Principal, Senior Records Management. EBRD, London. Open until 16 July 2019

Posting Date: 12-Jun-2019

Location:

Company: EBRD

Requisition ID	15268
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	MD IT Office
Business Unit	Records Management and Archives
Contract Type	Regular
Contract Length
Posting End Date	28/06/2019

The EBRD’s Records Management and Archives (RM&A) team is currently seeking an engaging, dynamic and proactive individual to lead the records management function. This role will require people management skills and project management skills in the area of information management, records management and archives. Experience in developing and implementing information management policies, as well as roll out of technical capabilities (OpenText, Office 365, automation) is an advantage.

Purpose of Job

The Principal, Senior RM, is an expert in the field of records management with specific emphasis on the overall management of the bank-wide electronic document management systems- EDMS and the Bank Records System. The role is responsible for establishing, developing, implementing and maintaining the policies and procedures governing the management of the EBRD records at HQ and in the ROs in line with business requirements. The role interacts with Managing Directors and Heads of Departments.

Background

• Responsible for the management of EBRD records at HQ and in the ROs: efficient classification, storage and retrieval of information that is needed to support the Bank’s work; protection and preservation of the Bank’s records as evidence of its actions, to meet compliance with EBRD legislative and regulatory requirements and to support the Bank in cases of litigation; and protection of records identified as vital to business continuity in the event of a disaster
• Independent management and supervision of a group or a key activity
• Responsible for staff recruitment, performance and development
• Involved in bank-wide committees and participating to international forums
• Maintains links with external information services from other similar international organisations
• Adviser role to the Associate Director, Insight & Innovation
• Work under general supervision of the Associate Director, Insight & Innovation

Accountabilities & Responsibilities

• Lead the records management function developing, gaining approval for and implementing strategies and policies to support the Bank’s operational, administrative and related programmes
• Develop and maintain the records management procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations, with special emphasis on electronic records
• Establish best practice and ensure compliance with records management standards through awareness of current developments and new technologies and through links with external records services from other similar organisations
• Manage the Bank Records System to ensure efficient use of the system and integrity and accountability of the EBRD records management systems used to structure and monitor the records of the EBRD to enhance Bank business performance
• Manage the bank-wide electronic document management system to ensure efficient use of the system
• Represent EBRD in international forums
• Represent the records management function in Committees and Steering Groups as necessary
• Supervise staff including: recruit and develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
• Identify opportunities for lean and effective records management practices, such as process automation, records digitalisation
• Responsible for Bank wide adherence to records management practices and policies
• Oversee off-site storage operations to ensure smooth management and retrieval of the EBRD records stored off-site
• Lead on the Bank-wide records management training programme and communication campaigns to raise awareness of EBRD RM and archival practices
• Responsible in ensuring RO compliance with records management practices and procedures
• Work with the Associate Director, Insight & Innovation on long term information and collaboration strategy for the Bank, and ensure smooth delivery of RM projects that underpin its execution
• Anticipate the Bank’s need and act as a customer advocate
• Coach business stakeholders about better use of RM systems and practices
• Measure and monitor customer satisfaction of RM effectiveness and how they meet business objectives
• Typically deals with more complex requests, resolves problems in own group
• Propose new initiatives     
• Advise IT on projects with a RM component
• Advise the Associate Director, Insight & Innovation on any RM-related policies and procedures
• This job description is not limited to the responsibilities listed and the incumbent maybe requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications

• University degree or extensive work experience in Records Management, including management of electronic records, preferably in a multi-cultural organisation
• Managerial experience with proven ability to motivate and guide staff and to foster team playing in order to deliver the business goals
• Excellent technical knowledge of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Excellent leadership and coaching skills
• Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within and outside the EBRD
• Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
• Excellent writing skills
• Ability to generate and drive projects, ability to generate new initiatives and to work creatively
• Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
• Excellent team player
• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
• Ability to work independently, to tackle issues and propose practical solutions
• Ability to work under pressure and meet deadlines
• Flexible in working hours and willingness to travel
• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

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.  As an inclusive employer, we promote flexible working.

