Job Title: Records Officer
Organisation: Future Options Consulting
Duty Station: Kampala, Uganda
About Organisation:
Future Options Consulting Ltd is a HR & Management consultancy firm that was started in 2006 and offers these services: recruitment, headhunting, payroll management & outsourcing, workload audit services.
Job Summary: To manage and maintain an efficient records management system, ensuring accurate processing, classification, storage, and retrieval of records. The role involves implementing records management policies, maintaining the security and integrity of records, and ensuring compliance with relevant regulations.
Key Duties and Responsibilities:
Policy and Procedure Development
- Develop and implement records management policies and procedures.
- Ensure compliance with policies and relevant laws, regulations, and standards.
Records Handling and Maintenance
- Receive, verify, and capture incoming records into the database or mail register.
- Classify, index, and file records for easy reference, search, and retrieval.
- Route and disseminate records to responsible officers for action.
- Register and dispatch outgoing mail to stakeholders, including ministries and government agencies.
- Convert paper records into electronic formats (scanning) and update folders on the server.
- Open and close files as needed, retrieving records for action, review, or reference.
- Monitor file movement and conduct regular file audits to update the file tracking system.
- Ensure efficient search and retrieval processes for records.
Records Systems Management and Security
- Manage and maintain records management systems and databases, ensuring integrity, security, and backups.
- Follow up on outstanding returns of issued records/files to ensure accountability.
- Update and maintain archival databases.
- Assist researchers and interns with accessing records, ensuring proper usage of the system.
Quality Control and Improvement
- Monitor and evaluate records management processes and systems for quality control.
- Identify areas for improvement and implement necessary changes.
Records Security and Risk Management
- Ensure security and privacy of records, keeping archives under lock to prevent unauthorised access.
- Identify, assess, and develop strategies to mitigate risks that could lead to information loss.
- Perform any other duties as assigned by the Supervisor.
Qualifications, Skills and Experience:
- Bachelor’s degree in records and information or archives management, information systems and technology or a related field.
- Details of experience
- Four (4) years of experience in a similar function
Knowledge, skills and competences
- Analytical skills.
- Organisational skills.
- High confidentiality and professionalism.
- Legal and ethical skills.
How to Apply:
All interested and qualified persons are strongly encouraged to apply by email: [email protected] clearly indicating the Position Title in the email subject line. The deadline for submissions is Friday 09 January 2026 at 05:59 pm (EAT)
Deadline: 9th January 2026
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Level of Education: bachelor degree
Work Hours: 8
Experience in Months: 48