Officer – Records

Main Purpose:

To effectively handle the company’s records management and organizational. Additionally, responsible for arranging, describing, preserving and providing access to Company records, documents and other materials with long-term, historical value and importance.

MTN Uganda Limited is an equal opportunity employer and is seeking to recruit a competent individual to fill the following position.

Job Title: Officer – Records

Reports to: Senior Manager – Commercial Legal & Company Secretarial

No. of Vacancies: 1

Main Job Functions:

• Receive, verify, record, and safely shelve and store documents.
• Retrieve, register, and issue documents as requested and approved.
• Arrange for destruction of obsolete records as per approved lists.
• Receive, record, and sort incoming mail for distribution and dispatch outgoing mail.
• Prepare and process necessary paperwork related to mail services and maintain records of quantities and descriptions of materials received and distributed.
• Assist in supervising all service providers carrying out works in the archives e.g. fumigators.
• Maintain an inventory of all records in the records repository and keep the access register up to date.
• Advise on records that have overstayed their return dates.
• Preserve and conserve from time to time all the records in his or her jurisdiction to facilitate the continued existence of the MTN’s information sources.
• Timely retrieval of records requested by authorized staff against formal fully signed requisitions submitted to the Records Office and ensure correct refilling of the returned records.
• Maintain a well-organized and neat Records Repository with orderly filling and shelving as per MTN standards.
• Maintain an updated process flow for the management of all categories of records in the Records repository and maintain an updated records status of all records movement outside the Records Repository.
• Restrict access to unauthorized staff from gaining access to the company Information sources.
• Catalogue, classify and index all the records delivered to Stores for proper storage.
• Advise on emerging filling space needs in a timely manner.
• Recommend and assist with implementation of records storage and indexing solutions and may develop databases and information access systems, as time and resources may allow.
• Perform any other duties that may be assigned from time to time by the supervisor.

Education

• Bachelor’s Degree in Records and Archives Management, Library and Information Science or a business related field.

Work Experience        

• Minimum of 2 years’ work experience, with experience in digital records systems and management.
• Good understanding of records and archives management principles.       
• Strong interpersonal skills and commitment to continuous improvement and learning.
• Ability to balance working independently with collaborating effectively with a team.
• Strong organizational skills and detail-oriented.

Competencies                                                                                                                                     

• Strong interpersonal skills and commitment to continuous improvement and learning.
• Ability to balance working independently with collaborating effectively with a team.
• Strong organizational skills and detail-oriented.