Staff Assistant (Archives/Records) / Archives/Records Assistant. IMF, Washington DC. Open until 25 May 2015

Staff Assistant (Archives/Records) / Archives/Records Assistant (

Job Number:

1500443)

Description

This is a one year contractual position.

Job Summary

Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.

Main Duties and Responsibilities

Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.

Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.

Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.

Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.

 

Qualifications

The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.

• Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
• Experience with archives management and databases is preferred
• Familiarity with international standards for Archives Management is highly desirable

You must physically reside in the local Washington metro area to be eligible for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.