Vacancy title:
Records Administrator - Child Welfare Department

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]

Jobs at:
Watoto Childcare Ministries

Deadline of this Job:
Friday, June 27 2025

Duty Station:
Uganda | Gulu | Uganda

Summary
Date Posted: Friday, June 20 2025, Base Salary: Not Disclosed

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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.

Work Hours: 8

Experience in Months: 48

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

1. Send the following documents:
   • Cover Letter
   • CV
   • Academic and professional documents
   • Church/Pastor’s recommendation letter

Deadline: 27th June 2025.

Note: Only shortlisted candidates will be contacted for interviews.

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