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
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.

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.
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.

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
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.

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.
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.
Staff Assistant (Archives/Records) / Archives/Records Assistant (

Job Number:

1500443)



Description

This is a one year contractual position.
Job Summary
Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.
Main Duties and Responsibilities
Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.
Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.
Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.
Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.

 

Qualifications

The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.
  • Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
  • Experience with archives management and databases is preferred
  • Familiarity with international standards for Archives Management is highly desirable
You must physically reside in the local Washington metro area to be eligible for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.