Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 29 April 2015

Information Resources and Services Assistant (Records and Archives) (Re-advertisement)

 

Reference Number	ADB-HR-15-0262
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	ADB HQ
Date Posted	Wednesday, 15 April 2015
Closing Date	Wednesday, 29 April 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation

Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.

Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.

 

Electronic Records and Documents Organization

Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.

 

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

 

Records Management Audit

Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

 

Others

Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience

- At least 5 years experience in information management

 

Technical knowledge

- Sound working knowledge and understanding of ADB’s records management system, policies and procedures

- Sound working knowledge of digital imaging and electronic documents conversion processes

• Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
• Proficient in ADB standard software programs and information technologies

People and leadership skills

- Able to liaise and work effectively with staff within own work location

- Able to work collaboratively with teams as a constructive team member

- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 4 February 2015

Information Resources and Services Assistant (Records and Archives)

Reference Number	ADB-HR-15-0060
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	ADB HQ
Date Posted	Wednesday, 21 January 2015
Closing Date	Wednesday, 4 February 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

 

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation

Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.

Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.

 

Electronic Records and Documents Organization

Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.

 

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

 

Records Management Audit

Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

 

Others

Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience

- At least 5 years experience in information management

 

Technical knowledge

- Sound working knowledge and understanding of ADB’s records management system, policies and procedures

- Sound working knowledge of digital imaging and electronic documents conversion processes

• Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
• Proficient in ADB standard software programs and information technologies

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Unit Head, Information Resources and Services. ADB, Manila. Open until 16 May 2011

Unit Head, Information Resources and Services
Facilities and Asset Management Division, Office of Administrative Services
Job Purpose:
Undertake and ensure the effective and efficient management of ADB's information resources, including the library, records and archives collections, and other services and facilities associated with the unit. Work with broad policies and objectives, working directly with clients, with supervision for critical tasks.
Expected Outcomes:
a. Unit Operations Management
Develop the unit's annual work program and lead in its implementation, including the attainment of functional goals and refinement of operational processes, monitoring and reporting on progress, and managing the unit's human resources.
Plan and develop strategies to meet changing customer requirements and enhance logistics management in support of ADB's expanding operations.
Establish and sustain a culture of client orientation and service excellence
Prepare and administer the unit's annual budget
b. Information Resources and Services Management

Undertake the effective and efficient management of ADB's information resources, including the library, records and archives collections, and the unit's associated services and facilities.
Develop, implement, and sustain appropriate information management systems in accordance with ADB's requirements as well as internationally accepted library, records, and archives management practices.
Manage the full range of information resources functions, including assessment of new technologies in the information management field, implementation of integrated library and electronic document management systems, as well as service development and delivery.
Identify ADB's information needs and develop programs and services in response to it, specifically those services aligned with ADB's electronic document management system (eSTAR), the library's electronic online catalog and associate eResources, and services provided by the unit's reference librarians and sector information coordinators.
Manage a comprehensive reference library, records and archives services that include electronic services and systems as well as an up-to-date and historical collection of books, newspapers, periodicals and documents of international, regional and national interest, records centers and archives.
c. Knowledge Sharing

Participate in and contribute to relevant internal and external training and conferences and other activities for advocacy, dissemination and knowledge building.
d. Staff Supervision

Provide leadership and support to reporting staff.
Supervise the performance of reporting staff, providing clear direction and regular monitoring and feedback on performance.
Ensure the on-going learning and development of reporting staff.
Educational Requirements:
A university degree in information/library science, social sciences, or related fields, preferably at post-graduate level or its equivalent
Relevant Experience And Other Requirements:
Suitability to undertake the responsibilities mentioned above at the required level
At least 8 years of relevant experience in information services, with supervisory experience in electronic database / information resources project implementation and administration
Good working knowledge of electronic records management and library automation systems, including application of taxonomy development and maintenance and security classification frameworks
Excellent oral and written communication skills in English
International experience working in several countries, or within a multicultural and extremely diverse international workplace.
Core Competencies:
Application of Technical Knowledge and Skills
Regularly shares knowledge on new international best practice trends in comparator situations
Proactively applies relevant international best practices to own work
Convinces others to adopt international best practice by explaining the situational relevance and benefits
Client Orientation

Helps colleagues work effectively with clients in different contexts and from diverse backgrounds and country situations
Adapts own approach and style when interacting with clients, as opposed to requiring them to adapt
Draws upon international best practice in exploring solutions with clients
Confirms the clients' understanding and agreement before progressing
Achieving Results and Problem Solving

Draws on own and others' multi-country experience to identify viable courses of action when conducting analyses
Helps internal and external clients achieve quality results beyond presenting problems and precedent
Highlights possible solutions for project issues based on relevant multi-country and/or multi-client experience
Regularly contributes insights and experiences to colleagues in the Division to help them achieve quality results
Overcomes unexpected difficulties and challenges to produce desired outcomes
Working Together

Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing

Checks the audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution based on lessons and multi-country experience
Independently amends and clarifies messages and documents
Innovation and Change

Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
The position reports to: Director, Facilities and Asset Management Division (OAFA)
The following staff positions report to the Unit Head, Information Resources and Services: National Staff and Administrative Staff

Women are encouraged to apply.