Section Chief (Archives and Records Management). IMF. Open until 19 September 2018

Section Chief (Archives and Records Management) - ITDISIG 

Job Number: 1800648

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 

Job Summary

Under the general supervision of the Deputy Division Chief of the Knowledge Management & Outreach Systems Division in the Information Technology Department (ITD), the Section Chief has direct responsibility for the management of the staff of the Archives and Records Management (ARM) section. It requires an individual who has deep domain knowledge in archives and records management, experience with relevant technologies supporting these functions for both physical and digital records, excellent leadership and strong managerial skills. Ability to articulate a vision, manage projects and operations, and formulate and manage budgets is a must. Requires excellent oral and written communication skills.

The Section Chief is responsible for ARM functions that include: i) records/archives policy development, ii) physical records management, iii) physical archives management and logistics (documents, photographs, videos), iv) maintenance of the IMF's file plan/records series and associated retention schedules across content types (documents, photographs, videos, email, web content, database content, etc.), v) reference service to support internal and external research, vi) declassification of IMF records, vii) digital archives – internal and external, viii) digital records management, ix) outreach and consultation with business units, x) training on records management policies, procedures and systems, and xi) maintenance of the IMF's Enterprise Business Vocabulary (EBV). The Section Chief is responsible for strategic planning, organizing, executing, controlling, and monitoring the archives and records management work. Since the IMF does not currently have a functional digital records management capability and its digital archives capability is limited, the Section Chief must have a vision and ability to execute a plan to modernize the work of the section and implement these capabilities to support a broader IMF digitalization strategy. The Section Chief should have a proven track record of successfully implementing a modern digital records management and archives capability in another organization. Experience with archives and records management in another international organization is considered a benefit.

 

Main Duties and Responsibilities

• Develops the vision and strategy for the archives and records management in the IMF informed by the institution’s information needs and business strategy.
• Develops and oversees an integrated and standardized lifecycle approach to the management of the IMF's records and archives - regardless of their format and medium.
• Oversees compliance with the archives and records policies.
• Leads the review of archives and records management policies and guidelines. Drafts policy notes and memos.
• Ensures compliance with the IMF's open archives (transparency) policy and the timely declassification of records for public access.
• Highlights areas of business and reputational risk related to the work of the section.
• Participates actively with the Deputy Division Chief and Division Chief by providing input into division-wide planning and goal setting.
• Establishes the ARM’s annual work plan and objectives aligned with divisional goals and the ITD Accountability Framework,
• Establishes and manages the ARM’s annual administrative and capital budgets.
• Determines priorities, supervises staff, allocates work based on available resources.
• Successfully delivers on the section’s projects in terms of business outcomes, schedule and budget.
• Manages ARM’s communications and outreach program to ensure that the section has deep insight into the work of the IMF and to promote healthy records management across the institution.
• Ensures the effective and appropriate use of new work practices and technologies in archives and records management.

Qualifications

Educational development, typically acquired through the completion of an advanced university degree in Library Science, Information Systems, Governance, Social Science, Public Policy and Administration or similar discipline, plus a minimum of eight years of relevant professional experience; or a bachelor's degree in Library Science, Information Systems, Governance, Social Science, Public Policy and Administration or similar discipline plus a minimum of 14 years of relevant professional experience, is required.

 

Must have a good understanding of records management, archiving, taxonomies and information classification systems. Working knowledge of information generation and classification schemes and awareness of latest developments in archives and records management practices in other international financial institutions (IFIs). Comprehensive knowledge of industry standards and guidelines pertaining to all aspects of records management, archiving and information classification. Experience working with best practice in information and records management (for example ISO 15489). Knowledge of information security and access management. Experience in the application of information technologies like databases, document management systems, MS Office, auto-categorization and machine learning. Ability to communicate effectively (written and oral) in English. French optional.

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