Job Segment: Manager, Bank, Banking, Law, Records, Management, Finance, Legal

Senior Officer, Documentation Office. EBRD, London. Open until 13 April 2017

Senior Officer, Documentation Office - 9 month contract

Apply now »                            

Posting Date: 06-Apr-2017

Location: London, GB

Company: EBRD

Requisition ID	4941
Office Country	United Kingdom
Office City	London
Division	Office of the Secretary General
Dept. / Bus. Group	Board & Institutional Affairs
Business Unit	Board & Institutional Affairs
Contract Type	Short Term
Contract Length	06 months
Posting End Date	13/04/2017

Senior Officer –  9 month secondment role                                                                        

Role Overview

The Senior Officer is responsible for administering all aspects of work flow in the Documentation Office and acts as a key point of contact for all matters relating to the issue of official Board documents.

Key Responsibilities and Deliverables

1. Distributing documentation to the Board of Directors both electronically (via BOLDnet) and in hard copy, in compliance with relevant Bank procedures including the correct presentation and format of documents and ensuring appropriate information security levels are assigned and necessary sign-offs obtained.
2. Delivering hard copies of board documents to the Board of Directors constituency offices
3. Assisting BIA Advisers with Board meeting preparation and other administrative tasks relating to the work of the Board Committees, Information Sessions and Workshops.
4. Maintaining and updating information on the Bank’s website, the intranet, BOLDnet, the Board of Directors Outlook calendar and the Board LiveFeed.
5. Maintaining the security of the records within the Documentation Office, including Highly Restricted documentation.  Controlling access to the verbatim records of the Board of Directors
6. Working with Records Management and Archives regarding the archiving of original board documents.  Independently responsible for implementing correct records management procedures within the office including copying and archiving of documents.
7. Assisting with ad hoc research requests and retrieval of information from BOLDnet.

Skills and Experience

 

• Excellent organisational and administrative skills with the ability to multi-task and work independently.
• Willing to deliver hard copy documents to different floors within the Bank on a daily basis.
• Ability to stay calm and work under pressure, to meet deadlines and handle large volumes of work.
• Willing to deliver hard copy documents to different floors within the Bank on a daily basis.
• Good IT skills.  
• Excellent written and spoken English.
• A good understanding of the work of the Board of Directors and related documentation would be desirable but not essential.
• Reliable, flexible and conscientious, with a good eye for detail.
• Willing to work regular overtime as required.

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.

Job Segment: Bank, Banking, Records Management, Information Security, Finance, Records, Technology

Associate, Records Management & Archives. EBRD, London

Associate, Records Management & Archives

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Posting Date: 12-Jan-2017

Location: London, GB

Company: EBRD

           

Requisition ID	1821
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	Information Technology
Business Unit	Records Management and Archives
Contract Type	Fixed Term
Contract Length	2 years
Posting End Date

The Records Management and Archives (RM&A) team organises and protects the Bank’s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.

Accountabilities & Responsibilities:

• Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
• Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
• Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
• Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
• Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
• Has own area of expertise and/or responsibility which may include the following:
  1. Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
  2. Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
  3. Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
  4. Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
  5. Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
  6. Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
  7. Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations

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.

Knowledge, Skills, Experience & Qualifications:

• University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good technical knowledge of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Ability to supervise and coach staff
• Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
• Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
• Ability to generate and drive projects, ability to generate new initiatives and to work creatively
• Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
• Excellent team player
• Concern for accuracy and attention to detail
• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
• Ability to work independently, to tackle issues and propose practical solutions
• Ability to work under pressure and meet deadlines
• Flexible in working hours and willingness to travel
• Fluent English, both written and oral.
• Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Please note: this position is a two year fixed term contract.


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.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance

Assistant Analyst, Records Management. EBRD, London. Open until 2 November 2016

Assistant Analyst, Records Management

Ref

50022710

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

2 November 2016

This is a two year fixed term contract.

Role Overview

The Assistant Analyst, Records Management, is responsible for the effective management of EBRD records. The Assistant Analyst will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.

