International Consultant, EDRMS project. ADB, Manila. Open until 20 April 2021

This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of Office of Administrative Services (OAS) provides information resources and services to ADB staff and consultants. Our most important project for 2021 is the design and implementation of an EDRMS (Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have significant impact on overall business of the whole Bank as it aims at bolstering the records management functions of SharePoint and establishing a content management platform, including capturing, retention, research/retrieval, disposal, and archiving electronic records. The main objective of this engagement is to support the EDRMS project and introduce international good practice for updating ADB policies and procedures in connection with the project

Scope of Work

The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) outside duty station could apply until the lifting of the ongoing Community Quarantine in the Philippines due to COVID-19. Coordination with departments to provide support and guidance on records retention and access. Work closely with ITD to develop the system requirements for EDRMS. Updating ADB’s policies and procedures for archives and records management is also a fundamental deliverable of the assignment. Training the staff of the Records and Archives Team to keep them abreast with the latest international good practice on records management and specially on EDRMS implementation is the third dimension of the assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at the end of engagement period.

Detailed Tasks and/or Expected Output

Specifically, the Consultant shall undertake the following: • Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of records, including departmental file plans in line with the new corporate-level File Plan. • Contribute as a key team member to the design and implementation of EDRMS, including development of retention rules, metadata, and workflows. • Assist in the supervision of the records management component of the ADB-wide electronic documents repository system and make recommendations for improvements as necessary. • Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments. • Help review and update records management policy and procedures in light of most recent international good practice. • Develop and implement an electronic records management training/workshop program for HQ and field offices staff. • Provide 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. • Support the leadership and oversight of ADB's electronic document filing systems. • Provide technical support to the Resident Missions on the efficient management of project records electronically, including e-file transmissions of delegated project documents. • Make 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. • Provide input and advice on streamlining and formalizing workflow related to the transfer of paper- based records from departments to the records center. • Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff. • Provide records management guidance and technical support to ADB's Departmental Files, assisting Departmental File Custodians in all aspects of the work (i.e. records processing, file station maintenance, and other duties). • Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’ s records and archives management system, and to the EDRMS project in particular.

Minimum Qualification Requirements

• Master’s degree in records/archives administration, library science, or other information management discipline; preferably with advanced training in archives and records management. • At least 5 years experience in records management and archives, including 3 years on electronic/digital records management. • Thorough knowledge of archival operations and preservation techniques. • Comprehensive knowledge and understanding of international best practices on records management policies and procedures. • Practical experience drafting policies and procedures in the fields of information management, archives and records management. • 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. • Able to work collaboratively with teams as a constructive team member. • Strong oral and written communications skills.

Minimum General Experience 5 Years Minimum Specific Experience (relevant to assignment) 3 Years

Information Resources and Services Officer (Records and Archives), NS-2. ADB, Manila. Open until 23 September 2020

 

Information Resources and Services Officer (Records and Archives)

Reference Number	200431
Position Level	NS 2
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Wednesday, September 9, 2020
Closing Date	Wednesday, September 23, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

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IMPORTANT INFORMATION

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.

Associate Information Resources and Services Administrator (Records and Archives). ADB, Manila. Open until 8 May 2020

Associate Information Resources and Services Administrator (Records and Archives)

Reference Number	200203
Position Level	AS 7
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Thursday, April 23, 2020
Closing Date	Friday, May 8, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

IMPORTANT INFORMATION
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).
 
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 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.

Job Purpose
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.
 
Responsibilities
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.

Qualifications

Relevant 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

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.

Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 29 April 2015

Information Resources and Services Assistant (Records and Archives) (Re-advertisement)

 

Reference Number	ADB-HR-15-0262
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	ADB HQ
Date Posted	Wednesday, 15 April 2015
Closing Date	Wednesday, 29 April 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation

Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.

Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.

 

Electronic Records and Documents Organization

Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.

 

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

 

Records Management Audit

Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

 

Others

Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience

- At least 5 years experience in information management

 

Technical knowledge

- Sound working knowledge and understanding of ADB’s records management system, policies and procedures

- Sound working knowledge of digital imaging and electronic documents conversion processes

• Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
• Proficient in ADB standard software programs and information technologies

People and leadership skills

- Able to liaise and work effectively with staff within own work location

- Able to work collaboratively with teams as a constructive team member

- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 4 February 2015

Information Resources and Services Assistant (Records and Archives)

Reference Number	ADB-HR-15-0060
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	ADB HQ
Date Posted	Wednesday, 21 January 2015
Closing Date	Wednesday, 4 February 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

 

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation

Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.

Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.

 

Electronic Records and Documents Organization

Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.

