Records Officer at Kiira Motors Corporation, Jinja, Uganda

Job Description

The Records Officer is responsible for ensuring that company records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation.

Salary Scale: K6 (2)

Reports to: Senior Records Officer

Direct Reports: Facilities Assistant III

Key Functions:

(1) Coordination of Receipt, Classification, Transfers and Dispatch of Records: Receiving, registering, and classifying records; opening relevant files and closing then when due; Routing information and mails to officers for action.

(2) Storing, Retrieving and Archiving Records: Store Records in such a way that they are accessible and safeguarded against environmental damage; establish the proper capabilities for retrieval of records, while providing the necessary support to ensure the accountability, transparency and regulatory requirements of the company are met.

(3) Skilling and Capacity Development: Lead, mentor, develop, coach, train and appraise subordinates and peers to help them be successful in their roles and to progress in their skills and abilities.

(4) Reporting and Analysis: Develop and implement Monthly Work Plans necessary for executing the above duties and responsibilities and Performance Reports detailing all Records Management aspects within the company.

(5) Any other duties assigned by the immediate supervisor.

Minimum Academic Qualifications

Bachelor’s Degree (Honors) in Records and Archives Management, Library and Information Science or Related Field from a recognized Institution.

Minimum Experience

The applicant should have General Working Experience of at least Two (2) years. The applicant should have served as a Records Officer or related field in a reputable organization for at least One (1) year.

Core Competencies

(1) Knowledge of Records and Archives Management Concepts, Principles and Methods.

(2) Knowledge of Privacy and Data Protection Regulations and relevant procedures

(3) Data Analysis and Data Management

(4) Documentation and Records Management

(5) Proficiency in the use of Microsoft Office Suite and ERP Systems

Behavioural Competencies

(1) Complete Tasks within Set Budgets, Timeframes and Standards

(2) Good Communication and Interpersonal Skills

(3) Ability to take Initiative and Good Decision-Making Skills

(4) Confidentiality, Objectivity and Good Judgement

(5) Ability to Learn and Acquire New and Relevant Skills

(6) Duty of Care while Operating within the terms of Company policies and procedures