Accountabilities & Responsibilities

• Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity

• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations

• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank

• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research

• Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies

• Train Records Management Coordinators and EBRD staff to ensure compliance with records and archives procedures

• Contribute to the development and implementation of function-based electronic document management systems to enhance business performance

 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.

Knowledge, Skills, Experience & Qualifications

• University degree or substantial 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

• 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 to deliver the objectives of the team

• Excellent team player

• Concern for accuracy and attention to detail essential

• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative

• Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude

• Ability to work independently, to tackle issues and propose practical solutions

• Ability to work under pressure and meet deadlines

• Willingness to work overtime as and when required and to travel

• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Diversity Matters

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. EBRD, London. Open until 13 September 2016

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.

Records Management Officer. EBRD, London. Open until 14 March 2016

Records Management Officer - part time 3 days per week

Ref

60007379

Country

United Kingdom

City

London

Department

Banking

Business Unit

Financial Institutions

Closing date for applications

14 March 2016

The EBRD’s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD’s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of €1 billion.

Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.

 

Purpose of Job

This is an Administrative two year fixed term contract position

 

Background

 

The Records Management Officer will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.

 

The Records Management Officer supports the TFP team in keeping records of up to 2,000 trade transactions p.a., financed by more than 100 TFP Issuing Banks in more than 20 EBRD countries of operation; in addition, he/she collects, up-dates and saves data provided by more than 800 correspondent banks and 2,000 business partners worldwide.

Accountabilities and Responsibilities

·    Update of contact databases various formats

·    Maintaining trade record database

·    Sorting, labelling and recording records for medium to long term storage

·    Implement and update the contact detail database for Confirming Banks

 

Essential Skills, Experience and Qualifications

·    Skills in management of documentation and databases

·    Good communication skills

·    Ability to follow existing procedures and co-ordinate efforts with other team members

·    Good interpersonal and proactive skills

·    Fluent English, both written and spoken

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 Records Management Officer. EBRD, London. Open until 15 January 2015

Senior Records Management Officer

Ref

60000722

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

15 January 2015

This role is offered as a Regular contract.

Accountabilities and Responsibilities

The Senior Records Management Officer is responsible for the effective management of EBRD records.

The Senior Records Management Officer will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.

Background

• Responsible for the management of departmental records; ensure integrity, usability and reliability of those records
• Work under direct supervision of Head of RM&A

Facts/Scale

• Establish and maintain relationships with assigned records management co-ordinators and consult and communicate with Bank Staff up to and including heads of department/ director in order to work effectively with them on the management of their records
• Work with the IT, OGC, Internal Audit and Risk Management departments on records management issues that require their assistance/ advice or on other matters that may have an impact on the management of records
• In decision-making refer to the Head of RM&A for the approval of new technologies and procedures and for the review of disposition listings and the identification of records of archival value
• Share responsibility for one staff
• No budget authority

Accountabilities and Responsibilities

• Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulation
• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
• Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies
• Train Records Management Coordinators and EBRD administrative staff to ensure compliance with records and archives procedures
• Contribute to the development and implementation of function-based electronic document management systems to enhance business performance

Knowledge, Skills, Experience & Qualifications

• University degree or substantial 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
• 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 to deliver the objectives of the team
• Excellent team player
• Concern for accuracy and attention to detail essential
• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
• Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude
• Ability to work independently, to tackle issues and propose practical solutions
• Ability to work under pressure and meet deadlines
• Willingness to work overtime as and when required and to travel
• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Challenges

• Raising the profile of records management within the EBRD, keeping staff aware of the value and benefits of good records management practice to their work and to the Bank’s objectives in terms of efficiency and productivity, and ensuring their compliance and co-operation. Working with departments to ensure the RM function is adhered to and executed on an on-going basis
• Maintaining awareness of advances in technology in order to understand the impact on records management practice and implement new processes and technologies. As records are stored in so many different systems, ensuring that they are still well-organised and easily retrievable so as to support business needs

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.

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

Records Management Assistant. EBRD, London. Open until 5 June 2014

Records Management Assistant

Ref

RMA

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

5 June 2014

Role overview

This opportunity is offered as a 6 month short term contract on a part time basis (2 days a week - Mondays and Wednesdays).

