Summary
Date Posted: Monday, October 18, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Job title: 2 Archiving & Records Intern
Department: Transparency & Compliance
Direct Hierarchy: Compliance Officer
Contract Type: Fixed Term Contract (04 months)
Remuneration: UGX 360,000 - UGX 467,000

Overview
ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.acted.org
ACTED Uganda is looking for a self-driven and self-oriented person to fill the position of Archiving & Records Intern based in Kampala-Uganda.

Job Purpose
The Archiving & Records Intern will be responsible for supporting records creation, appraising, accessioning, preserving, describing, maintaining and providing access to records and archives both in paper and electronic formats. S/He will keep ACTED’s documents on track and preserve them for future use with the guidance of ACTED information management Policies and guidelines under the administrative direction of the Compliance Officer.

Duties and Responsibilities
• Sorting, re-organization and recording of all ACTED project and operational documentations.
• Maintaining physical control and security of records/archives in various formats (paper & digital) according to agreed processes and procedures.
• Identifying old records for disposal and participating in the development of a records disposal plan/list with the Compliance Officer.
• Ensuring all Shelves are well labelled for easy document identification by internal & external users.
• Capture, analyze, organize and record all important information that serves to identify, manage, locate and explain archival materials and context of internal records.
• Developing an internal database for tracking ACTED Project records.
• Supporting in scanning of all project files and uploading them on to the server in accordance to the ACTED scan & Digitization Policy framework.
• Developing a database for tracking the records retention schedule.
• Coordinating with Compliance Officer to liaise with HODs for missing Physical documentation.
• Support transfers and deposits by ensuring proper handling and packaging of records & archives by ACTED staff/ identified agency.

Qualifications/Skills Required
• Enrolled for a recognized undergraduate program at the time of application with a background in relevant course such as Records & Archiving Management, Bachelor degree in Business Administration, Commerce, Accounting and Finance or any other equivalent
• Excellent communication, organization and presentation skills.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Ability to work efficiently under pressure
• Fluent in oral and written English

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

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Job application procedure
Motivated and qualified Uganda Nationals with the required skills are invited to submit their applications to uganda.jobs@acted.org by with the subject line: APPLICATION FOR ARCHIVING & RECORDS INTERN – UGANDA accompanied with:
• Curriculum Vitae (Maximum 02 Pages)
• Cover Letter (Maximum 01 Page)
Cover Letter and CV must be shared as a single PDF document i.e with the Cover Letter being on the first page and CV starting on the next page, detailing 03 work referees and their day time contacts. Please do not attach any other documents while sending your application. If required they will be requested at a later stage.
Applications failing to respect the criteria above will not be considered.
Please note:
• Only shortlisted candidates will be contacted.
• Review of Applications and Shortlisting will be done on rolling basis and ACTED reserves the right to hire before the deadline.
• ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent(s) in connection with recruitment**.**
ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behavior and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
ACTED is an Equal Opportunity Employer

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