Information Resources and Services Officer (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).
In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.
Overview
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 nonelectronic 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.
Job Purpose
The Information Resources and Services Officer (Records and Archives) provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR) and outsourced personnel providing ADB document conversion and microfilming services. The incumbent will report to the designated International Staff and senior National Staff.
Responsibilities
Contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:
- Assists the Unit Head, OAIS-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
- Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, including outsourcing of services.
- Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
- Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
- Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
- Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
- Supervises the development and maintenance of the ADB Archives Gallery.
- Supervises the development and implementation of the annual records management training/workshop for HQ and field offices staff.
- Supervises the technical support given by the records and archives group to the Resident Missions, including e-file transmissions of delegated project documents.
- Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAIS-IR, Director, OAFA and/or Principal Director, Office of Administrative Services.
- Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with Facilities Planning and Management Unit.
- Verifies work effectiveness, decorum and punctuality in the team; and provides information for staff performance evaluation.
- Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of Culture and Talent Division.
- Provides technical support to ADB's Departmental Files assisting Departmental File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
- Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
- Supports the leadership and oversight of ADB's electronic document filing systems.
- Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
- Ensures environmental, intellectual, and physical control over ADB's archival collection.
- Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
- Performs other duties that may be assigned as reflected in the incumbent's work plan.
Qualifications
Relevant Experience & Requirements
- Bachelor's degree in Archives Administration, Library Science, or other information management discipline; preferably with advanced training in archives and records management.
- At least 8 years of experience in records management and archives
- Thorough knowledge of archival operations and preservation techniques.
- Comprehensive knowledge and understanding of international best practices on records management policies and procedures.
- Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage.
- Advanced SharePoint knowledge, focused specially on records management features
- Effective report-writing and communication skills in English.
- Supervisory experience for a team of 3-4 people
- Able to work collaboratively with teams as a constructive team member.
- Strong oral and written communications skills.
- Please refer to the link for ADB Competency Framework for National Staff Levels 1-2
General Considerations
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.
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