The Records Management Assistant is responsible for scanning and indexing documentation in the bank-wide electronic document management systems for investment project records (Projectlink), technical co-operation project records (TClink) and small business finance project records (EGP/BASlink). The role includes the processing of hard copy records for off-site storage when needed.

Key Responsibilities and Deliverables

• Scan, index, quality check and release documents into the systems to ensure records are up to date
• Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
• Prepare hard copy documents for permanent preservation to preserve the institutional memory of the Bank.

Essential Skills, Experience & 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
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent organisational skills; ability to prioritise and show initiative
• Ability to work under pressure and meet deadlines
• 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.

Head of Cataloguing. UK National Archives. Open until 21 May 2010

JOB DESCRIPTION
Job title Head of Cataloguing
Department Digital Preservation and Resource Discovery
Reports to Head of Digital Preservation and Resource Discovery
Band G Salary £40,330 + excellent benefits

Job purpose
Context
In 2009, The National Archives committed itself to moving towards an integrated common Resource Discovery System and Catalogue which would describe both central and local records and enable the on-line delivery of digital images and born digital material.
Central to the success of this initiative will be the development and implementation of effective Resource Discovery tools enabling the finding, retrieval and access of Catalogue entries and the archive resources they describe. At the core of these Resource Discovery Tools will be a knowledge base developed using advanced search technology and text analysis tools using ontologies and taxonomies. The aim is to present to our users in friendly, self evident and relevant terms the Catalogue and the resources described by it.
Purpose
In order to deliver this effectively there is a requirement for a Head of Cataloguing to lead the transformation of the Cataloguing team. The team will extend its responsibilities and reach to
develop and maintain the content of the knowledge base and ontologies so that it will deliver fundamentally improved access to our resources (in particular online)
whilst also retaining its current focus of
quality control for all material into the catalogue, ongoing maintenance of existing descriptions, and the development of cataloguing approaches to an increasing number of digital resources
Reporting into the Head of Digital Preservation and Resource Discovery you will provide expert advice and input on cataloguing, to address the challenge of integrating paper and digital resources within The National Archives.
Using both good technical knowledge of the development of knowledge bases and ontologies, and of the successful delivery of business change, you will manage business risk and the broader organisational impact.
Using strong leadership and engagement across the organisation, you will motivate and manage a team to ensure continued effective delivery.

Role and responsibilities
Initial analysis what we do today, identify where change can be made to how we operate that does not impact on core day to day business, make recommendations on that basis, and implement agreed change to take on the new ontology and knowledge base work. This will involve analysing what the new business is, what’s needed to maintain the new knowledge base and ontologies identifying the existing skills that are transferable to support the new knowledge base and ontologies where appropriate, develop additional skills within the team to deliver the capability required Provide intellectual expertise and thought leadership in the development of the content of the new Knowledge Base and ontologies Day-to-day management of the Cataloguing team to ensure in particular that the catalogue is appropriately managed and that an appropriate quality of cataloguing process and catalogue data is maintained To provide expert advice and guidance to the Head of Digital Preservation and Resource Discovery to address the challenge of integrating paper and digital resources within The National Archives To provide expert advice and knowledge on ontologies and taxonomies to support the Head of Digital Preservation and Resource Discovery in delivering the Catalogue Knowledge Base resource discovery project Strategic influencing and relationship management at senior levels both internally and externally to ensure that the strategic co-ordination of cataloguing activities across The National Archives and from external contributors is maintained to the necessary standards To engage with the wider heritage sector to advocate the practice of user generated cataloguing and suggest ways which changes could be made in The National Archives to further realise the benefits of this radical approach To actively ‘horizon scan’ for developments in relevant fields (e.g. linguistic, search technologies, text mining) and develop proposals for their implementation and adaptation at The National Archives as necessary and appropriate Person specification
Essential:
Information Management, Librarianship, Archival or IT qualification to degree level or equivalent relevant experience

