Records Officer

Location:

Kampala, Uganda

Salary:

1.5 million shs

Posted:

December 12, 2020

Contact this candidate

Resume:

KIGAYE ISAAC

070*******/077*******

adilv5@r.postjobfree.com

7th December/2020

To the Human Resource and

Administration Manager,

East African Medical vitals limited

Dear sir/madam

REF: APPLICATION FOR A POST OF RECORDS ARCHIVES OFFICER.

With much gratitude and honour sir/madam, I write to express my interests in the position of Records and Archives Officer advertised on your website. I am Isaac Kigaye a graduate from Makerere University and my major was a bachelor in records and archives management. I have attained relevant experience in data and information management, Records management skills for both paper and electronic records and in my previous roles.

My last appointment was with Mu-jhu care limited as a Records department supervisor which ended on the 30th / April/ 2020, while there i was responsible for day to day operations for the department while as leading new innovations in the department, leading company transition from paper based records to e-records as a project head Digitization project, Responsible for proper storage and retrieval of both electronic and paper records, i was project lead database establishment project, Established an off-site storage archive, designed the filling system in the registry, led the data entry process by the records clerks, coached and mentored clerks about new systems, ensured data verification and data validation with in the department, run queries on database as elaborate in my cv.

Am suitable for this position as i have a great deal of experience and skill in managing information, ensuring data quality control through data validation and verification, i am versatile, enthusiastic, efficient and reliable, i believe i would be an ideal candidate for the vacant Records and Archives Officer role as am keen to work for an ambitious company such as yours.

Thanks for your good time; you can contact me on my address above look forward to hearing from you.

Yours faithfully

KIGAYE ISAAC

Gender: Male

Nationality: Ugandan

Profession : Records and information management Officer

Cell: +256*********, +256*********

adilv5@r.postjobfree.com

Profile

A hard working and self-motivated qualified Records officer, with professional judgement, supervisory experience and the ability to use own initiative but also work as part of a team. An effective communicator at all levels with good problem solving and analytical skills. Proactive and highly enthusiastic with strong interpersonal skills. Ability to operate under immense pressure to deliver effective results, and meet tight deadlines.

Languages

Language

Spoken

Written

English

Excellent

Luganda

Excellent

Lugwere

Excellent

Lusoga

Excellent

Fair

EDUCATION AND QUALIFICATION

Makerere University 2013-2017

Bachelor of Records and Archives Management

Lugazi Homestone School 2011-2012

Uganda Advanced Certificate of Education (UACE)

Bugwere high school 2007-2010

Uganda Certificate of Education (UCE)

Namirembe Day & Mixed Boarding Primary School 2000 - 2006

Primary Leaving Examination

basic TRAINING

FIRE SAFETY AWARENESS

ARCHIVES MANAGEMENT.

GOOD CLINICAL PRACTICES

HUMAN SUBJECT PROTECTION

ACHIVEMENTS

Set up an archive at mu-jhu off-site storage site hence achieving an on the spot award

Project head, Records database establishment project at Mu-jhu.

Invented the electronic records management system.

Project head digitisation project at mu-jhu.

Skills development of records staff while in transition to electronic records management

Designed the filing system in the registry and archive at Mu-jhu.

CAREER PROFILE

MU-JHU RESEARCH COLLABORATION 7th/April/2019- 30th/ April/ 2020

RECORDS DEPARTMENT SUPERVISOR

Roles and responsibilities

Heading the records team and Responsible for the day-to-day supervision and guidance of permanent and temporary staff in the records office hence conducting outreach programmes and oversee training for staff on knowledge management tools.

Management of correspondences ie receiving, classifying, indexing, cataloguing, arranging, distribution and proper storage of both electronic and paper-based records.

Developing strategies, policies and procedures for Mu-jhu records management programme. Worked with key stakeholders in identifying legal and regulatory requirements for records management

Maintain and ensure protection of data as per MU-JHU standard requirements.

