Records Management Administrator. EBRD, London. Open until 27 January 2021

 

Records Management Administrator (known internally as Officer RM&A)

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Posting Date: 19-Jan-2021

Location: London, GB

Company: EBRD

Requisition ID	19185
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	MD IT Office
Business Unit	Records Management and Archives
Contract Type	Short Term
Contract Length	10 months
Posting End Date	27/01/2021

This position is being advertised as a short term assignment until the 31st December 2021

 

Purpose of Job

The Officer is responsible for assisting records managers in the effective management of Bank’s information assets and co-ordinating off-site storage activities.

 

Background

The Records Management and Archives (RM&A) team collaborates with the business to drive business performance through innovative technologies. It is involved in a document digitalisation initiative, use of electronic signatures and document approval workflows. This role provides support to the Team for the delivery of business solutions that meet business needs.

 

Accountabilities & Responsibilities

• Provide records and archives support to the Team  as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and  assists with preservation of long term and historical records
• Manage off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare transfer of shipments to and from off-site storage make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
• Provide administrative support for the team: booking taxies, scheduling meetings, keeping team lists up to date, intranet updates, on boarding new starters, off boarding leavers

 

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

 

Knowledge, Skills, Experience & Qualifications

• University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good knowledge and experience of electronic records and document management systems
• Good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
• Excellent interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
• Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
• Ability to work under pressure and meet deadlines
• Ability to work independently, to tackle issues and propose practical solutions
• Willingness to work overtime as and when required
• 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.

Job Segment: Manager, Bank, Banking, Administrative Assistant, Records, Management, Finance, Administrative

Associate, Records Management and Archives. EBRD, London. Open until 30 October 2020

 

Asociate, Records Management and Archives

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Posting Date: 16-Oct-2020

Location: London, GB

Company: EBRD

Requisition ID	18364
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	MD IT Office
Business Unit	Records Management and Archives
Contract Type	Short Term
Contract Length	12 months
Posting End Date	30/10/2020

Associate RM & A (  Records Management and Archives (RM&A)/Corporate Services)

 

Purpose of the Job

The Records Management Associate is responsible for ensuring that the Bank’s information assets are managed in a coherent manner, that information is held and handled securely, made available to the right people and kept as long as necessary. The Records Management Associate will 1) be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and administer them at departmental level 2) manage specific areas of expertise. The role will facilitate awareness among Bank staff in all matters relating to to the management of information assets

 

Background

The RM&A team collaborates with the business to drive business performance through innovative technologies , it is involved in a document digitalisation initiative, use of electronic signatures and document approval workflows. Works closely with the various team members within IT for the delivery of business solutions that meet business needs.

 

Facts and Scale

• Work with the IT, OGC, Internal Audit and Risk Management departments on information management issues that require their assistance/ advice or on other matters that may have an impact on the management of information assets

 

• 1 to 2 reports
• No budget authority

 

Accountabilities and Responsibilities:

• Manage departmental information to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
• Provide guidance and support to the business in order to help them collaborate and share information in an efficient and secure way
• Provide guidance in the migration to Office 365 and MS Teams
• Contribute to the development, implementation and maintenance of MS Teams in order to enhance  Bank business performance
• Contribute to the development and implementation of digitisation initiatives to facilitate efficient management of business records
• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
• Establish best practice and ensure compliance with records management and archives standards
• through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
• Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
• Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
• Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
• This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs
   

Knowledge Skills/Experience and Qualifications

• University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good technical knowledge of electronic records and document management systems
• Very good technical knowledge of SharePoint and MS Teams
• Proven experience in implementation of MS O365
• Experience of working in a banking sector and familiarity with banking types of  information assets 
• Ability to supervise and coach staff
• Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within 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
• 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
• Concern for accuracy and attention to detail
• 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

 

Challenges

• Raising the profile of records management within the EBRD, keeping staff aware of the value and benefits of good information management practice to their work and to the Bank’s objectives in terms of efficiency and productivity, and ensuring their compliance and co-operation. Working with departments
  to ensure the RM function is adhered to and executed on an on-going basis
• Maintaining awareness of advances in technology in order to understand the impact on records management practice and implement new processes and technologies. As records are stored in so many different systems, ensuring that they are still well-organised and easily retrievable so as to support business needs

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.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance

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

Posting Date: 12-Jun-2019

Location:

Company: EBRD

Requisition ID	15268
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	MD IT Office
Business Unit	Records Management and Archives
Contract Type	Regular
Contract Length
Posting End Date	28/06/2019

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.