Demonstrable experience of designing, developing and implementing thesauri and/or ontologies using current techniques and technologies A demonstrable passion and enthusiasm for the subject of cataloguing, thesauri and / or ontologies which translates into a desire to advocate and deliver change that provides tangible benefit and positive impact to an organisation Demonstrable change management experience and with the ability to lead, engage and motivate teams Experience of representing an organisation to external audiences, inspiring confidence in others through the demonstration of knowledge and expertise Ability to analyse / problem solve and quickly understand and assimilate the details of complex systems, translating issues clearly and concisely to a non-expert audience Good communication skills with the ability to engage, negotiate and influence key stakeholders and manage competing requirements of multiple stakeholders (both internal and external), managing expectations Strong leadership and management skills Demonstrable knowledge of computerised search tools and techniques and of text mining/analysis tools and techniques
Desirable Awareness of semantic search technology An experience of leading the development and maintenance of a catalogue within an archival environment Health and Safety Risk Assessment Normal office environment Location Kew, West London Working arrangement Full-time, Permanent Starting Salary £40,330 plus generous benefits package, including pension, childcare vouchers, sports and social club facilities, onsite gym, subsidised staff restaurant and opportunities for training and development. How to apply Please complete an applicant details form and email it along with a comprehensive CV and a Supporting Statement that fully addresses the job requirements in the person specification, to careers@nationalarchives.gov.uk Please quote reference number 1431 in the subject line.

Supporting Statement Please explain how you meet each point on the person specification. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. Please put your name and post applied for on each sheet. For further information Please contact the Recruitment Team on 020 8392 5203. Nationality rules Applicants must be British or Commonwealth citizens with the right to live and work in the UK, or nationals of states of the European Union. Closing date Friday 21st May 2010 at midday Interviews Friday 4th June 2010

Family and Institutional Archives Advice Manager. National Archives UK. Open until the 15th March 2010

JOB DESCRIPTION
Job title Family and Institutional Archives Advice Manager Department Archives Sector Development
Reports to Senior Manager – Private Archives
Band F Salary £30,500 - £35,000* + excellent benefits * More may be available for an exceptional candidate

Job purpose
Under the direction of the Senior Manager – Private Archives, to manage the provision of advice to individuals, families and private institutions about the preservation, management and public accessibility of archives in their custody; and to maintain close liaison with such owners and their professional and voluntary archivists. You will also have responsibility for liaison with archive repositories and public bodies in one region or home nation in the UK and/or a specialist professional field. The post will involve representation in support of the strategic agenda and engagement with archivists, private owners and managers of institutions in the private sector, and with officials in other Government departments and agencies. Role and responsibilities
Departmental Objectives: To establish sector leadership across all publicly-funded archive services To meet the statutory obligations delegated to the Head of Department under s.3(6) and s.4 of the Public Records Act 1958 and to deliver the functions specified under the Royal Warrant of the Historical Manuscripts Commission To improve the “archival health of the nation” by giving leadership, advice, guidance and support to archives services and the owners and custodians of private records in the care and provision of access to their holdings, and by working to ensure the preservation and integrity of archives and records, especially where they are at risk To promote best practice in information and records management across the wider public sector through assessment, guidance and targeted advice To develop, maintain and make available to the public detailed information about the location and content of archives and manuscripts relating to the United Kingdom through the National Register of Archives, Manorial Documents Register and other online databases.
In this role you will:
Act as a focus of knowledge about the private archives sector, and especially about the collections of national and international importance in the ownership of the great landowning families and charitable corporations of the United Kingdom. You will be expected to have an understanding of the historical processes which have led to the development of such archives, and a sensitivity to the privacy and other concerns of such owners, and to frame The National Archives’ advice and guidance in that context. You will also be expected to develop a detailed knowledge of the location and content of major private archives, including both those held in public repositories and those remaining in private hands.
Support the Senior Manager – Private Archives in advising on the disposition of archives and manuscripts accepted in lieu of taxation, and with the provision of advice to HM Revenue and Customs on the conditional exemption of archives from capital taxes. You will also provide authoritative advice to the Chief Executive, the Head of National Advisory Services, other Government departments, private owners and archivists as required on matters relating to archives in private and institutional ownership.
Manage the provision of advice and guidance and practical assistance to private and institutional owners on the selection, preservation and accessibility of archives which they wish to retain in private custody, or on their deposit in appropriate public institutions. Insofar as circumstances permit, you will be expected to proactively maintain contact with the owners of major archives to ensure that their awareness of the significance of, and public interest in, their holdings is maintained, and that The National Archives builds its awareness of collections at risk of neglect, sale or dispersal.
Proactively seek out and record archives of significance in private custody through targeted contacts and survey work. You will co-operate with colleagues across the department to ensure that information about collections of private archives is recorded in the National Register of Archives, building the comprehensiveness of the Register and its usefulness in providing an overview of the distributed national archive.
Represent The National Archives in meetings with the owners and custodians of archives (including the senior management of local authorities and universities), professional organisations, and other Government departments and will act as an advocate for the adoption of best practice specifically in the delivery of archival services and generally in the adoption of effective records and information management.
Participate in cross-cutting work across the department and with other departments and external bodies in support of these core activities. This cross-cutting work will include both giving and receiving support to manage workload at peak times.
The post will have responsibility for liaison with archive repositories and public bodies in one region or home nation in the UK, and will contribute to other aspects of the work of the department especially in relation to that region/nation.
Finally, you may play a role within the management structure of the Archives Sector Development Department, with such line management responsibilities as may be assigned to the role from time to time. Initially, you will have line management responsibility for the Band E post responsible for the Manorial Documents Register and associated work. You will support the Head of Archives Sector Development on the broad departmental goal of improving the archival and information management health of the nation.

