Records Management Officer job at Uganda Railways Corporation (URC) | Apply Now

Participating in policy formulation for the Library and Registry

• Prepares library policies and procedure manual

• Participate in revising and updating policies, strategies and plans.

• Carries out research and benchmarking for best practices.

Participating in Planning, Budgeting and Budgetary control

• Proposes plans and budgets for Library and Registry materials, services, systems and staff.

Information Management Process

• Ensures the efficient implementation of systems and regulations necessary to run the library professionally.

• Organizes library records for cataloguing and classification of books and periodicals to ensure easy retrieval.

• Ensures availability up to date information materials relevant to aviation industry.

• Reviews the Library systems to ensure compliance to policies and procedures.

• Ensures effective and efficient collection development for the Authority.

• Carries out effective material preservation.

• Carries out effective and efficient archiving of information materials.

• Ensures that adequate security is in place to safeguard all information in the library against loss and destruction

• Maintains and continually updates the Electronic Library Management System (ELMS)

• Builds networking partnerships with other aviation libraries especially within the region, and ensures regular exchange of correspondence to share information

• Uses the internet to update information and search for relevant information for users to ensure use of current and diverse information

• Provides accurate and timely responses to user’s requests for information

• Produces regular bulletins/circulars of the awareness service to users to promote the use of the library services

• Ensures awareness of new arrivals, rules and regulations and informs users of new developments.

Preparation and submission of Reports

• Compiles relevant periodic reports for submission to the Principal Administration Officer.

Establish and implement an issuing and loan system.

• Establishes, implements and reviews an issuing and loan mechanism which enables URC staff to borrow information materials and to keep track of all issued materials.

• Ensures that the issuing and loaning mechanism

Cataloguing and classification of URC library material

• Catalogues and classifies books and periodicals according to the various functions of URC and/or aviation functions for timely search and retrieval of documents in the library.

Registry Management

• Ensures effective and best practices for Registry Management systems

• Participates in benchmarking and research to ensure that URC keeps up to date with current trends in Registry Management

• Enforces adherence to policies and procedures for safeguarding URC’s information.

• Implements and reviews the system of issuing and returning and documents

• Ensures that the Registry system functions to enable URC officials perform their duties effectively

Document Management

• Ensures an orderly and systematic flow of official correspondence and/or documents in and out of the Registry.

• Maintains safe custody of all files and documents and their availability, as and when required by the users.

Maintaining an efficient Registry process

• Maintains an effective classification system to ensure accurate retrieval and dissemination of documents.

• Supervises handling and delivery of official correspondence to ensure confidentiality

• Participates in preservation of all the Corporation’s records in the registry at all times.

• Maintains and updates the records classification index.

• Carries out file census exercise

Human Resources Management

• Inputs into the department’s manpower requirements

• Supervises staff to ensure that staff deliver results expected.

• Implements performance management on own direct reports in the department

• Conducts and ensures adequate on the job training for staff in the Information section.

Carries out any other lawful assignment allocated by the immediate Supervisor.

• The jobholder is cooperative and readily responds to any ad hoc tasks assigned to him.