Associate, Records Management & Archives
Apply now �Posting Date: 12-Jan-2017
Location: London, GB
Company: EBRD
| Requisition ID | 1821 |
| Office Country | United Kingdom |
| Office City | London |
| Division | VP, Human Resources & Corporate Services |
| Dept. / Bus. Group | Information Technology |
| Business Unit | Records Management and Archives |
| Contract Type | Fixed Term |
| Contract Length | 2 years |
| Posting End Date |
The Records Management and Archives (RM&A) team organises and protects the Bank�s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.
Accountabilities & Responsibilities:
- Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
- Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
- Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
- Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
- Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
- Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
- Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
- Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
- Has own area of expertise and/or responsibility which may include the following:
- Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
- Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
- Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
- Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
- Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
- Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
- Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Knowledge, Skills, Experience & Qualifications:
- University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good technical knowledge of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Ability to supervise and coach staff
- Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
- Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
- Ability to generate and drive projects, ability to generate new initiatives and to work creatively
- Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
- Excellent team player
- Concern for accuracy and attention to detail
- Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
- Ability to work independently, to tackle issues and propose practical solutions
- Ability to work under pressure and meet deadlines
- Flexible in working hours and willingness to travel
- Fluent English, both written and oral.
- Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Please note: this position is a two year fixed term contract.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance
Assistant Analyst, Records Management
- Ref
- 50022710
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 2 November 2016
This is a two year fixed term contract.
Role Overview
The Assistant Analyst, Records Management, is responsible for the effective management of EBRD records. The Assistant Analyst will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.Accountabilities & Responsibilities
- Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
- Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
- Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
- Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
- Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies
- Train Records Management Coordinators and EBRD staff to ensure compliance with records and archives procedures
- Contribute to the development and implementation of function-based electronic document management systems to enhance business performance
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Knowledge, Skills, Experience & Qualifications
- University degree or substantial experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
- Excellent team player
- Concern for accuracy and attention to detail essential
- Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
- Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude
- Ability to work independently, to tackle issues and propose practical solutions
- Ability to work under pressure and meet deadlines
- Willingness to work overtime as and when required and to travel
- Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Diversity Matters
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
Officer, Vital Records
- Ref
- 60007724-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 15 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability.
Role Overview
The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities
Background
- Responsible for assisting in the efficient running of Records Management & Archiving (RM&A) by giving operational support to the team
- Work under direct supervision of the Associate, RM&A
Accountabilities and Responsibilities
- Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
- Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
- Assist with administrative functions for the team in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
Senior Officer, Vital Records
- Ref
- 60000807-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 13 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability
Purpose of Job and Background
The Senior Officer, Vital Records is responsible for the effective management of EBRD vital records and will administer the safekeeping procedures. The role will facilitate awareness among Bank staff in all matters relating to vital records and the management of risks to those records as information assets.
Background
- Responsible for the management of vital records; ensure integrity, usability and reliability of those records
- Work under direct supervision of Associate, RMA
Accountabilities and Responsibilities
- Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster
- Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation
- Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business
- File hard copies so they can be efficiently retrieved
- Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
- Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures
- Conduct user reference services to provide Bank staff with vital records in a timely manner
- Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills - ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
Records Management Officer - part time 3 days per week
Ref
60007379
Country
United Kingdom
City
London
Department
Banking
Business Unit
Financial Institutions
Closing date for applications
14 March 2016
The EBRD�s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD�s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of �1 billion.
Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.
Purpose of Job
This is an Administrative two year fixed term contract position
Background
The Records Management Officer will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.
The Records Management Officer supports the TFP team in keeping records of up to 2,000 trade transactions p.a., financed by more than 100 TFP Issuing Banks in more than 20 EBRD countries of operation; in addition, he/she collects, up-dates and saves data provided by more than 800 correspondent banks and 2,000 business partners worldwide.
Accountabilities and Responsibilities
� Update of contact databases various formats
� Maintaining trade record database
� Sorting, labelling and recording records for medium to long term storage
� Implement and update the contact detail database for Confirming Banks
Essential Skills, Experience and Qualifications
� Skills in management of documentation and databases
� Good communication skills
� Ability to follow existing procedures and co-ordinate efforts with other team members
� Good interpersonal and proactive skills
� Fluent English, both written and spoken
Competencies and Personal Attributes
� Attention to detail and eye for accuracy
� Ability to cope well under pressure and a capacity for hard work
� Ability to work efficiently and cheerfully as part of a team
� Reliable, flexible and willing to work overtime as and when required
� Excellent interpersonal manner, including tact and diplomacy
� Ability to build effective working relationships with clients and colleagues in a multicultural environment.
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
