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.