 

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

 

Records Management Audit

Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

 

Others

Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience

- At least 5 years experience in information management

 

Technical knowledge

- Sound working knowledge and understanding of ADB’s records management system, policies and procedures

- Sound working knowledge of digital imaging and electronic documents conversion processes

• Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
• Proficient in ADB standard software programs and information technologies

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Associate Information Resources & Services Administrator (Records & Archives). ADB, Manila. Open until 22 October 2014

Associate Information Resources & Services Administrator (Records & Archives)

• Job Purpose:
• Expected Outcomes
• Educational Requirements:
• Relevant Experience And Other Requirements:
• Core Competencies:
• Immediate Reporting Relationships / Other Information:

Reference #	ADB-HR-14-0816
Position Title:	Associate Information Resources & Services Administrator (Records & Archives)
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Manila, Philippines
Recruitment Type	National and Administrative
Date Posted	8 October 2014
Closing Date	22 October 2014 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To collect, organize, maintain and preserve archival records of ADB, provide reference and research services, administer the digital conversion of archival records, and support proactive disclosure in accordance with ADB policies.

Top

Expected Outcomes

Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors (International Staff and/or senior National Staff):

Archives Organization, Maintenance and Conservation
• 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 permanent records to the Archives.
• 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.

Reference and Education Services 
• 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.

Administrative Support
• 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 evaluation of archives staff performance.
• Maintains records transfers, and plans the yearly work program.

Others
• Performs other duties as may be assigned by the immediate supervisor, specialist, and/or director and reflected in the incumbent’s workplan.

Top

Educational Requirements:

Bachelor’s degree in Library Science, Archives Administration, or other information management discipline

Top

Relevant Experience And Other Requirements:

Work experience
• At least 5 years experience as a practicing archivist

Technical knowledge
• Working knowledge and understanding of established records management policies and procedures
• Thorough knowledge of archival/records management operations and preservation techniques
• Proficient in ADB standard software programs and information technologies, particularly for database management and client interface

People and leadership skills
• Able to liaise and work effectively with staff within own work location and throughout ADB
• Able to work collaboratively with teams as a constructive team member
• Excellent interpersonal skills and excellent command of written and spoken English

Top

Core Competencies:

Application of Technical Knowledge and Skills
• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation
• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving
• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together
• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing
• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change
• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

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Immediate Reporting Relationships / Other Information:

Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment

Senior Information Resources & Services Assistant (Records & Archives). ADB, Manila. Open until 27 October 2011

Senior Information Resources & Services Assistant (Records & Archives)

Facilities and Asset Management Division, Office of Administrative Services

Closing date: 27 Oct 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:
To assist the Records and Archives section of the Information Resources and Services Unit in the management of ADB's records in electronic and paper formats and filing system, as well as in providing training and advice to various departments/offices in ADB headquarters (HQ) and resident missions/representative offices (RMs/ROs) primarily on electronic records and documents management.
Expected Outcomes:
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluate the results of these tests and report the findings to facilitate needed improvements in the system.

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

Advisory and Training

Advises concerned staff in departments/offices in ADB HQ, Board offices and RMs/ROs on various aspects of records management. Provides inputs in developing policies and procedures for ERMS users. Orients and guides staff on various aspects of managing paper and electronic records. Prepares and updates course materials for training programs, including eLearning materials.

Recommends improvements in file maintenance procedures, proposes revisions and other updates to the records management and maintenance manual and subject classification guide. Updates and maintains records database/s.

Trains service providers on document preparation, appraisal and proper disposition of records.

Records Management Audit


Participates in records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.



Others

Performs other duties as may be assigned and reflected in the incumbent's work plan.

Educational Requirements:
Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience And Other Requirements:
Work experience
At least 5 years overall experience in library, records and/or information management
Technical knowledge

Sound working knowledge and understanding of ADB's records management system, policies and procedures
Sound working knowledge of digital imaging and electronic documents conversion processes
Sound working knowledge of ADB's ISO 14001/EHSMS 18001 best practices particularly on records management
Proficient in ADB standard software programs and information technologies

People and leadership skills

Able to liaise and work effectively with staff within own work location
Able to work collaboratively with teams as a constructive team member
Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
Deals with routine queries and correspondence in accordance with procedures
Proactively seeks relevant development opportunities and submits for approval
Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation

Adjusts style and approach to respect and serve different clients
Conveys messages by asking questions and using different approaches
Identifies when a client issue requires escalation
Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving

Proposes solutions to minimize delays and setbacks in completing work
Reviews all task objectives and achieves core deliverables
Uses time management and organizational skills to promptly complete work to the required standard
Delivers beyond the stated task objectives
Working Together

Consistently works effectively with individuals of different views, culture, nationality, gender, and age
Consistently seeks assistance when requirements are unclear
Provides timely updates on relevant information
Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing

Uses effective written and oral communication in preparing documents, presentations and interactions
Asks questions to understand how to follow up on feedback
Locates relevant information to expedite workflow
Innovation and Change

Adopts new policies, systems and processes in a timely fashion
Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff and senior National Staff