Summary
Date Posted: Monday, July 31 2023, Base Salary: Not Disclosed

JOB DETAILS:
The Role of the Records Officer;
▪ To undertake day to day operations of the Registry and effectively manage the storage, retrieval and safety of all records of the Institute.
Responsibilities of the Records Officer;
▪ Create and maintain records registries to ensure fast, real-time retrieval of information.
▪ Receive, register, open and classify documents that come in the registry and enter them in the relevant registers.
▪ Conduct weekly file tracking and reconciliation
▪ Maintain a credible register of academic records for all students enrolled in different programs under the Institute.
▪ Maintain individual student files containing admission records and examination results for each year
▪ Organize students’ marks and record retrieval in liaison with Departments
▪ Update the Institute electronic records management system, and enter all records and information in the relevant sections
▪ Liaise with the registration office to ensure proper management of student files and work with the examination office to collect student marks, and prepare students’ academic documents
▪ Ensure proper and safe custody of both due tests and examinations, as well student answer
scripts from tests and examinations that have been undertaken (both internal, and external assessments).
▪ In coordination with the E-Learning Officer, ensure that all study materials, and library resources are properly indexed into the respective systems, and backed up in the Institute repositories
▪ Assist in auditing records and records systems, and support other offices in proper indexing and storage of documents such as contracts, among other similar resources
▪ Manage the process of retention and disposition of records.
▪ Assist in the planning and budgeting for the records office
▪ Support the development and review of records policies and records procedure manuals
▪ Provide advisory knowledge on records management in different department, and advise on filing system;
▪ In consultation with the Institute Administrator, appropriately label all record files, and manual registers
▪ Perform any other duties as may be assigned from time to time.

Key technical skills and knowledge:
▪ Good written and verbal Communication Skills
▪ Good data entry skills.
▪ Proficiency in MS Office Applications.
▪ Ability to work independently and as part of a team
▪ Honesty and integrity
▪ Good planning and organizational skills
▪ Good attention to detail
▪ Reporting Skills
▪ Fluent in English
▪ Excellent analytical, and problem-solving skills
▪ Willing to contribute positively as part of a growing Institution and team
▪ Keen attention to detail
▪ Proactivity and a desire to create a positive impact in this role
▪ Good time management skills

Qualifications / Requirements
▪ An Honours Bachelor’s Degree in Library and Information Science or an Honours degree in Records and Archives Management from a recognized university.
▪ Prior experience in records management, and /or a postgraduate qualification in Library and Information Science and any other professional qualification in this field an added advantage.

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• Interested candidates should submit their CVs, along with all other supporting documents to:
• careers@bit.ac.ug  not later than 10th August, 2023, 05:00 pm.
• NOTE: Only shortlisted candidates will be contacted.

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