Person specification
Key: Demonstrate commitment to the preservation and effective management of archives and the ability to articulate the value of archives and information
management in the private sector Strong research and analytical skills, experience of records survey activity and a commitment to self development Excellent knowledge of the record types generated by the administration of landed estates and adequate palaeography and language skills to cope with diverse and technically complex materials Experience of working in or advising the private and public sectors and an expert knowledge of the archive sector Ability to think strategically and tactically, including the ability to engage and influence private owners effectively Strong written and verbal communications skills, including the ability to produce and deliver first class reports and presentations Good ICT, organisational and project management skills and the ability to travel anywhere in the UK
Desirable:
Qualification or experience in archive administration Active research interests in archival and information science or other relevant fields, contributing to The National Archives’ reputation for research Knowledge of medieval Latin and associated palaeographical skills Health and Safety Risk Assessment Normal office environment, except when conducting surveys on private premises, when the postholder will be responsible for conducting site-specific risk assessments.
Location Kew, West London Working arrangement Full time, Permanent Starting Salary £30,500 - £35,000* plus generous benefits package, including pension, childcare vouchers, sports and social club facilities, onsite gym, subsidised staff restaurant and opportunities for training and development. * More may be available for an exceptional candidate How to Apply Please complete an applicant details form and email it along with a comprehensive CV and a Supporting Statement that fully addresses the job requirements in the person specification, to careers@nationalarchives.gov.uk Please quote reference number 1405 in the subject line. Supporting Statement Please explain how you meet each point on the person specification. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. Please put your name and post applied for on each sheet. For further information Please contact the Recruitment Team on 020 8392 5203 Nationality rules Applicants must be British or Commonwealth citizens with the right to live and work in the UK, or nationals of states of the European Union. Closing date Monday 15th March 2010 at midday Interviews Tuesday 23rd March 2010

http://www.nationalarchives.gov.uk/documents/family-and-institutional-archives-advice-manager-jd.pdf

Senior Stakeholder and Policy Manager – Knowledge and Information Management. National Archives UK. Open until 22nd February 2010

JOB DESCRIPTION
Job title Senior Stakeholder and Policy Manager – Knowledge and Information Management
Department Chief Executive’s Office and Government Knowledge & Information Management Network
Reports to Head of Chief Executive’s Office and Government Knowledge & Information Management
Band G Salary £42,000* plus excellent benefits * More may be available for an exceptional candidate

