Archives & Records Associate at Uganda Airlines

Job Summary
Archives & Records Associate shall oversee Uganda Airlines records from their creation and preservation through to disposal as per company/regulatory set standards.
Key accountabilities /responsibilities:

• Process, file and organize records and files according to company policies and procedures in both computer and paper filing systems
• Provide customer service to individuals requesting information while also following company guidelines and observing any legal restrictions on information sharing
• Operate telephone systems to answer and route incoming and interoffice calls, along with taking and delivering messages, scheduling appointments, and managing call routing based on requests and company policies
• Research records upon request and maintains logs of requests by tracking the movement of files and information through schedules and calendars to ensure no records are lost or misplaced and that they are returned when borrowed
• Preparing new files and setting them up in both the computer and paper systems according to company procedures to ensure information is complete and files are included in all systems
• Ensure that all department records are properly labeled for easy access.
• Assist departments to retrieve documentation especially during various audits.
• Assist with the management and routine assessment of inventory and supplies.
• Compose correspondence to external and internal parties as requested.

Academic Requirements and Relevant Experience

• Bachelor’s Degree in Office and Information Management  or similar
• 2-3 years of experience in a busy office environment handling records
• Experience with Microsoft applications; Word, PowerPoint, Excel, and others
• Experience with handling people requests and updating files
• Experience in using office equipment, printers, faxes, scanners, binders, etc.
• Clean criminal background
• Solid knowledge of office procedures and protocols
• Proven knowledge in document safety systems and procedures
• Proficiency in documenting processes and keeping up with industry trends

Required skills

• Patience
• Meticulousness
• Capable of prioritizing
• Good problem-solving skills
• Analytical skills
• Administrative skills
• Organizational skills
• High level of confidentiality
• Communication and influencing skills, especially when requiring colleagues to hand over records or to use the systems correctly.

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