Background

• 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.

Job Segment: Manager, Bank, Banking, Law, Records, Management, Finance, Legal

Officer, TFP Records Management. EBRD, London. Open until 18 October 2017

Officer, TFP Records Management (Full or Part Time)

Posting Date: 05-Oct-2017

Location: London, GB

Company: EBRD

Requisition ID	9561
Office Country	United Kingdom
Office City	London
Division	Banking
Dept. / Bus. Group	Financial Institutions
Business Unit	Trade Facilitation Programme
Contract Type	Fixed Term
Contract Length	2 years
Posting End Date	18/10/2017

PLEASE NOTE: PART TIME HOURS WILL BE CONSIDERED FOR THIS ROLE

Purpose of Job

The Officer, Records Management will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.

Background

The EBRD’s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD’s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of €1 billion.

Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.

Accountabilities & Responsibilities

• Update of contact databases various formats
• Maintaining trade record database
• Sorting, labelling and recording records for medium to long term storage
• Implement and update the contact detail database for Confirming Banks

Knowledge, Skills, Experience & Qualifications

• Skills in management of documentation and databases
• Good communication skills
• Ability to follow existing procedures and co-ordinate efforts with other team members
• Good interpersonal and proactive skills
• Fluent English, both written and spoken

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.

Job Segment: Manager, Bank, Banking, Part Time, Records, Management, Finance                    

Senior Officer, Documentation Office. EBRD, London. Open until 13 April 2017

Senior Officer, Documentation Office - 9 month contract

Apply now »                            

Posting Date: 06-Apr-2017

Location: London, GB

Company: EBRD

Requisition ID	4941
Office Country	United Kingdom
Office City	London
Division	Office of the Secretary General
Dept. / Bus. Group	Board & Institutional Affairs
Business Unit	Board & Institutional Affairs
Contract Type	Short Term
Contract Length	06 months
Posting End Date	13/04/2017

Senior Officer –  9 month secondment role                                                                        

Role Overview

The Senior Officer is responsible for administering all aspects of work flow in the Documentation Office and acts as a key point of contact for all matters relating to the issue of official Board documents.

Key Responsibilities and Deliverables

1. Distributing documentation to the Board of Directors both electronically (via BOLDnet) and in hard copy, in compliance with relevant Bank procedures including the correct presentation and format of documents and ensuring appropriate information security levels are assigned and necessary sign-offs obtained.
2. Delivering hard copies of board documents to the Board of Directors constituency offices
3. Assisting BIA Advisers with Board meeting preparation and other administrative tasks relating to the work of the Board Committees, Information Sessions and Workshops.
4. Maintaining and updating information on the Bank’s website, the intranet, BOLDnet, the Board of Directors Outlook calendar and the Board LiveFeed.
5. Maintaining the security of the records within the Documentation Office, including Highly Restricted documentation.  Controlling access to the verbatim records of the Board of Directors
6. Working with Records Management and Archives regarding the archiving of original board documents.  Independently responsible for implementing correct records management procedures within the office including copying and archiving of documents.
7. Assisting with ad hoc research requests and retrieval of information from BOLDnet.

Skills and Experience

 

• Excellent organisational and administrative skills with the ability to multi-task and work independently.
• Willing to deliver hard copy documents to different floors within the Bank on a daily basis.
• Ability to stay calm and work under pressure, to meet deadlines and handle large volumes of work.
• Willing to deliver hard copy documents to different floors within the Bank on a daily basis.
• Good IT skills.  
• Excellent written and spoken English.
• A good understanding of the work of the Board of Directors and related documentation would be desirable but not essential.
• Reliable, flexible and conscientious, with a good eye for detail.
• Willing to work regular overtime as required.

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.

Job Segment: Bank, Banking, Records Management, Information Security, Finance, Records, Technology

Associate, Records Management & Archives. EBRD, London

Associate, Records Management & Archives

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Posting Date: 12-Jan-2017

Location: London, GB

Company: EBRD

           

Requisition ID	1821
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	Information Technology
Business Unit	Records Management and Archives
Contract Type	Fixed Term
Contract Length	2 years
Posting End Date

The Records Management and Archives (RM&A) team organises and protects the Bank’s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.

