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

Principal Information Management Expert. ECB, Frankfurt. Open until 1 April 2019

Reference:  2019-045-EXT 

Type of contract:

Fixed-term contract until 31 July 2021, which may be extended subject to individual performance and organisational needs 

Who can apply: EU nationals

Salary: H band and benefits

Working time: Full-time 

Place of work: Frankfurt, Germany

Closing date for applications: Monday, 1 April 2019

Your team

You will be part of the Information Governance (IGO) Division in the Directorate General Secretariat. Our Division has 45 staff providing the framework, policies and procedures to ensure ECB information is of high quality so that staff and EU citizens can rely on it now and in the future.

You will contribute to the development of the ECB’s Enterprise Information Management Strategy, which includes the digital preservation of its information assets and opening its archives to the general public. You will bring in robust and innovative ways to ensure ECB information and knowledge is archived and preserved effectively.

In your role as a Principal Information Management Expert you will play a key role in strengthening the ECB’s ability to effectively manage, preserve and provide access to its archives (both digital and physical) over the medium to long term. You will facilitate open collaboration between archivists and records managers to further enhance the ECB’s information management life cycle, archival processes and procedures. You may also be required to coordinate the work of eight to ten colleagues working in the Archives. You will work closely with your Head of Section and colleagues across the Division, as well as all ECB business areas (especially within the Directorate General Information Systems, Data Protection Office, Compliance and Governance Office and the Directorate General Legal Services), in order to deliver the team’s work programme.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As Principal Information Management Expert you will:

• review the ECB’s current archiving policies, procedures and standards to ensure they are fit for purpose, comparable with those in benchmark organisations, and in line with the ECB’s obligations and with industry best practices;

• lead and/or provide expertise for activities that further enhance the management and long-term preservation of digital material in various formats (e.g. audio-visual, born-digital holdings, web archiving);

• work with the team to develop and implement a framework to enable the ECB to seamlessly open its archives to the general public (e.g. an online digital catalogue and holdings, as well as related archival services, software and systems);
• provide and coordinate effective and efficient day-to-day archival operations (i.e. acquisition, appraisal, retention, description, preservation and disposition of digital and physical material);

• support team members in their professional development, in particular to expand their digital archiving knowledge and skills;

• contribute to the Division’s strategic planning by identifying particular trends and opportunities in the area of information governance and archiving.

The position offers an excellent opportunity to lead the digital transformation of a dynamic team. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential:

• a master’s degree or equivalent in archiving, information management or another relevant field (for details on degree equivalences, read more);
• a minimum of three years’ experience in the development and implementation of archival policies, processes and procedures;
• a comprehensive knowledge of archival concepts, principles, functions, techniques, methods and international standards, and proven experience applying them to archives;
• a sound experience in appraisal, disposition and preservation of records (both physical and digital);
• strong organisational and planning skills;
• an advanced command of English and an intermediate command of at least one other official language of the EU.

Desired:

• the ability to interact with and influence stakeholders at different levels to adopt and support effective archival initiatives;
• experience in coordinating teams and projects;
• an understanding of change management principles and experience in leading change initiatives;

• advanced user-level skills with standard MS Office applications (such as Word, Excel and PowerPoint).

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs. You are skilled at encouraging people to develop their abilities and are able to build high-performing teams.

Further information

For additional information on this specific vacancy, you can speak to the recruiting manager, Laura Rodewald, on +49 (0)69 1344 5708 between 16.00 – 17.00 on 12 March, 14.00 – 15.00 on 18 March and 16.30 – 17.30 on 21 March 2019.

The contract(s) offered will be fixed-term, the appointment being for two years as of the exact starting date of the selected person.

Temporary appointments may be extended or made permanent subject to organisational needs and budgetary constraints. This may result in a staff member with a non-convertible fixed-term contract being offered a convertible contract in accordance with the ECB Conditions of Employment.

The recruitment process for this position may include an online interview via WebEx at the pre-selection stage and – if you are invited to participate further in the selection procedure – an on-site written exercise, a presentation and interviews.

Application and selection process

For further information on how to join us, read more.

Principal Information Management Experts (Team Leaders). ECB, Frankfurt. Open until 26 September 2018

Principal Information Management Experts (Team Leaders)

Reference:

2018-211-EXT

Type of contract:

Fixed-term contract which may be converted into a permanent contract after three years subject to individual performance and organisational needs

Who can apply:

EU nationals

Salary:

H band and benefits

Working time:

Full-time

Place of work:

Frankfurt, Germany

Closing date for applications:

Wednesday, 26 September 2018

Your team

You will be part of the Information Governance (IGO) Division of the Directorate General Secretariat. We are currently implementing an Enterprise Information Management Strategy and laying the foundations for an enterprise-wide Knowledge Management Programme. These two initiatives will introduce a holistic approach to managing the ECB’s information and knowledge assets. Librarians, archivists and records managers are working in close collaboration with information technology experts to make this happen.

