Records Officer | Kabale University

About Kabale University

Job Summary

Key Responsibilities

• Develop and implement records management programmes in line with University policies.
• Establish procedures and strategies for effective records administration.
• Ensure compliance with records management standards.
• Improve efficiency in records storage, retrieval, and preservation.
• Support continuous improvement of records services.

Records Planning and Administration

• Preparing work plans for the Records Section.
• Developing records management targets and objectives.
• Monitoring implementation of records activities.
• Preparing reports on records management performance.
• Supporting administrative decision-making through accurate information management.

Electronic Records Management Systems

• Establish and monitor electronic records management systems.
• Support digital storage and retrieval of institutional documents.
• Improve access to electronic information resources.
• Ensure data accuracy and security within records systems.
• Support digital transformation of records processes.

Records Security and Preservation

• Ensuring confidentiality and security of University records.
• Implementing proper records storage procedures.
• Protecting sensitive institutional information.
• Monitoring access to official documents.
• Ensuring proper preservation of important records.

Records Auditing and Compliance

• Conduct periodic audits of the University records management system.
• Identify gaps and recommend improvements.
• Ensure records systems comply with institutional policies.
• Monitor effectiveness of records procedures.
• Prepare audit findings and recommendations.

Archives and Records Transition Management

• Coordinating movement of semi-current records into archives.
• Ensuring proper classification and arrangement of archived documents.
• Maintaining archive inventories.
• Supporting long-term preservation of institutional records.

Risk Management and Records Protection

• Identify risks affecting records security and accessibility.
• Report hazards within records management processes.
• Recommend corrective measures.
• Implement actions to reduce future records management risks.

Required Qualifications

• A Master’s Degree in any of the following fields:
  • Information Science.
  • Records and Archives Management.
  • Library and Information Science.
  • Information Technology.
  • Any related field from a recognised institution.

Experience Requirements

• At least three (3) years of working experience in records management in a reputable organisation.

• University records management.
• Digital records systems.
• Archives administration.
• Document control.
• Information governance.

Required Skills and Competencies

• Strong records management knowledge.
• Excellent organisational skills.
• Knowledge of electronic document management systems.
• Data management skills.
• Strong attention to detail.
• Good filing and classification skills.
• Ability to maintain confidentiality.
• Excellent communication skills.
• Good interpersonal skills.
• Problem-solving abilities.
• Computer literacy skills.
• Ability to work independently and manage deadlines.

Why Join Kabale University?

• Manage important institutional information resources.
• Support digital records transformation.
• Develop expertise in information governance.
• Work within a higher education environment.
• Contribute to efficient university administration.
• Build a professional career in records and information management.

Career Growth Opportunities

• Senior Records Officer
• Records Manager
• Archives Manager
• Information Management Specialist
• Document Control Manager
• Information Governance Officer
• University Administration Manager
• Knowledge Management Specialist

What Should Be Included in Your CV

• Records management expertise.
• Information management experience.
• Digital records skills.
• Career achievements.
• Areas of specialisation.

• Master’s Degree qualification.
• Bachelor’s Degree.
• Professional certifications.
• Relevant training.
• Institutions attended.

• Document classification.
• Filing systems management.
• Records retention.
• Archives management.
• Document tracking.
• Information security.
• Records audits.

• Electronic Document Management Systems (EDMS).
• Digital archives.
• Database management.
• Information systems.
• Data security procedures.

• Improved filing systems.
• Digitised records.
• Reduced document retrieval time.
• Developed records procedures.
• Managed large information databases.

• Microsoft Office Suite.
• Database systems.
• Records management software.
• Data entry systems.
• Digital storage platforms.

• Records management associations.
• Information science organisations.
• Library and archives bodies.

• Records management experience.
• Professional conduct.
• Information handling skills.
• Organisational ability.

Interview Preparation Tips

• Records management principles.
• Electronic records management systems.
• Data security and confidentiality.
• Archives management.
• Records retention schedules.
• Handling sensitive documents.
• Improving filing systems.
• Conducting records audits.
• Digital transformation of records.
• Experience managing institutional information.

CV Writing Tips

• Highlight records and information management qualifications.
• Demonstrate practical records management experience.
• Include digital records expertise.
• Mention achievements in improving information systems.
• Show knowledge of confidentiality and compliance.
• Use measurable results where possible.

Cover Letter Tips

• Explain your interest in joining Kabale University.
• Highlight your records management experience.
• Demonstrate knowledge of information systems.
• Mention achievements in records organisation and security.
• Show commitment to effective information governance.

Application Procedure

• Updated CV.
• Academic certificates.
• Professional documents.
• Relevant supporting documents.