Accountabilities & Responsibilities:

• Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
• Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
• Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
• Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
• Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
• Has own area of expertise and/or responsibility which may include the following:
  1. Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
  2. Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
  3. Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
  4. Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
  5. Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
  6. Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
  7. Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications:

• University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good technical knowledge of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Ability to supervise and coach staff
• Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within 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
• 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
• Concern for accuracy and attention to detail
• 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

Please note: this position is a two year fixed term contract.


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.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance

Assistant Analyst, Records Management. EBRD, London. Open until 2 November 2016

Assistant Analyst, Records Management

Ref

50022710

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

2 November 2016

This is a two year fixed term contract.

Role Overview

The Assistant Analyst, Records Management, is responsible for the effective management of EBRD records. The Assistant Analyst will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.

Accountabilities & Responsibilities

• Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity

• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations

• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank

• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research

• Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies

• Train Records Management Coordinators and EBRD staff to ensure compliance with records and archives procedures

• Contribute to the development and implementation of function-based electronic document management systems to enhance business performance

 This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications

• University degree or substantial experience in Records Management and Archives, preferably in a multi-cultural organisation

• Very good knowledge and experience of electronic records and document management systems

• Computer literate: Windows, Word, Excel, PowerPoint

• Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats

• Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion

• Very good 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

• Concern for accuracy and attention to detail essential

• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative

• Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude

• Ability to work independently, to tackle issues and propose practical solutions

• Ability to work under pressure and meet deadlines

• Willingness to work overtime as and when required and to travel

• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Diversity Matters

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.

Officer, Vital Records. EBRD, London. Open until 15 September 2016

Officer, Vital Records

Ref

60007724-1

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

15 September 2016

The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank’s historical archives. Its primary duties are to (i) organise and protect the Bank’s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability.

Role Overview

The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities

 

Background

• Responsible for assisting in the efficient running of Records Management & Archiving (RM&A) by giving operational support to the team
• Work under direct supervision of the Associate, RM&A

Accountabilities and Responsibilities

• Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
• Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
• Assist with administrative functions for the team in the absence of the incumbent for this task

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Essential Skills, Experience and Qualifications

• University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good knowledge and experience of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
• Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
• Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
• Ability to work under pressure and meet deadlines
• Ability to work independently, to tackle issues and propose practical solutions
• Willingness to work overtime as and when required
• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Competencies and Personal Attributes

• Attention to detail and eye for accuracy
• Ability to cope well under pressure and a capacity for hard work
• Ability to work efficiently and cheerfully as part of a team
• Reliable, flexible and willing to work overtime as and when required
• Excellent interpersonal manner, including tact and diplomacy
• Ability to build effective working relationships with clients and colleagues in a multicultural environment.

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.

 

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.

Senior Officer, Vital Records. EBRD, London. Open until 13 September 2016

Senior Officer, Vital Records

Ref

60000807-1

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

13 September 2016

The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank’s historical archives. Its primary duties are to (i) organise and protect the Bank’s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability

Purpose of Job and Background

The Senior Officer, Vital Records is responsible for the effective management of EBRD vital records and will administer the safekeeping procedures. The role will facilitate awareness among Bank staff in all matters relating to vital records and the management of risks to those records as information assets.

 

Background

• Responsible for the management of vital records; ensure integrity, usability and reliability of those records
• Work under direct supervision of Associate, RMA

Accountabilities and Responsibilities

• Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster
• Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation
• Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business
• File hard copies so they can be efficiently retrieved
• Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
• Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures
• Conduct user reference services to provide Bank staff with vital records in a timely manner
• Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Essential Skills, Experience and Qualifications

• University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good knowledge and experience of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Very good communications skills - ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
• Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
• Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent planning, organisational and analytical skills; ability to show initiative
• Ability to work under pressure and meet deadlines
• Ability to work independently, to tackle issues and propose practical solutions
• Willingness to work overtime as and when required
• Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential

Competencies and Personal Attributes

• Attention to detail and eye for accuracy
• Ability to cope well under pressure and a capacity for hard work
• Ability to work efficiently and cheerfully as part of a team
• Reliable, flexible and willing to work overtime as and when required
• Excellent interpersonal manner, including tact and diplomacy
• Ability to build effective working relationships with clients and colleagues in a multicultural environment.

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.

 

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.