Tuesday, July 2, 2019

Principal, Senior Records Management. EBRD, London. Open until 16 July 2019

Posting Date: 12-Jun-2019

Company: EBRD
Requisition ID15268
Office CountryUnited Kingdom
Office CityLondon
DivisionVP, Human Resources & Corporate Services
Dept. / Bus. GroupMD IT Office
Business UnitRecords Management and Archives
Contract TypeRegular
Contract Length
Posting End Date28/06/2019 

The EBRD’s Records Management and Archives (RM&A) team is currently seeking an engaging, dynamic and proactive individual to lead the records management function. This role will require people management skills and project management skills in the area of information management, records management and archives. Experience in developing and implementing information management policies, as well as roll out of technical capabilities (OpenText, Office 365, automation) is an advantage.

Purpose of Job

The Principal, Senior RM, is an expert in the field of records management with specific emphasis on the overall management of the bank-wide electronic document management systems- EDMS and the Bank Records System. The role is responsible for establishing, developing, implementing and maintaining the policies and procedures governing the management of the EBRD records at HQ and in the ROs in line with business requirements. The role interacts with Managing Directors and Heads of Departments.


  • Responsible for the management of EBRD records at HQ and in the ROs: efficient classification, storage and retrieval of information that is needed to support the Bank’s work; protection and preservation of the Bank’s records as evidence of its actions, to meet compliance with EBRD legislative and regulatory requirements and to support the Bank in cases of litigation; and protection of records identified as vital to business continuity in the event of a disaster
  • Independent management and supervision of a group or a key activity
  • Responsible for staff recruitment, performance and development
  • Involved in bank-wide committees and participating to international forums
  • Maintains links with external information services from other similar international organisations
  • Adviser role to the Associate Director, Insight & Innovation
  • Work under general supervision of the Associate Director, Insight & Innovation

Accountabilities & Responsibilities

  • Lead the records management function developing, gaining approval for and implementing strategies and policies to support the Bank’s operational, administrative and related programmes
  • Develop and maintain the records management procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations, with special emphasis on electronic records
  • Establish best practice and ensure compliance with records management standards through awareness of current developments and new technologies and through links with external records services from other similar organisations
  • Manage the Bank Records System to ensure efficient use of the system and integrity and accountability of the EBRD records management systems used to structure and monitor the records of the EBRD to enhance Bank business performance
  • Manage the bank-wide electronic document management system to ensure efficient use of the system
  • Represent EBRD in international forums
  • Represent the records management function in Committees and Steering Groups as necessary
  • Supervise staff including: recruit and develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
  • Identify opportunities for lean and effective records management practices, such as process automation, records digitalisation
  • Responsible for Bank wide adherence to records management practices and policies
  • Oversee off-site storage operations to ensure smooth management and retrieval of the EBRD records stored off-site
  • Lead on the Bank-wide records management training programme and communication campaigns to raise awareness of EBRD RM and archival practices
  • Responsible in ensuring RO compliance with records management practices and procedures
  • Work with the Associate Director, Insight & Innovation on long term information and collaboration strategy for the Bank, and ensure smooth delivery of RM projects that underpin its execution
  • Anticipate the Bank’s need and act as a customer advocate
  • Coach business stakeholders about better use of RM systems and practices
  • Measure and monitor customer satisfaction of RM effectiveness and how they meet business objectives
  • Typically deals with more complex requests, resolves problems in own group
  • Propose new initiatives     
  • Advise IT on projects with a RM component
  • Advise the Associate Director, Insight & Innovation on any RM-related policies and procedures
  • This job description is not limited to the responsibilities listed and the incumbent maybe requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications

  • University degree or extensive work experience in Records Management, including management of electronic records, preferably in a multi-cultural organisation
  • Managerial experience with proven ability to motivate and guide staff and to foster team playing in order to deliver the business goals
  • Excellent technical knowledge of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Excellent leadership and coaching skills
  • Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within and outside the EBRD
  • Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
  • Excellent writing skills
  • Ability to generate and drive projects, ability to generate new initiatives and to work creatively
  • Excellent 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
  • Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
  • Ability to work independently, to tackle issues and propose practical solutions
  • Ability to work under pressure and meet deadlines
  • Flexible in working hours and willingness to travel
  • Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
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.  As an inclusive employer, we promote flexible working.

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