Referring to policy & legislative requirements in order to determine the length of time company records are kept.

Develop and implement key performance indicators for Records assistants and data clerks basing on the job description hence improving on the productivity of all staff by 90%

Provided quality control and oversight of data collected and identify errors in correction and input.

Plan and supervise the fulfilment of records management processes e.g. inventorying, registration, classification, indexing, storage, retention, preservation etc.

Design and Implement the use of an automated records management system across the organisation. Participate in meetings, evaluations and testing of proposed records and document management systems

Potentially overseeing the transition from paper to electronic management systems.

Prepared the files and documents required during audits and external monitoring visits whereas ensured routine delivery of files to responsible action officers.

Developed data management systems through documentation, implementation and coordination of standardised information flow

Developing and maintaining standard operating procedures and the records management policy for the records department hence ensuring confidentiality matters as prescribed by the records policy.

Utilize computerized data entry equipment and programs to enter, store and/or retrieve information as required within set timelines.

Creating & maintaining company databases to ensure quick retrieval of information.

Conducted monthly records systems audit hence determining the state and life cycle of records from active to inactive state.

Design, maintain and Implement requirements of the records management policy and its supporting documents throughout the organisation.

UGANDA BREWERIES LIMITED Jan/02/2018-30/March/2019

REGIONAL SALES SUPERVISOR KLA SOUTH. (Star project).

Roles and responsibilities

Provided leadership and manage performance to all team members in the region achieving all sales targets set by the Divisional sales manager for the region and each distribution point.

Attended and resolved customers and sales persons queries in the region hence bridging the communication gap between the customers and sales representatives

Carry out market audits to analyse competitors and measure customer perceptions of the brand;

Supervised the distribution and supply line in the region and be involved in sales process with in the region.

Supervised a team to ensure productivity, efficiency and effectiveness of all UGANDA BREWARIES LIMITED STAFF in the region in order to meet the company sales objectives.

Manage the sales team through allocation of work, deployment, leave management and submission of regional work plans;

Offer training to the sales team through coaching, on the job training and training needs identification to ensure they have desirable pre-requisite skills;

Ensured Punctual and accurate submission of returns and weekly reports which helped the divisional and regional sales managers to take decision and create new sales innovations like market storms in the region

Ensured that there is retention and growth in the number of actual and active Van Sales Representatives and TDR’ by having continuous training to all regional sales staff

Build strategic alliances and customer relationships to ensure competitive brand positioning

KENYA COMMERCIAL BANK January- Dec/30/2017

RECORDS OFFICER. (Kyc project).

Roles and responsibilities

Retrieved data and information from branches and data entry of retrieved information at the Data recovery site/centre in kololo.

Supervised records clerks in filling, digitization and oversaw organization records from creation and preservation through disposal.

Developed and evaluated the existing records management systems, Maintained proper filling systems in line with the records life cycle and records archival storage systems onsite and off-site centres

Reviewed accounts opening forms and archives them to enhance proper storage and retrieval when information is needed.

Reviewed all account opening application forms including dispensation forms scanned and Workflow and compare with physical mandates to confirm consistency and compliance as per requirements

Make appropriate account amendments or updates on customers’ accounts as required by the business from time to time as may be required.

Participated in all branch trainings, road shows and preparation of training packs to be shared with branches to improve knowledge and skill as organized by the Liabilities Operations team.

Maintained the service level agreement (SLA) between the Liabilities Operations team and branches / canters.

technical skills

Strong communication and Excellent interpersonal skills

Team player and Ability to multi-task.

Strong interpersonal, team working and relationship skills.

Excellent numerical skills and analytical skills

Attention to details and Time management skills

Manual and electronic records management skills.

IT Skills: Microsoft and working knowledge of STATA, SPSS, REDCAP, MEDI DATA S etc.

Leadership and supervisory skills.

References

Joel kafiire