Organisation: UGAFODE Microfinance Limited (MDI)
Duty Station: Kampala, Uganda
Ref: HR/STAFF/VAC – 01/04/2025/2
About Organisation:
UGAFODE Microfinance Limited (MDI) is a registered financial institution in Uganda and is adherent to the Central Bank’s regulations and guidelines and was founded in 1994 to provide quality microfinance services.
Job Summary: Responsible for supporting the Administration Officer in the effective records and archives management within UGAFODE including custody retrieval, communication and disposal in line with professional best practices and UGAFODE standard operating procedures as they arise from time to time.
Key Duties and Responsibilities:
- Develop and implement record tracking tools to enable efficient records & archivist management by way of: Tracking register for all staff files received, and Staff files released out to Audit under permission from the department.
- Chief Custodian of UGAFODE records domiciled within Administration unit of the Operations Department as advised from time to time.
- Communicating Records procedures to all staff including;
- Acting as the first point of contact and directing staff in accessing resources as may be required
- Participating in institutional Records led initiatives (meetings, surveys, special projects).
- Coordination of Records Transfers by;
- Instructing staff on records transfer procedures and providing advice where and whenever required.
- Reviewing Records Transfer Lists to ensure accuracy and completeness, before signing and transmitting the lists
- Receiving copies of Transfer Lists after the records have been transferred distributing to the appropriate department
- Assisting in tracking, locating and retrieving records by maintaining a central set of Transfer Lists or data.
- Records Schedule Support through;
- Communicating records scheduling procedures to all departments
- Maintaining a central copy of approved records schedules for the department.
- Ensuring that all departments have up-to-date copies of approved records schedules for their records.
- Ensure adherence to UGAFODE set standards and controls regarding; information management, service level agreements between staff and departments, complaint/escalation management processes, service turnaround time and occupational safety and health by implementing measures aimed at guaranteeing an effective and efficient process.
- Reporting: generation and submission of regular reports on records received, input into the system, retrieved on weekly/monthly/quarterly basis to various stakeholders.
Qualifications, Skills and Experience:
- Minimum of Diploma in Records Management/ Library & Information studies. A Degree level education preferably in Bachelor of Library & Information studies) is added advantage.
- At Least 1 years’ experience in Records Management.
- Swiftness and attention to detail
- Good interpersonal and people skills.
- Good Organization skills.
- Knowledge of database management and use of basic computer programs like Access and Excel is desired
- Hands-on knowledge with Document Archiving Systems
- Knowledge of Bank/MDI business and internal processes
How to Apply:
If you believe you meet the requirements as stated above, submit an application letter together with an up-to-date CV to our email: [email protected]. Save the Documents as Your Full Name & indicate the job title you are applying for in the Email Subject Line. Your applications should be addressed to the Head of Human Resources
Deadline: 6th April 2025
Note: UGAFODE provides equal opportunity in employment to all people and therefore, women are encouraged to apply.
