JOB DETAILS:

The Records Administrator will ensure effective management of the department’s and children’s records, from creation to disposal, while maintaining compliance with relevant regulations.

Key Duties and Responsibilities

• • Compile village audits and share them with the Coordinator and WISE Administrator.
  • Create and manage children’s files, ensuring completeness in hard and soft copies.
  • Facilitate vital document acquisition in collaboration with records officers and social workers.
  • Provide child-related information to the Coordinator and partner teams as requested.
  • Resolve information management issues using software and other resources.
  • Monitor and regulate access to information for the Child Welfare Team and partners.
  • Update children’s photos and profiles on the Watoto Information System Exchange (WISE).
  • Scan and upload all children’s records/documents to WISE.
  • Update children’s statuses on WISE as advised by Social Workers or the Coordinator.
  • Ensure bio-information in WISE matches village records.
  • Maintain compliance with records and document management procedures.
  • Support team members in using the Child Welfare Records Database.
  • Respond to internal and external information inquiries.
  • Provide relevant child information and legal documents to various departments.
  • Advise staff on records management and support stakeholders in records-keeping.
  • Ensure quality assurance of children’s files, including tracking, retrieval, and preservation.
  • Assist Social Workers in updating the OVCMIS for government stakeholders.

Qualifications, Skills, and Experience

• Bachelor’s degree in Library and Information Science, Records and Archives Management, or a related field from a recognized university.
• At least 4 years of experience in data management for decision-making and performance improvement.
• Proven experience in tracking records and working in cross-functional environments.
• Experience with vulnerable children, families, and communities.
• Knowledge of Uganda’s childcare legislation and regulations.
• Proficiency in MS Word, Excel, and PowerPoint.