Job purpose
To provide strategic policy advice and senior stakeholder management support to the Head of Profession and Knowledge Council.
Role and responsibilities Work closely on an ongoing basis with key ‘partners’ in the KIM environment to ensure that we share ideas and develop plans in parallel. These partners include the Information Assurance community, Heads of KIM, The Chief Technology Officers and Chief Information Officers and Information Domain community, Association of Departmental Records Officers etc. The role here is not just to liaise, but to also influence and persuade on key issues, and to ensure that the KIM agenda in government is integrated widely into government initiatives.
Building strong stakeholder relationships both at practitioner level and at senior level, influencing people with different agendas to adopt new concepts and different ways of working, particularly at senior civil service level. As a senior member of the government KIM Network you will frequently need your advocacy skills to ‘sell’ the benefits of KIM to external audiences, and explain why KIM really matters to government, with the influencing and persuasion skills to get senior people to change their views (and practice).
Work with the Head of Profession, and own team, to collaboratively develop ideas, and implement those ideas for improving KIM across government. This may involve taking an active role in the pan-government KIM debates/ talks programme, ensuring that we disseminate key developments. You will also take a proactive professional oversight role for the Government KIM Network communication content, ensuring that content disseminated is accurate and appropriate.
Act as a liaison role between government KIM professionals and National Archives senior team. This is to ensure that there is mutual understanding of what each is trying to achieve, and to help ensure that The National Archives programmes being delivered meet the needs of Head of KIM leading government departmental KIM teams. This will involve delivering complex messages simply to multiple stakeholders, and negotiating across boundaries, sometimes managing significant resistance. You will develop solutions, using project management skills to manage them through to delivery.
Take on specific pieces of work to progress the KIM agenda such as developing benchmarks for the profession, or working with the Information Assurance community to ensure that KIM issues are reflecting in the maturity model. Your understanding should be broader than records management, and include an understanding across the full spectrum of KIM issues.
Develop a strategic policy agenda for the profession to allow the Head of Profession and Knowledge Council to identify and address the most important issues and respond effectively. This will be designed to improve the capability of Knowledge and Information Management (KIM) across government.
Support the Head of Profession in raising the profile of KIM to improve its credibility and visibility. Develop and highlight best practice in KIM within departments and communicate this internally and externally to drive up capability.
Develop and implement a senior stakeholder management strategy that ensures KIM is represented in key forums and decision making processes. Manage the day-to-day relationship with members of the Knowledge Council and Heads of KIM in central government to ensure they are aware of important developments.

Person specification
Key:
Track record of delivering quality products to tight deadlines
Evidence of supporting the delivery of policies/projects/programmes across multiple-teams or across departments
Broad grasp of key strategic issues facing The National Archives and KIM profession
Evidence of building strong trust-based relationships with senior stakeholders
Diplomacy, tact and understanding of others’ priorities to achieve common goals
Excellent communication, influencing, persuasion and engagement skills
Good analysis, problem solving and project management skills
A self starter, able to work on their own initiative on complex issues
A team player
Will live the values of The National Archivesi

Desirable:
Awareness and understanding of how government (central or local) operates
Experience of working in a policy environment
Experience of working in a Knowledge and Information Management role
Health and Safety Risk Assessment Normal office environment Location Kew / Whitehall (post holder should expect to be based in Kew and spend 1-2 days a week in Whitehall or visiting key stakeholders) Working arrangement Full-time, Permanent Starting salary £42,000* + generous benefits package, including pension, childcare vouchers, sports and social club facilities, onsite gym, subsidised staff restaurant and opportunities for training and development. *More may be available for an exceptional candidate.

How to Apply Please complete an applicant details form and email it along with a comprehensive CV and a Supporting Statement that fully addresses the job requirements in the person specification, to careers@nationalarchives.gov.uk Please quote reference number 1387 in the subject line. Supporting Statement Please explain how you meet each point on the person specification. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. Please put your name and post applied for on each sheet. For further information Please contact the Recruitment Team on 020 8392 5203 Nationality rules Applicants must be British or Commonwealth citizens with the right to live and work in the UK, or nationals of states of the European Union. Closing date Monday 22nd February 2010 at midday Interview date Friday 5th March 2010

The National Archives’ values are:
Putting customers first
Responsible guardians
Information set free
Delivering what we promise
Everyone working together