Associate Information Resources and Services Officer (Records and Archives). ADB, Manila. Open until 24 March 2011

Associate Information Resources and Services Officer (Records and Archives), Manila

Job Purpose:
To provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR).
Expected Outcomes:
Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

Administrative Support
- Assists the Unit Head, OAFA-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
- Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, electronic documentation, including outsourcing of services.
- Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
- Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
- Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
- Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
- Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAFA-IR, Director, OAFA and/or PD. OAS.
- Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with OAFA-FM.
- Coordinates training in the Unit, verifies work effectiveness, decorum and punctuality; and provides information for staff performance evaluation.
- Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of BPHR.

Supervision of Central Files and Archives Program
- Supervises ADB's Central Files by providing support to assistant (Central Files) in monitoring and supporting Central File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
- Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
- Supports the leadership and oversight of ADB's electronic document filing systems.
- Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
- Ensures environmental, intellectual, and physical control over ADB's archival collection.
- Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.

Others
- Performs other duties as may be assigned and reflected in the incumbent's workplan.

Educational Requirements:
Bachelor's degree in archives administration, library science, or other information management discipline; preferably with advanced degree.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years experience in information management disciplines
Technical knowledge
- Thorough knowledge of archival operations and preservation techniques.
- Comprehensive knowledge and understanding of ADB's established records management policies and procedures.
- Comprehensive knowledge of ADB's electronic systems for the storage and retrieval of documents.
- Effective report-writing and communication skills in English.

People and supervisory skills
- Able to work collaboratively with teams as a constructive team member.

Strong oral and written communications skills.
Core Competencies:
Application of Technical Knowledge and Skills
Applies updated advancements in own knowledge area to relevant tasks
Applies knowledge and practical skills to independently perform some complex tasks
Conveys the need to use updated project approaches
Client Orientation

Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
Proposes options to clients that may better meet their needs than current approaches
Defines and delivers to agreed standards with clients
Achieving Results and Problem Solving

Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
Self-monitors achievement of results according to work plans
Identifies different stakeholder needs and desired outcomes when planning for outcomes
Independently solves problems and makes recommendations
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 with 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
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:
Supervisor: Designated International Staff (IS) and senior National Staff (NS)