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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