Associate Information Resources and Services Administrator (Records and Archives)
Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 68 members.
The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).
OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.
OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and non-electronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.
To view ADB Organizational Chart, please click here.
The Associate Information Resources and Services Administrator (Records and Archives) will collect, organize, maintain and preserve archival records of ADB; provide reference and research services, administer the digital conversion of archival records; support establishment of an electronic records management system (ERMS); curate archival materials for exhibit purposes, provide inputs in the preparation and design of exhibit materials for the ADB History Gallery, coordinate with departments for the turn-over of archival records; and support proactive disclosure in accordance with ADB policies. The incumbent will report to the designated International Staff and senior National Staff.
Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors:
- Maintains the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
- Organizes the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
- Identifies records requiring conservation and provides treatment and restoration to damaged records using international standards.
- Develops, implements, and maintains policies and procedures in selecting and organizing archival materials as well as the information system of the ADB's archival holdings.
- Coordinates with Departments/Offices on the transfer of archival materials for protection and preservation.
- Ensures conversion of archival records to electronic formats (including its migration to newer media) for the preservation of historical collection and as part of the business continuity program.
- Develops and maintains electronic client interface, database, and website.
- Support establishment of an electronic records management system (ERMS), including coordination for training and change management;
- Provides information and facilities to authorized archival records users through the preparation of indexes, guides, and other finding aids.
- Manages the reference services by conducting preliminary research, identifying relevant archival records and verifying staff's authority to have access to archival records or confidential materials to ensure security and integrity of archival records, and in compliance with the public communications policy of ADB.
- Promotes awareness on the importance of protecting and preserving archival materials and supports activities related to exhibits, external events and other activities requiring the distribution or display of archival materials.
- Maintains and develops the ADB Archives Gallery by assessing and selecting relevant materials for exhibits, updating featured materials and information, and coordinates activities and events.
- Backs up other records staff in their absence.
- Maintains statistics on archival holdings and activity indicators on the use of archives collection.
- Participates in the performation evaluation for service provider's personnel assigned to ADB on records and archives management services.
- Maintains records transfers, and plans the yearly work program for archives and the gallery.
- Performs other duties as may be assigned by the immediate supervisor, Unit Head, and/or director and reflected in the incumbent's workplan.
QualificationsRelevant Experience & Requirements
- Bachelor's degree in Library Science, Archives Administration, or other information management discipline
- At least 5 years of experience as a practicing archivist
- Working knowledge and understanding of established records management policies and procedures
- Thorough knowledge of archival/records management operations and preservation techniques
- Experience in change management for IT project in relation to electronic records management system (ERMS)
- Experience on electronic filing system
- Experience in working in galleries or museums as curator and knowledge in digital exhibits will be an advantage
- Proficient in ADB or multicultural organizations' standard software programs and information technologies, particularly for database management and client interface
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Excellent interpersonal skills and excellent command of written and spoken English
- Please refer to the link for ADB Competency Framework for Administrative Staff Level 6-7
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.