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