Sunday, June 2, 2013
Records Management/Archives Analyst. World Bank, Washington DC. Open until 11 June 2013
Job #131289 Job Title Records Management/Archives Analyst Job Family Information Management and Technology Job Type Professional & Technical Grade GE Location Washington, DC Recruitment Type Local Hire Language Requirement English [Essential] Closing Date 11-Jun-2013 BACKGROUND/GENERAL DESCRIPTION: Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data. Vice Presidency Context The Information Management Technology (IMT) Vice Presidency is the World Bank’s central function for the provision of information and technology services to the Bank’s business units. The overarching objective of this function is to ensure that end-users have the information and systems to do their jobs at all locations where Bank business is being done. The management of most of the end-user IT services, business solutions and the underlying technology infrastructure is centralized with IMT. IMT is structured in a federated operating model with separate dedicated application development and management departments for each of the three Bank business lines: Operations and Knowledge, Finance Complex, and Corporate Functions which also supports MIGA and ICSID. Each of business line application departments is lead by a CIO who works closely with a business line governance group to align the systems investment portfolio with the business priorities. Shared services of underlying infrastructure and applications platforms are provided by the Enterprise Architecture unit and the Technology Engineering and Infrastructure department. IMT also provides shared services to IFC. The World Bank has adopted a three-year IMT Strategy that is centered on seizing value opportunities; creating agile delivery capacity; promoting standards; managing risks; and transforming the IMT Organization. Front office functions including strategy and outreach, innovation, budget, program management, information security, and risk management provide the enabling authorizing environment and control processes to help the IMT service and project managers meet the goals of the IMT strategy efficiently and effectively. Unit Context IMTKI, the knowledge and information services unit in the Information Management & Technology Network, is part of the Operations & Knowledge Department. The unit provides knowledge and information services such as Archives, Records Management, Library and Access to Information services to the Bank Group and the public. The unit’s work program is structured in three pillars: History Matters, Open Information, and Next Generation’s Library. This position is in the Open Information pillar. The unit reports to the IMTKI Manager and Chief Archivist, to the Operations & Knowledge Director and to the Vice President and Chief Information Officer, IMT. The IMTKI Open Information pillar supports implementation and compliance of 3 policies related to information management: Management of Records (AMS 10.11), Security Classification (AMS 6.21A) and Access to Information (AMS 1.10). The pillar promotes international standards for Records Management practices within the Bank Group and, in close collaboration with the archives/records center group in the History Matters pillar, assists Bank Group staff in their practical needs to implement records management in the daily work. The pillar also interfaces with IT to ensure the IT infrastructure of major curated collections and record repositories works properly and to provide system requirements related to archives and records management needs. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment. DUTIES AND ACCOUNTABILITIES: The RM/Archives Analyst provides records management and archival services in support of the records management and archival program of units, networks, sectors or the Bank Group. Works on one or more projects concurrently as project team member with major responsibilities. Responsible for the contribution of records management and archival services and deliverables. Specific Duties include: 1. Contributes to the deliverables of the Open Information Pillar in IMTKI to include: a. deliverables of the Information Management Ramp-Up Program, which raises awareness of the information policies and ensures that a foundational and measurable level of records management is established across the Bank Group; in this context, provides input to the development of compliance methods and audits of record filing activities, assists clients to manage electronic records (tasks include: business classification; business process analysis; folder structure; data migration, analysis of records to determine the correct retention and disposition), provides hands-on training and instructions to units on paper and electronic records management and associates these activities with monitoring of both paper and WBDocs filing; participates in development of related training and outreach materials to cover both the paper and electronic environment; b. deliverables of more system related outputs such as the development of quality control standards for WBDocs and metadata and requirements for new systems; this part of the job requires familiarity with system requirements for electronic record keeping and ability to interface with IT; c. management of the Information Assistants for Hire (IA4Hire) service, which includes determining client needs, matching clients and contractors, and providing QA. 2. Contributes to the deliverables and functions of the Archives/Records Center Team in IMTKI particularly on serving requests for paper records management from the units, and on the transfer process; providing records management guidance and paper records disposition services (to include training sessions) to HQ and country offices; assisting multiple clients in HQ and COs with their paper records transfer requests and associated appraisal and Records Retention and Disposition Schedule (RRDS) work; managing several different client requests at one time, while providing timely and efficient services for all; following up with clients whose requests are in abeyance, and working with the Archives database (MARS) in the execution of this service. SELECTION CRITERIA: 1. Bachelor’s degree is the minimum requirement with 4 years of relevant experience in archives and records management (experience with RRDS and macro-appraisal and Master’s degree are a plus). Sample degrees include: Computer Science, Library Science, Archives Science, Information Management or Information Systems. 2. Familiarity with IT system requirements for electronic record keeping and demonstrated ability to interface with IT; 3. Demonstrated ability to work independently in a team and willingness to seek advice and assistance; high degree of motivation, initiative and reliability; 4. Demonstrated ability to read and summarize complex materials clearly in English and fluency in English (spoken and written) are a must in the context of the multicultural and multilingual work environment of an international organization; demonstrated good presentation skills; demonstrated good outreach skills; knowledge of another major UN language a plus. Competencies: • Project Management - Understands the basic concepts of project management, as they relate to the execution of tasks within a project ; • Service Provider Assessment and Evaluation - Gathers and records data on specified vendors' services and products against defined requirements; • Business Process Knowledge - Defines routine, integrated processes; • Vendor and Alliance Management - Follows procedures for working with vendor and/or alliance partners and resolves day-to-day problems within defined guidelines; • Information, Records and Archives Management Programs and Services - Coordinates with user community on records management processes and procedures; • Records and Archives Management Systems and Software - Tests, selects and implements new records and archive management tools and processes; • Information and Records Organization - Assists in the design and implementation of storage, protection and preservation plans and systems; • Information and Records Dissemination - Responds to advanced reference and research requests; • Information and Records Knowledge - Exhibits a strong knowledge of the schedule and monitors compliance by functional units; • Electronic Service - Assists in the planning, design, implementation and maintenance process of providing electronic systems; • Compliance with Standards - Monitors and maintains records on requests for information and assistance; • Disaster Recovery/Business Continuity - Able to apply knowledge and understanding of Bank organization, infrastructure and policies in the development of strategies and solutions to resolve problems and improve delivery of records, archives and information management solutions; • Future Needs - Identify trends in client needs that may exceed capability or capacity of existing systems, software and sources to fill; • Bank Systems, Policies and Infrastructure - Working knowledge of the organization of the Bank and the systems and software that support records and archive management; • Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success; • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so; • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view; • Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner; • Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.