Librarian and Information Specialist. AIIB, Beijing. Open until 10 September 2019

Librarian and Information Specialist

The Asian Infrastructure Investment Bank (AIIB) is a multilateral institution with the mandate to foster sustainable economic growth in Asia by investing in infrastructure and other productive areas and promoting regional cooperation and partnerships.

AIIB is looking for a Librarian and Information Specialist to coordinate a wide range of library services under the Records and Information Management (RIM) Unit.

The RIM Unit is a service team within the Facilities and Administration Services (FAS) Department at AIIB. The library provides access to published digital and print materials, reference and research services, and information outreach to ensure that the Bank’s business units and staff receive information resources, services and the support required to complete their work. The archives collect, maintain, and make available all information with historical value and that will be permanently retained.

The Librarian and Information Specialist will lead the growth of an innovative, digital and technology rich library environment harmonious with the mandate and corporate strategic vision of AIIB. The position is primarily responsible for developing and maintaining the library collection and the provision of excellent reference and research services that include the effective use of electronic and print information resources.

Responsibilities:

• Develop and keep the library collection current, both in electronic and print formats.
• Coordinate the original and copy cataloguing work of the library materials.
• Perform the super-administrator role of the Integrated Library System (ILS) and applications.
• Provide comprehensive reference and research services. Respond to information requests from the Bank’s business units and staff to meet their information needs.
• Summarize and analyze retrieved information as a means of searching for topics of interest for library users.
• Build and maintain the Bank’s Institutional Repository (IR) and the digital archives.
• Regularly update the library intranet website with current resources and service announcements.
• Develop partnerships with libraries of other multilateral development banks, international financial institutions, academic and research organizations to maximize the utilization of resources.
• Work with the RIM team to offer bank wide information services. Provide backup support for the work of other colleagues as and when needed.
• Negotiate licenses with vendors and track and record the collection budget.
• Collaborate with vendors regarding technical support for electronic databases, e-journals and library systems.
• Respond to copyright information requests from researchers, staff and consultants.
• Design and deliver library training, workshops and presentations for users on an ongoing basis.
• Undertake new and innovative programs to promote library services and resources.
• Develop and cultivate relationships with Bank management, departments and staff to become knowledgeable about fields of specialization and use professional expertise to respond to requests.
• Explore and experiment with available technologies and their application to reference and user services.
• Use assessment tools and techniques to evaluate and enhance services to users.
• Prepare reports on library activities and usage for the unit and department.
• Other duties as assigned by the Unit Head.

Requirements:

• Minimum 5-8 years of post-master’s degree experience as a professional librarian is required.
• Candidate with an additional advanced degree in economics, finance, engineering and or public policy and administration would be given preference.
• Advanced fluency in English is a must. Excellent oral and written communication skills are required.
• Ability to provide advanced reference and research services.
• Advanced knowledge and experience in the use of metadata standards, in particular but not limited to the MARC, DDI and Dublin Core standards.
• Knowledge of archival conventions and records management standards is an asset.
• Must have experience with the emerging digital library environment including digital collections and online databases and strong working knowledge of integrated library systems.
• Proficiency in webpage design and content management software including SharePoint is an asset.
• Excellent service philosophy with a demonstrated commitment to teamwork.
• Evidence of ability to work creatively and collaboratively.
• Excellent organizational, analytical and time management skills.
• Master’s degree in Library and Information Sciences from an accredited school of Library and Information Science/ Studies.

Previous experience and qualifications will determine the employee level at which a successful applicant will enter AIIB.

Records and Information Management Officer (Junior position). AIIB, Beijing. Open until 14 February 2018

The Records and Information Management (RIM) Officer provides general information support services to AIIB. The selected candidate will be responsible for contributing to the delivery of Library, Archives and Records Management services to AIIB staff and stakeholders.

