Job Title: Officer Records and Registries (7 Entry Level Jobs)
Organisation: Uganda Revenue Authority (URA)
Duty Station: Kampala, Uganda
Reports to: Supervisor Records & Registries
Job Code: HRM/072/608
The Uganda Revenue Authority (URA) was established by the Uganda Revenue Authority Statute of 1991 and set up in September of the same year as a central body for assessment and collection of specified revenue, to administer and enforce the laws relating to such revenue and to provide for related matters. This statute incorporated all the laws that were in force then regarding tax collection. The new organization (URA) amalgamated the three tax administration departments that were responsible for all the taxes collected by the Central Government of Uganda.
Job Summary: The Officer Records and Registries will facilitate effective and appropriate management of Uganda Revenue Authority (URA)’s records and provide accessibility and safety from their creation, right through to their eventual disposal.
Key Duties and Responsibilities:
Receive and verify records transferred to and from the registry to enhance a stream lined system in records management:
- Receive records and acknowledge receipt of records from the record users by making reconciliation between the details on the transfer list and actual records.
- Sort and create files for records that are brought for safe custody in the registry.
- Capture records received in the database and update whenever there is change in movement of that particular record.
Retrieve documents requested for by users in the organization to facilitate decision making:
- The jobholder will also analyze user requests for retrieval of records to determine the nature of records requested for.
- Crosscheck in the database or Inventory register to confirm whether records are under custody and their location within the registry.
- Go through the boxes in the identified location and identify documents requested for.
- Record in the borrowers register and issue to the respective borrowers.
- Capture all files in the borrower’s database
- Insert and Update all returned files in the borrower’s database.
Conduct weeding to facilitate optimum utilization of storage space:
- Review transfer forms to determine the nature of records that need to be weeded out of the registry under the guidance of the Retention and Disposal Schedule.
- Compile lists of records that are to be weeded and share with supervisor
- Conduct actual weeding of records from the registry and transfer them to the next level of management either Archive or Disposal.
- Prepare a draft report of records weeded and submit to the supervisor.
- Receive and dispatch all incoming and outgoing correspondences
- Work hand in hand with courier services to ensure that correspondences are delivered on time at their respective destinations.
- Track all correspondences dispatched.
- Manage all URA postal boxes
Qualifications, Skills and Experience:
- The applicants for the Uganda Revenue Authority (URA) Officer Records and Registries jobs should hold Bachelor’s degrees in either: Library & Information Science, Records & Archives Management, Information & Office Management
- Possession of a post graduate qualification in records management or related field is highly desirable
- Proficiency in Electronic Records Management.
- At least two years’ experience in a related field in a reputable organization
- Good Knowledge of National Records and Archives Act, Access to Information Act (2005), Records Management processes and procedures, Electronic transactions Act (2011) and ISO standards
- Excellent written and oral communication skills-
- Excellent interpersonal skills with the ability to multi- task with a high level of integrity
- Resilience with the ability to travel frequently and flexibility with ability to prioritize tasks
- Good analytical skills with close attention to detail.
- Excellent reporting skills with proven sense to confidentiality
- Demonstrated ability to work in teams
- Ability to undertake lifting and carrying of heavy boxes containing paper records safely
- Age: Between 28-38 years
How to Apply:
All suitably qualified and interested candidates who wish to join URA should apply online by visiting the website below. Please go to Careers link, Click Here, ‘CAREERS -> EXPERIENTIAL HIRING -> Login (If new, register, else continue)’ to view detailed job description of the roles and responsibilities and other required competencies. All applicants are required to scan and attach copies of the required academic documents only e.g. Transcript, O’ Level, A’ level, Degree certificates. Each attachment should not exceed a limit of 1 MB and ONLY Portable Document Format (pdf) are allowed.
Note: The list of shortlisted and successful candidates will be published on the URA website. Academic documents for the successful candidates will be vetted and background checks conducted before they are considered for appointment into the Authority. Any applicants found with forged academic documents will be charged in the courts of law.
Deadline: 17th October 2017 at 11:59pm