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JD Records and Archives Officer

The job is responsible for managing records and archives, including developing policies and procedures, overseeing the records lifecycle from creation to disposal, and ensuring compliance. The role also involves training staff, implementing digital records management, and developing disaster recovery plans.

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227 views3 pages

JD Records and Archives Officer

The job is responsible for managing records and archives, including developing policies and procedures, overseeing the records lifecycle from creation to disposal, and ensuring compliance. The role also involves training staff, implementing digital records management, and developing disaster recovery plans.

Uploaded by

Kevin
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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JOB DESCRIPTION FOR RECORDS AND ARCHIVES OFFICER

JOB TITLE: RECORDS AND WORK CENTER: KARUMA/ISIMBA


ARCHIVES OFFICER HPP
SUPERVISOR/MANAGER TITLE: DEPARTMENT: HUMAN
SENIOR RECORDS AND ARCHIVES RESOURCE AND
OFFICER ADMINISTRATION
Job Summary: Description of the purpose of the job

The Records and Archives Officer is responsible for the effective management, organization,
and preservation of records and archives within the organization. This role involves
overseeing the entire records lifecycle, from creation and implementing efficient systems for
recordkeeping and retrieval. The Records and Archives Officer ensures compliance with
relevant regulations and best practices, enabling seamless access to historical and current
information critical to the organization's operations.

Key Responsibilities: Brief description of duties or the responsibilities for the


job
1. Records Management:
• Develop and implement comprehensive records management business processes,
policies, procedures, and guidelines.
• Establish and maintain a centralized records management system for both physical
and digital records.
• Oversee the classification, indexing, and cataloging of records to facilitate easy
retrieval and access.
• Regularly undertake analytics, audits to ensure the accuracy, completeness, and
compliance of records.
2. Archives Management:
• Develop and implement comprehensive Archives management business processes,
policies, procedures, and guidelines.
• Manage the archival process, including appraisal, selection, accessioning, and
arrangement of historical records.
• Preserve and protect archival materials through proper storage and conservation
techniques.
• Create finding aids, inventories, and descriptive metadata to facilitate research and
reference requests.
• Facilitate public access to archival materials while adhering to confidentiality and
copyright requirements.
3. Records Retention and Disposition:
• Develop and enforce records retention protocol and schedules to ensure legal and
regulatory compliance.
• Coordinate the secure disposal or transfer of records that have met their retention
period.
• Ensure that sensitive records are appropriately destroyed or stored in compliance
with data protection regulations.

Rev No: 00 Issue Date: Nov 2016 ID No: UEGCL/HR/GR/32


4. Training and Education:
• Conduct training sessions for staff on records management best practices, policies,
and procedures.
• Promote awareness of the importance of records and archives management
throughout the organization.
5. Digital Records and Information Management:
• Implement strategies for the management of electronic records, including emails,
databases, and digital files.
• Collaborate with IT and relevant stakeholders to maintain the integrity and security
of digital records.
6. Compliance and Governance:
• Monitor, analyses and snsure compliance with relevant legal, regulatory, and industry
standards related to records management.
• Stay informed about changes in records management best practices and update
policies accordingly.
7. Disaster Recovery and Business Continuity:
• Develop and maintain back up, disaster recovery plans for records and archives in
the event of emergencies or disasters.
• Implement measures to protect records from potential risks, such as fire, water
damage, cyber-attack and or theft.
8. Collaboration and Communication:
• Liaise with different departments and teams to understand their records management
needs and provide support.
• Respond to internal and external inquiries related to records and archives
9. Cross cutting
• Data analytiscs and analysis of the Records and Archives business Chain
• Risk assessment and risk mitigation
• Establish Archives and Records processes to international standards.
• Any other duties as may be assigned.
• Develop and implement security of the records and archives.
• Ensure integration of records and achieves data collection and retrieval both
horizontally and vertically(at the sites and within the different departments)
•
Reporting Relationships
Supervisor: Senior Records Officer
Subordinate: Nil
Contacts/liaise with the following offices:
Internally
• All UEGCL staff
Externally
• UEGCL Stakeholders
Education and Professional Requirements: The minimum education level
required to perform this job.

Rev No: 00 Issue Date: Nov 2016 ID No: UEGCL/HR/GR/32


• Bachelor's degree in Records Management, Archival Science, Information Management,
or a related field.

Related Job Experience/Qualification: The Experience required to perform this job.


• A minimum of 3 years proven experience in records and archives management, including
both physical and digital records in a similar position
Additional Skills/Competences: In addition to the experience and educational
requirements listed above
• Familiarity with records management software and digital archiving systems.
• Strong knowledge of records management principles, practices, and standards.
• Attention to detail and ability to maintain accurate and organized records.
• Excellent communication and interpersonal skills.
• Knowledge of relevant laws, regulations, and compliance requirements related to
records management.
• Demonstrated ability to work independently, manage multiple priorities, and meet
deadlines.
• Awareness of the significance of records and archives in preserving institutional memory
and promoting transparency.

Rev No: 00 Issue Date: Nov 2016 ID No: UEGCL/HR/GR/32

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