Records Officer – Billbrain Institute of Technology

August 2, 2023

Job Title: Records Officer

Organization: Billbrain Institute of Technology (BIT)

Duty station: Kampala


Roles and responsibilities:

  • To undertake day to day operations of the Registry and effectively manage the storage, retrieval and safety of all records of the Institute.
    Responsibilities of the Records Officer;
  • Create and maintain records registries to ensure fast, real-time retrieval of information.
  • Receive, register, open and classify documents that come in the registry and enter them in the relevant registers.
  • Conduct weekly file tracking and reconciliation
  • Maintain a credible register of academic records for all students enrolled in different programs under the Institute.
  • Maintain individual student files containing admission records and examination results for each year
  • Organize students’ marks and record retrieval in liaison with Departments
  • Update the Institute electronic records management system, and enter all records and information in the relevant sections
  • Liaise with the registration office to ensure proper management of student files and work with the examination office to collect student marks, and prepare students’ academic documents
  • Ensure proper and safe custody of both due tests and examinations, as well student answer
    scripts from tests and examinations that have been undertaken (both internal, and external assessments).
  • In coordination with the E-Learning Officer, ensure that all study materials, and library resources are properly indexed into the respective systems, and backed up in the Institute repositories
  • Assist in auditing records and records systems, and support other offices in proper indexing and storage of documents such as contracts, among other similar resources
  • Manage the process of retention and disposition of records.
  • Assist in the planning and budgeting for the records office
  • Support the development and review of records policies and records procedure manuals
  • Provide advisory knowledge on records management in different department, and advise on the filing system;


Minimum qualifications:

  • An Honours Bachelor’s Degree in Library and Information Science or an Honours degree in Records and Archives Management from a recognized university.
  • Prior experience in records management, and /or a postgraduate qualification in Library and Information Science and any other professional qualification in this field is an added advantage.
  • Good written and verbal Communication Skills
    ▪ Good data entry skills.
    ▪ Proficiency in MS Office Applications.
    ▪ Ability to work independently and as part of a team
    ▪ Honesty and integrity
    ▪ Good planning and organizational skills
    ▪ Good attention to detail
    ▪ Reporting Skills
    ▪ Fluent in English
    ▪ Excellent analytical, and problem-solving skills
    ▪ Willing to contribute positively as part of a growing Institution and team
    ▪ Keen attention to detail
    ▪ Proactivity and a desire to create a positive impact in this role
    ▪ Good time management skills


How to Apply:

Interested candidates should submit their CVs, along with all other supporting documents to:

Deadline: 10th August, 2023, 05:00 pm.


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