Records Administrator

Job Description

Organisation: Watoto ChildCare Ministries

Duty Station: Watoto Church – Gulu

Watoto Church and Childcare Ministries has experienced exponential growth in the past couple of years, composed of multiple Celebration Centres (Campuses) and diverse Community care initiatives that include Childcare, Community and Neighborhood, Education and FM Radio amongst others. In all of this, Watoto remains a local church, committed to celebrating Christ and caring for community.

We are seeking to recruit a Records Administrator who will be responsible for ensuring effective and appropriate management of the department’s and children’s records from their creation through to their eventual disposal.

Key Duties and Responsibilities (but not limited to).

• Compile village Audits and share with the Coordinator and the WISE (Watoto Information
  System Exchange) Administrator in charge
• Create and ensure proper management of children’s files
• Ensure vital document acquisition is done, working with the records officers and social workers.
• Give correspondence on child-related information as and when requested by the coordinator and other partner Teams.
• Ensure completeness of records both in a hard and soft copy
• Resolve problems with information management by effective use of software and other information management resources.
• Enable and monitor appropriate access to information for the Child Welfare Team Members and other partner Teams.
• Update children’s photos on file
• Ensure that all children’s information is up to date on the Watoto Information System
  Exchange (WISE)
• Scan and upload all children’s records/Documents on WISE
• Update children’s statuses on WISE as advised by the resident Social Worker or Coordinator
• Create and update children’s profiles
• Monitor regulatory activity to maintain compliance with records and document management procedures.
• Support team members in utilising the Child Welfare Records Database
• Ensure that the bio-information in WISE matches what is actually in the village
• Respond to internal and/or external information inquiries.
• Avail various departments with relevant child information and legal documents.
• Advise staff in other departments on the management of their records and information
• Support stakeholders in records-keeping issues
• Ensure quality assurance of children’s files, shelves, accountability (sign before document/file is taken), file tracking/retrieving, and file/ record preservation (replacing worn-out files)
• Support the Social workers in updating the OVCMIS as expected by the government stakeholders

Qualifications, Skills and Experience.

• Bachelor’s degree in Library and Information Science or Records and Archives Management and any other related field from a recognised university.
• Has at least 4 years of experience with data management for decision making and performance improvement
• Experience in tracking records
• Data analysis/use and evidence-based decision-making.
• Experience in keeping track of records, working in a cross-functional environment.
  Experience working with vulnerable children, families, and communities.
• Possess knowledge of relevant childcare legislation and regulations of Uganda
• Good computer skills such as MS Word, Excel, PowerPoint

DEADLINE: 27th/ June /2025.

CLICK HERE TO APPLY AND DETAILS