The IGO Division is responsible for developing the ECB’s Information Governance Framework and implementing innovative collaboration and information tools and services. Several of these services rely on DARWIN, the ECB’s Enterprise Content Management System. DARWIN is based on the standard software package of OpenText Content Server, and serves more than 13,000 users in the European System of Central Banks, the European Systemic Risk Board, the Single Supervisory Mechanism and the European Financial Stability Facility. We aim to provide all of these teams with solutions that enable them to manage and share an increasing amount of information and facilitate collaboration.

We are now seeking to recruit two Principal Information Management Experts to lead the Archives and Records Management team and the Information Management Solutions team. In this role you will lead a team of between 8 and 10 colleagues and play a key role in information management projects to support the implementation of information policies and to facilitate collaboration and business effectiveness. You will work closely with your Head of Section and colleagues across all business areas – especially within the Directorate General Information Services, Data Protection Office, Data Management teams and Directorate General Legal Services – in order to deliver the work programme.

Your role

As Team Leader you will:

coordinate the team, coach, appraise and support team members in their professional development;

establish efficient work plans and adjust them to achieve the specific objectives of the Directorate General;

ensure the flow of information within and beyond the team and foster collaboration within the Directorate General and with other business areas;

contribute to the Division’s strategic planning by identifying particular trends and opportunities in the area of information governance.

In addition, as leader of the Information Management Solutions team you will:

lead the evolution of solutions for the medium/long term (e.g. areas of development/improvement with a specific focus on finding an appropriate balance between user friendliness, risk mitigation and costs);

support the DARWIN Service Owner where decisions are required;

coordinate the delivery of functional support and/or training to maintain a high level of customer adoption and satisfaction.

In addition, as leader of the Archives and Records Management team you will:

lead the further development and transformation of the current information management offering and team (i.e. ensuring that current tasks and activities serve desired end goals, add value and are as lean as possible;)

contribute to the development of innovative solutions that serve ECB information governance requirements;

support the design and implementation of agile information processes and/or training to maintain a high level of customer adoption and satisfaction;

coordinate activities designed to ensure adherence to ECB information governance policies.

The positions offer an excellent opportunity to lead and further develop highly dynamic teams that provide state-of-the-art EIM and knowledge solutions to enable end users to work smarter and faster. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential for both roles:

a master’s degree or equivalent (read more ) in Business Administration, IT, Information Management or another relevant field;

experience in coordinating and coaching teams;

sound knowledge of and experience in the concepts, principles and practices of document, records and archives management;

training and experience in project management techniques;

an advanced command of English and an intermediate command of at least one other official language of the EU.

Essential for the Information Management Solutions Team Leader:

a minimum of three years of experience in the functional development and support of an organisation-wide critical system;

well-developed understanding and experience of collaboration and ECM solutions;

familiarity with IT processes and methodologies (e.g. IT risk assessments, release, incident/problem/service-level management and ITIL).

Essential for the Archives and Records Management Team Leader:

a minimum of three years of experience in the development and implementation of information governance, records management and/or library policies and solutions;

experience with business process design and optimisation methodologies and tools;

sound understanding of change management principles and experience in leading change initiatives.

Desired (for both roles):

the ability to work with a user-centric approach;

a proven ability to interact with and influence stakeholders at different levels to adopt and support new and effective information management initiatives;

experience in market analysis and/or procurement;

advanced use of standard MS Office applications (such as Word, Excel and PowerPoint);

working knowledge of MS Project and MS Visio (or similar business process mapping tools);

sound understanding of operational risk and business continuity management functions.

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs. You are skilled at encouraging people to develop their abilities and are able to build up high-performing teams.

Further information

The position to lead the Archives and Records Management team is limited until 31 December 2020 and may be extended, subject to individual performance and organisational needs.

For additional information on these specific vacancies, you can speak to the recruiting manager, Laura Rodewald, on +49 (0)69 1344 5708 between 12:00 and 13:00 on Friday, 7 September 2018.

The recruitment process for this position may include an online interview via WebEx at the pre-selection stage and – if you are invited to participate further in the selection procedure – an on-site written exercise, a presentation and interviews.

Application and selection process

For further information on how to join us, read more.