Petroleum Authority of Uganda Records & Registry Officer Jobs

Petroleum Authority of Uganda Records & Registry Officer Jobs

Records & Registry Officer

Job Summary

Manage the storage and movement of PAU records in order to facilitate safety,
timely and easy access to records in the organization.

Key Roles & Responsibilities

Analyze requests from users for transfer and determine the status of the
records against standards.

Issue out boxes for packing of records that are to be transferred to the Records
Center.

Receive and Acknowledge receipt of records from the record users by making reconciliation between the details on the transfer list and actual records.

Capture records received in the database and update whenever there is change in movement of that particular record.

Conduct sensitization and provide hands on assistance to staff on records
management.

Conduct compliance inspections on records management to enhance
adherence to records management standards.

Identify space, prepare location numbers and paste them on the transferred
records.

Update and file the transfer forms in the respective department box files.

Prepare reports on records received in the Records Centre and submit to the
supervisor.

Analyze user requests for retrieval of records to determine the nature of
records.

Check through Records Centre database/ departmental transfer forms to
confirm and retrieve the requested records.

Update the status of borrowed files in the file tracking data base/ register.

Prepare a list of all borrowed records and submit to the line supervisor for
action.

Receive and acknowledge receipt of borrowed files and reconcile the details in the file tracking database.

Conduct a file census to account for files in the records center and update their
status database.

Prepare reports for the activities done and submit to the supervisor.

Study transfer forms to determine the nature of records that need to be weeded
out of the Records Centre.

Compile lists of records that are to be weeded.

Conduct actual weeding of records from the shelves and pack them in labelled
gunny bags and attach the transfer lists.

Compile lists of records to be disposed off and submit to the supervisor.

Participate in the actual disposal of records to ensure adherence to procedures
and guidelines by service providers.

Prepare the disposal report and submit to the line supervisor for review.

Perform any other duties as may be assigned from time to time.

Qualifications, Skills and working Experience

Basic Qualifications

Bachelor’s degree (Hons) in either Library & Information

Science, Records &
Archives Management or Information & Office Management from an internationally
recognized University / Institution.

Experience

A minimum of three (3) years’ working experience in records & registry management
gained from a reputable organization.

Added advantage

Post Graduate Qualification in Records Management or related field from an
internationally recognized Institution.

Proficiency in Electronic Records Management

Good Knowledge of Records and Archives Act, Access to information act (2005), Records Management processes and procedures, Electronic
transactions Act (2011) and ISO standards.

Character & Competencies

Strong written and oral Communication skills.

Excellent interpersonal skills with the ability to multi- task.

Demonstrate high level of integrity and confidentiality.

Excellent analytical skills with close attention to detail.

Good reporting writing skills.

Ability to work under pressure with minimum supervision.

How to Apply:

PAU will Only consider online applications submitted through the PAU website.
Interested persons are invited to visit the PAU website: www.pau.go.ug and follow the
link to “OPPORTUNITIES-CAREERS-VACANCIES” to view details and apply for the
available opportunities.

All applications should reach the PAU’s website www.pau.go.ug by Tuesday
15th January, 2019 at 11:59 pm.

For more information and job application details, see; Petroleum Authority of Uganda Records & Registry Officer Jobs

Note:

Only online applications will be considered.

Applicants are required to scan and attach CERTIFIED copies of the required
academic documents only e.g. Degree, Transcript, Diploma, A-level and O-level
certificates and PLE results slip.

Academic documents for the successful candidates will be vetted and background
checks conducted before they are considered for appointment into the Authority.

Only short listed and successful candidates will be contacted.

All appointments shall be subject to a probationary period of not more than six months
and subsequent confirmation in service will be based on satisfactory performance of
the individual.

“PAU is an equal opportunity employer and does not charge any money to any
applicant for employment in its Service”

Executive Director

Petroleum Authority of Uganda

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