Uganda Electricity Generation Company Records and Archives Officer Jobs in Uganda

Uganda Electricity Generation Company Records and Archives Officer Jobs in Uganda

Job Summary:

The Records and Archives Officer is responsible for the effective management, organization,
and preservation of records and archives within the organization. This role involves overseeing the entire records lifecycle, from creation and implementing efficient systems for recordkeeping and retrieval.

The Records and Archives Officer ensures compliance with relevant regulations and best practices, enabling seamless access to historical and current information critical to the organization's operations.

Key Responsibilities:

Brief description of duties or the responsibilities for the job

Records Management:

• Develop and implement comprehensive records management business processes, policies, procedures, and guidelines.

• Establish and maintain a centralized records management system for both physical and digital records.

• Oversee the classification, indexing, and cataloging of records to facilitate easy retrieval and access.

• Regularly undertake analytics, audits to ensure the accuracy, completeness, and compliance of records.

Archives Management:

• Develop and implement comprehensive Archives management business processes, policies, procedures, and guidelines.

• Manage the archival process, including appraisal, selection, accessioning, and arrangement of historical records.

• Preserve and protect archival materials through proper storage and conservation techniques.

• Create finding aids, inventories, and descriptive metadata to facilitate research and
reference requests.

• Facilitate public access to archival materials while adhering to confidentiality and copyright requirements.

Records Retention and Disposition:

• Develop and enforce records retention protocol and schedules to ensure legal and regulatory compliance.

• Coordinate the secure disposal or transfer of records that have met their retention period.

• Ensure that sensitive records are appropriately destroyed or stored in compliance with data protection regulations.

Training and Education:

• Conduct training sessions for staff on records management best practices, policies, and procedures.

• Promote awareness of the importance of records and archives management throughout the organization.

Digital Records and Information Management:

• Implement strategies for the management of electronic records, including emails, databases, and digital files.

• Collaborate with IT and relevant stakeholders to maintain the integrity and security of digital records.

Compliance and Governance:

• Monitor, analyses and snsure compliance with relevant legal, regulatory, and industry standards related to records management.

• Stay informed about changes in records management best practices and update policies accordingly.

Disaster Recovery and Business Continuity:

• Develop and maintain back up, disaster recovery plans for records and archives in the event of emergencies or disasters.

• Implement measures to protect records from potential risks, such as fire, water damage, cyber-attack and or theft.

Collaboration and Communication:

• Liaise with different departments and teams to understand their records management needs and provide support.

• Respond to internal and external inquiries related to records and archives

Cross cutting

• Data analytiscs and analysis of the Records and Archives business Chain

• Risk assessment and risk mitigation

• Establish Archives and Records processes to international standards.

• Any other duties as may be assigned.

• Develop and implement security of the records and archives.

• Ensure integration of records and achieves data collection and retrieval both horizontally and vertically(at the sites and within the different departments)

Education and Professional Requirements:

The minimum education level required to perform this job.

• Bachelor's degree in Records Management, Archival Science, Information Management, or a related field.

Related Job Experience/Qualification:

The Experience required to perform this job.

• A minimum of 3 years proven experience in records and archives management, including both physical and digital records in a similar position

Additional Skills/Competences:

In addition to the experience and educational requirements listed above

• Familiarity with records management software and digital archiving systems.

• Strong knowledge of records management principles, practices, and standards.

• Attention to detail and ability to maintain accurate and organized records.

• Excellent communication and interpersonal skills.

• Knowledge of relevant laws, regulations, and compliance requirements related to records management.

• Demonstrated ability to work independently, manage multiple priorities, and meet deadlines.

• Awareness of the significance of records and archives in preserving institutional memory
and promoting transparency.

How to Apply

For more information and job application details, see; Uganda Electricity Generation Company Records and Archives Officer Jobs in Uganda

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