Monday, November 25, 2013
Records Management Officer, P-2. IFAD, Rome. Open until 9 December 2013
Records Management Officer (1 position) Vacancy announcement number: 1199 Date of issue: 04/10/2013 Deadline for applications: 09/12/2013 Administrative Services Div. Organizational unit: Level: P-2 Duty Station Rome, Italy Duration of Assignment 2 years fixed-term 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 90 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes. Division Context The Records Management Team (RMT) is part of the Administrative Services Division and it is the focal point for IFAD's records management, including reception, capture, classification, digitization, profiling, custody, retention, preservation, dematerialization and disposal of records. The RMT has the corporate responsibility of managing and preserving the institutional memory of the Fund. Records are necessary to document IFAD activities and to serve as authoritative sources of evidence and information. They must be complete, accurate, authentic, integer, reliable and accessible. Purpose of Position Under the direct supervision of the Section Manager, the Records Management Officer ensures that records are managed in the most effective manner, in line with international standards and in support of programmes and projects developed at corporate level. 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). Duties and Responsibilities 1. Contributes to the management of the Section by developing and implementing the work program of the team; 2. Supervises the daily work of the RMT, ensuring that team members' objectives are developed and achieved in support of divisional management results; 3. Administers the Electronic Records Management System (ERMS) to ensure its functionality and accessibility for clients; 4. Advises DRMT staff on the use of best practices and applications of international standards, monitors accuracy and consistency in the description of institutional records; 5. Prepares and presents Records Management and Archives training programmes for IFAD staff, both at HQ and ICOs; 6. Drafts and revises Manual Sections, user instructions and technical guidelines for input storage access and retrieval of official records both active and archived; 7. 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; 8. Collaborates with ICT to ensure integration of other corporate systems with ERMS; 9. 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); 10. Makes sure that vital records necessary for business continuity are identified and preserved; 11. Recommends, implements and manages reformatting, refreshing and migration projects to ensure the long-term preservation of archival material in accordance with International Standards Organization; 12. 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. 13. Performs other related duties. Qualifications and skills required Education and Experience •First Level University degree (or equivalent), preferably in archives/records management; 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 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 an ERMS. Tech/Functional Competencies •Analytical skills: Analytical ability and thorough understanding of records management best practices and international standards; •Team-worker: Capable to coordinate team work and establish and maintain effective working relations with people of different national and cultural backgrounds; •Planner and Organizer: Ability to prioritize activities and work under pressure with tight deadlines Languages and other skills Excellent written and oral skills in English required, including the ability to set out a coherent argument in presentations and group interactions. Working knowledge of French, Arabic or Spanish is an asset. 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 is committed to achieving diversity and is seeking a balanced workforce from IFAD's Member States. Women are, in particular, encouraged to apply. IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge. Interested candidates are requested to apply 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. The application should be made through the online system only. PLEASE READ CAREFULLY the instructions in 'How to Apply' before you start. 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 will be required to take a written test and may be asked to deliver a presentation as well as participate in interviews. Please note that this vacancy was initially advertised internally in IFAD and has now been opened to external candidates. Internal candidates who had applied to the internal vacancy do not need to re-apply, their applications will be considered automatically.