Records/Archives Analyst (Reference Archivist). World Bank, Washington DC. Open until 9 February 2011

Job # 110163
Job Title Record/Archives Analyst (Reference Archivist)
Job Family Information Management and Technology
Location Washington, DC
Appointment Local Hire
Job Posted 26-Jan-2011
Closing Date 09-Feb-2011
Language Requirements English [Essential]; Arabic [Desired]; Chinese [Desired]; French [Desired]; Spanish [Desired]
Appointment Type

Background / General description
The Library and Archives of Development (LAD) provides information services to the Bank Group and the public. The services are provided by three units: the World Bank Group Library, the World Bank Group Archives and the Internal Documents Unit (IDU). This position is in the Archives. The World Bank Group Library and Archives of Development manages the world’s most extensive collection of development information. The service’s integrated assets enable operations staff to quickly find and use premium paper and digital information in their daily work around the world. The Archives work program focuses on preserving institutional memory, assisting internal and external clients find and use information, and promoting international standards for Records Management practices within the Bank. The Archives manages 80% of requests related to the new Access to Information Policy implementation and is the main public facing unit in the implementation of the new policy. The Archives is responsible for retention disposition policies for Bank Group records (in all formats and media) and for providing secure storage and retrieval services for non-current records. The Archives reports to the Manager and Chief Archivist, and to the Vice President and Chief Information Officer, IMT.

Duties and Accountabilities
Responsible for contributing to the deliverables and functions of the archival unit of ISGLA. • Provides general archival support to ISGLA, particularly on serving the full cycle of the access to information requests process, to include document reviews, interaction with originating units, and requestors. • Conducts complex reference and retrieval operation. • Monitors and enforces adherence to policies regarding public access to the WBG information. • Assists in the arrangement and description of fonds held by the World Bank Group Archives. • Under the direction of senior archivists and program manager, assists in arranging records into series using function analysis, describing records at the fonds and series level according to the International Standard for Archival Description (ISAD(G)) and World Bank Group specific rules. • Provides input to the development of other finding aids and other descriptive information on websites. • Updates information in the WBG Archives’ business system (TRIM). • Helps to organize and preserve digital historic collections (e.g., web Archives, digital photographs, digital multimedia). • Under the direction of senior members of the archives, provides input to the development of quality control standards, metadata and cataloging rules for a variety of electronic systems. • As member of team, support activities related to the supervision of the reading room, document reviews and serving documents to researchers, or providing training to staff as needed. • As an integral part of the Archives team, is an active participant in Archives’ day to day projects and special projects, responsibilities and deliverables. In this context may also participate in the following: • Help develop long-range organizational strategies and plans for electronic records strategies. • Conduct periodic inventories and updates to record schedules to ensure that all new records series are supported; client visits may be required. • Provide input to systems for compliance with institutional/international regulations for storage, security and access to electronic records. • Provide technical inputs on electronic records (all status conditions) creation, determination, maintenance and disposition. • Ensure collection and dissemination of professional information on electronic records management. • Under direction of senior archive staff, advise organizational units and all administrators of certified records management system on electronic records life cycle management to ensure that electronic records are protected from beginning to end of life cycle. • Work in coordination with information security to develop internal control measures to protect organizational integrity of electronic records and to prevent unauthorized use of misappropriation of classified information. • Help conducts information management assessments and develops electronic records management procedures to support all business areas of the organization. • Conduct periodic quality assurance checks of all certified records management systems in the World Bank.

Selection Criteria
Successful candidates are expected to demonstrate: • Sound theoretical and/or applied knowledge of archives, database, and information management systems. • Experience in arrangement and description projects using the International Standard for Archival Description (ISAD(G)) or the Rules for Archival Description (RAD) is required. • Experience as a working level archivist preferred. • Knowledge of the Microsoft Office software suite, TRIM, and/or web publishing is an asset. • Ability to develop classification schemes to manage active records and make judgments on the archival value of the variety of documents and business records of the organization. • Knowledge of and experience with standards and best practices for records management. • Familiarity with records and document management software systems. Knowledge of inactive records storage facility/ technology and systems. • Familiarity with electronic records retention to manage data lifecycle. • Familiarity with digital preservation. • Demonstrated interest in and understanding of the Bank Group’s work and objectives. External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group. • Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and analysis. • Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance. • Proven ability to develop and maintain good working relationships with staff at different levels across the organization; evidence of leadership effectiveness. • Excellent verbal and written communication in English a must; proven ability to write concise reports and deliver effective oral presentations. Education and Experience • BA/BS Degree in Library and Archives, or Information Science or related field, History, plus 4 years industry experience is minimum requirement. • Prefer MA/MS in Library and Archives, Computer Science or Information Science or related field, plus 3 – 5 years of relevant experience. • Demonstrated interest in History a plus. • Command of either of the following languages is highly desirable: French, Spanish, Arabic, Chinese. • Good public outreach skills a must. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.