Responsibilities:

i) Records Services:

• Play a support role in the execution of the RIM program by providing a full range of administrative and secretarial services.
• File, index and verify records in the electronic system(s).
• Scan documents, photographs and images as required.
• Support the annual records disposition process.
• Search and find information when requested.
• Organize and participate in various RIM meetings and initiatives.

ii) Archival Services:

• Help accessioning incoming historical records to the archival collection.
• Ensure that all database records are updated with timely and accurate information.
• Provide archival reference assistance services by conducting information research requiring historical documents.
• Summarize information and communicate results to clients in a clear and concise manner.
• Receive and respond to requests for archived materials.
• Assist in overall preservation of archival collection.
• Help ensure security of archives facilities and integrity of collection.

iii) Library Services:

• Support and administer all library support services within AIIB.
• Receive, catalog, circulate and maintain library collection.
• Provide document delivery services.
• Provide reference help as and when received.
• Direct library patrons to appropriate sources.
• Guides patrons in the use of the library’s catalog and e-resources.
• Respond to inquiries interpreting library procedures.
• Maintain AIIB-wide subscriptions to databases and information resources.
• Update web and intranet sites.
• Perform other duties as library priorities change.

Requirements:

• Minimum 5 years of related experience in the fields of information management, library, archives and/or records management.
• Equivalent direct experience with a multilateral development bank or an international financial institution will be given due consideration.
• Proficient in various office applications including experience using a document management system (i.e., SharePoint, Documentum, etc.) would be considered an asset.
• Experience using library electronic databases would be considered a strong asset.
• Demonstrated meticulous, methodical and analytical skills to ensure that a high level of accuracy is maintained.
• Demonstrated capability to work with minimal supervision.
• Solution-oriented with the ability to think independently.
• Ability to deal with multiple priorities simultaneously.
• Client-focused with good interpersonal skills and the ability to adapt to different personality types and work styles.
• Master’s degree or equivalent in library science, information management, archival science, English language or any other relevant field with completion of certificate program at a recognized institution in a relevant discipline, i.e., library, archives and/or records management.

Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.

Records and Information Officer. AIIB, Beijing. Open until 14 February 2018

The Records and Information Officer will be responsible for contributing to the maintenance of a broad range of records and information management (RIM) functions at AIIB. The selected candidate will support day-to-day operations of the RIM program and help maintain electronic and physical records systems. The officer should have the right experience to provide significant assistance in overseeing the entire records life cycle including the creation, use, storage, retrieval and ultimate disposition of records.

Responsibilities:

• Deliver RIM support services such as indexing, classifying, storing and safeguarding electronic files and physical documents in the records repositories.
• Verify electronic records and metadata in the system.
• Provide necessary support to AIIB staff in the maintenance of their records.
• Assist in implementing retention schedules, file plans and vital records programs.
• Document and maintain stand-alone records systems and business applications.
• Assist in maintaining the annual disposition process of both physical and electronic files, including archiving of AIIB records.
• Scan, index and assure the quality of scanned documents per RIM standards.
• Respond to internal and/or external records requests and RIM-related inquiries.
• Provide RIM system user orientation and training support to staff.
• Identify RIM issues and recommend improvements.
• Assist in maintaining modern AIIB library services.
• Help maintain RIM system user accounts.
• Complete other RIM-related tasks as assigned.

Requirements:

• Minimum 5-8 years of practical RIM work experience.
• Hands-on experience with all aspects of RIM services including maintaining a RIM system. Hands-on experience in modern library services considered an advantage.
• Experience with file plans and retention schedules.
• Good understanding of the information life cycle concept and its impact on the management of records and information, including retention/disposition and access controls.
• Solid knowledge of RIM standards and tools.
• Strong computer skills in different software systems including expert knowledge of Microsoft Office.
• Ability to work independently and as part of a team.
• Strong interpersonal, communication and customer service skills.
• Strong written and verbal English communication skills.
• Attention to detail and the ability to multitask.
• Experience with SharePoint and its Records Center is an asset, as is experience in developing and delivering training materials.
• Master’s degree in library and archival studies or information management or related fields from an accredited institution.

Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.