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Tuesday, May 17, 2011

Records Management Officer, P-2. IFAD, Rome. Open until 27 May 2011

Record Management Officer (1 position)
Vacancy announcement number:
Date of issue: 05/13/2011
Deadline for applications:

Administration Services Div.

Organizational unit:



Duty Station (details)
Duration of Assignment
1-year fixed term
(possibility of renewal is subject to availability of funds)
Organizational Context
IFAD is an International Financial Institution and a Specialized Agency of the United Nations whose mission is to enable poor rural people to overcome poverty. IFAD’s headquarters is in Rome, Italy, and its staff work with poor rural people, their governments, communities and organizations in more than 80 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes.
Division Context
The Records Management and Archives Unit is responsible for the management of IFAD official records, capable of supporting IFAD business functions and activities.

The mandate of the Digital Records Management Team (DRMT) - is the effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence. Digital preservation will gradually replace manual filing through the progressive dematerialization of paper records. Vital records will continue to be maintained also in paper form in the archives.
Duties and Responsibilities

The Records Management Officer ensures that records are managed in the most effective manner, in line with quality management standards and with programmes and projects developed at corporate level. He/she is a specialist in Records Management issues and advises the Administrative Officer on programmatic issues. He/she is also a facilitator of cooperation with all departments in IFAD HQ and in ICOs, for the implementation of the Electronic Records Management System (ERMS).


Under the direct supervision of the Administrative Officer, the Records Management Officer provides specialist advice throughout IFAD in making full use of efficiency gains that can be won through the services provided. He/she supervises and trains staff and coordinates the Unit day-to-day operational activities. In particular, he/she performs the following duties:

1. Contributes to the management of the Section by planning and managing the work of the team;

2. Administers the Electronic Records Management System (ERMS) ensuring that basic tools for records indexing and routing are constantly updated and consistent with MoReq2 Specifications.;

3. Advises DRMT staff on the use of best practices and applications of international standards, monitors accuracy and consistency in the description of institutional records;

4. Prepares and presents Records Management and Archives training programmes for IFAD staff, both at HQ and ICOs;

5. Drafts and revises Manual Sections, user instructions and technical guidelines for input storage access and retrieval of official records both active and archived;

6. Guides the development and implementation of ICT tools in line with business requirements and quality management including the setting and improvement of work standards, processes and procedures;

7. Collaborates with ICT to ensure integration of other corporate systems with ERMS;

8. Oversees services rendered by external suppliers for records and archives (e.g. disposal and shredding, equipment maintenance, provision of non-stock material for archival use);

9. Makes sure that vital records necessary for business continuity are identified and preserved;

10. Recommends, implements and manages reformatting, refreshing and migration projects to ensure the long-term preservation of archival material in accordance with International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines;

11. Oversees that corporate records are flagged in accordance to the disclosure policy in force;

12. Oversees and coordinates periodical or ad-hoc records surveys held either in HQ and/or ICOs;

13. Liaises with other UN and IFI Document Centres and Archives to facilitate exchanges, network activities and resource sharing; act as focal point for cooperative programmes.

14. In the absence of the Administrative Officer, substitutes for him in the performance of daily administrative matters;

15. Performs other related duties.
Education and Experience
• First Level University degree (or equivalent) in archives/records management preferred; or information management, business administration, political science, international relations, history or similar field.
• Professional qualification in archives, records management, information management, or library science information management and classification is an asset.
• Minimum of three years increasingly responsible professional experience in the field of archives/records or information management, preferably within an international organization.
• Knowledge and experience in the management of electronic record-keeping and archival systems is required; familiarity with international metadata standards and the management of multi-media records are advantages.
• Practical experience in the implementation and use of ERMS.
Tech/Functional Competencies
Analytical skills: you have analytical ability and thorough understanding of records management best practices and international standards;
Team-worker: you are capable to coordinate team work and you are able to establish and maintain effective working relations with people of different national and cultural backgrounds;
Planner and Organizer: you are able to prioritize activities and work under pressure with tight deadlines
• Excellent written and verbal communication skills in English, including the ability to set out a coherent argument in presentations and group interactions;
• Working knowledge of another official language (Arabic, French or Spanish) is an advantage.
Other Information
Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.
IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge.
Interested candidates are requested to apply through IFAD's online system by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.
Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

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