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Petroleum Authority of Uganda   |   Uganda   |   Log in or register to see the closing date

Records & Registry Officer

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Permanent

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Job Summary

Manage the storage and movement of PAU records in order to facilitate safety, timely and easy access to records in the organization.

All applicants are required to scan and attach certified copies of the required academic documents only e.g. Transcript, O’ Level, A’ level, Degree certificates. Each attachment should not exceed a limit of 1MB and ONLY Portable Document Format (pdf) are allowed.


Responsibilities

  1. Analyze requests from users for transfer and determine the status of the records against standards.
  2. Issue out boxes for packing of records that are to be transferred to the Records Centre.
  3. Receive and Acknowledge receipt of records from the record users by making reconciliation between the details on the transfer list and actual records.
  4. Capture records received in the database and update whenever there is change in movement of that particular record.
  5. Conduct sensitizations and provide hands on assistance to staff on records management.
  6. Conduct compliance inspections on records management to enhance adherence to records management standards.
  7. Identify space, prepare location numbers and paste them on the transferred records.
  8. Update and file the transfer forms in the respective department box files.
  9. Prepare reports on records received in the Records Centre and submit to the supervisor.
  10. Analyze user requests for retrieval of records to determine the nature of records.
  11. Check through Records Centre database/ departmental transfer forms to confirm and retrieve the requested records.
  12. Update the status of borrowed files in the file tracking data base/ register.
  13. Prepare a list of all borrowed records and submit to the line supervisor for action.
  14. Receive and acknowledge receipt of borrowed files and reconcile the details in the file tracking database.
  15. Conduct a file census to account for files in the records center and update their status database.
  16. Prepare reports for the activities done and submit to the supervisor.
  17. Study transfer forms to determine the nature of records that need to be weeded out of the Records Centre.
  18. Compile lists of records that are to be weeded.
  19. Conduct actual weeding of records from the shelves and pack them in labelled gunny bags and attach the transfer lists.
  20. Compile lists of records to be disposed off and submit to the supervisor.
  21. Participate in the actual disposal of records to ensure adherence to procedures and guidelines by service providers.
  22. Prepare the disposal report and submit to the line supervisor for review.
  23. Perform any other duties as may be assigned from time to time.


General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Permanent
Job type: Full Time
Location: Uganda
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required skills: Database administration; Reporting; Training program planning; File management and data back-up; Document and archive management
Required languages: English (Spoken: fluent | Written: fluent)

Petroleum Authority of Uganda

Energy, utilities, environmentCompany size: 500-1000 people

Welcome to the Petroleum Authority of Uganda (PAU). The mandate of the PAU is to monitor and regulate the exploration, development and production, together with the refining, gas conversion, transportation and storage of petroleum in Uganda.