adequate, efficient and systematic library, information management and Registry administration.
Key Duties and Responsibilities:
Participating in policy formulation for the Library and Registry
- Prepares library policies and procedure manual
- Participate in revising and updating policies, strategies and plans.
- Carries out research and benchmarking for best practices.
Participating in Planning, Budgeting and Budgetary control
- Proposes plans and budgets for Library and Registry materials, services, systems and staff.
Information Management Process
- Ensures the efficient implementation of systems and regulations necessary to run the library professionally.
- Organizes library records for cataloguing and classification of books and periodicals to ensure easy retrieval.
- Ensures availability up to date information materials relevant to aviation industry.
- Reviews the Library systems to ensure compliance to policies and procedures.
- Ensures effective and efficient collection development for the Authority.
- Carries out effective material preservation.
- Carries out effective and efficient archiving of information materials.
- Ensures that adequate security is in place to safeguard all information in the library against loss and destruction
- Maintains and continually updates the Electronic Library Management System (ELMS)
- Builds networking partnerships with other aviation libraries especially within the region, and ensures regular exchange of correspondence to share information
- Uses the internet to update information and search for relevant information for users to ensure use of current and diverse information
- Provides accurate and timely responses to user’s requests for information
- Produces regular bulletins/circulars of the awareness service to users to promote the use of the library services
- Ensures awareness of new arrivals, rules and regulations and informs users of new developments.
Preparation and submission of Reports
- Compiles relevant periodic reports for submission to the Principal Administration Officer.
Establish and implement an issuing and loan system.
- Establishes, implements and reviews an issuing and loan mechanism which enables URC staff to borrow information materials and to keep track of all issued materials.
- Ensures that the issuing and loaning mechanism
Cataloguing and classification of URC library material
- Catalogues and classifies books and periodicals according to the various functions of URC and/or aviation functions for timely search and retrieval of documents in the library.
Registry Management
- Ensures effective and best practices for Registry Management systems
- Participates in benchmarking and research to ensure that URC keeps up to date with current trends in Registry Management
- Enforces adherence to policies and procedures for safeguarding URC’s information.
- Implements and reviews the system of issuing and returning and documents
- Ensures that the Registry system functions to enable URC officials perform their duties effectively
Document Management
- Ensures an orderly and systematic flow of official correspondence and/or documents in and out of the Registry.
- Maintains safe custody of all files and documents and their availability, as and when required by the users.
Maintaining an efficient Registry process
- Maintains an effective classification system to ensure accurate retrieval and dissemination of documents.
- Supervises handling and delivery of official correspondence to ensure confidentiality
- Participates in preservation of all the Corporation’s records in the registry at all times.
- Maintains and updates the records classification index.
- Carries out file census exercise
Human Resources Management
- Inputs into the department’s manpower requirements
- Supervises staff to ensure that staff deliver results expected.
- Implements performance management on own direct reports in the department
- Conducts and ensures adequate on the job training for staff in the Information section.
Carries out any other lawful assignment allocated by the immediate Supervisor.
- The jobholder is cooperative and readily responds to any ad hoc tasks assigned to him.
Qualifications, Skills and Experience:
- Must be a holder of an honours Bachelor’s Degree in Library and Information Science (BLIS) or Bachelors of Records Management and Information Science or Bachelors Degree in Records and Archives Management or related degree from recognized University
- Relevant work experience of at least 5 years in a reputable organization with at least 2 years supervising records management function.
- Should have competency in the use and management of Records Management Software
- Should have good interpersonal skills
- Must have had training in Customer Care
- Ability to work with minimum supervision
- Should have initiative and be innovative
- Should have competency in Library Management Software
- Must possess high level of integrity
- Should be below 45 years of Age.
How to Apply:
All suitably qualified and interested candidates with the relevant qualifications and experience should send their application letters, curriculum vitae and copies of academic certificates, Transcripts, National Identity Card, appointment letters to the current job, together with one (1) recent passport photograph by email to: [email protected]. Merge all your documents and send them in one attachment in word or PDF format not exceeding 2MBs.
OR
Address to the Managing Director, Uganda Railway Corporation and hand deliver to URC headquarters.
Deadline: 31st October 2025
NOTE:
- Only successful candidates will be contacted.
- Any form of canvassing will lead to automatic disqualification.
- Beware of fraud stars.
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 60