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

Archives Associate (P-1). IAEA, Vienna. Open until 8 January 2020

Archives Associate(P1) - (2019/0603 (209732))

Organization

: MTGS-Archives Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2019-11-27, 9:59:29 AM

Closing Date: 2020-01-08, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the Unit Head, the Digital Archivist contributes to the formulation and implementation of processes for the digital management of IAEA archives and records in the custody of MTGS/ARMS. This entails the identification of appropriate metadata standards for the description of physical and digital records, including photographic and audio-visual material; the definition of digital preservation and digitization workflows in accordance with international best practices; and the implementation of these processes through a combination of hands-on work, communication and training.

Role

The Digital Archivist is:
(1) a technical analyst who researches and monitors archival and digital content metadata standards to ensure the application of best practices across archival and information systems and projects;
(2) a collaborator who can implement metadata, digitization, and digital preservation workflows and relevant procedures in close cooperation with the Records Unit and DMSU;
(3) a team member who can assist the delivery of projects relating to metadata, digitization and digital preservation;
(4) a liaison who can build relationships across the IAEA to promote the application of best practices.

Functions / Key Results Expected

Assist the team in enhancing descriptive, technical, administrative and preservation metadata in use in MTGS/ARMS systems, including the archives management system;
Under the guidance of the Unit Head, develop and implement digital preservation and digitization workflows following professional standards and best practices;
Work closely with project teams and other technologists on the implementation or development of discovery, digital preservation, and digital asset management systems;
Work closely with the team in Developing and delivering training related to metadata, digitization, and digital preservation
Perform other operational tasks linked to core archives business processes, such as transmitting electronic records with enduring value to the custody of the Archives Unit, disposition and deletion, and producing finding aids in the archives management system. This may include lifting boxes of records weighing up to 15 kg.

Competencies and Expertise

Core Competencies

Name	Definition
Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Judgement/decision making	Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
Resilience	Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function	Name	Expertise Description
Information Management	Analysis	Ability to collect, retrieve and analyse large volumes of information.
Management and Programme Analysis	Project Management	Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

University degree in social sciences, data sciences, information management or IT with a specialisation in Archives, Records Management or other related field.

Experience in digital archives and metadata curation within an archives or related organisation.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $37012 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 15212*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance

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Applications from qualified women and candidates from developing countries are encouraged

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process

Records/Archives Associate. World Bank, Boyers (PA). Open until 26 August 2013

Background/General Description: World Bank Group Context Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data. Vice Presidency Context The Information Management Technology (ITS) Vice Presidency is the World Bank’s central function for the provision of information and technology services to the Bank’s business units. The overarching objective of this function is to ensure that end-users have the information and systems to do their jobs at all locations where Bank business is being done. The management of most of the end-user IT services, business solutions and the underlying technology infrastructure is centralized with ITS. ITS is structured in a federated operating model with separate dedicated application development and management departments for each of the three Bank business lines: Operations and Knowledge, Finance Complex, and Corporate Functions which also supports MIGA and ICSID. Each of business line application departments is lead by a CIO who works closely with a business line governance group to align the systems investment portfolio with the business priorities. Shared services of underlying infrastructure and applications platforms are provided by the Enterprise Architecture unit and the Technology Engineering and Infrastructure department. ITS also provides shared services to IFC. The World Bank has adopted a three-year ITS Strategy that is centered on seizing value opportunities; creating agile delivery capacity; promoting standards; managing risks; and transforming the ITS Organization. Front office functions including strategy and outreach, innovation, budget, program management, information security, and risk management provide the enabling authorizing environment and control processes to help the ITS service and project managers meet the goals of the ITS strategy efficiently and effectively. Unit Context ITSKI, the knowledge and information services unit in the Information Management & Technology Network, is part of the Operations & Knowledge Department. The unit provides knowledge and information services such as Archives, Records Management, Library and Access to Information services to the Bank Group and the public. The unit’s work program is structured in three pillars: History Matters, Open Information, and Next Generation’s Library. This position is in the Open Information pillar. The unit reports to the ITSKI Manager and Chief Archivist, to the Operations & Knowledge Director and to the Vice President and Chief Information Officer, ITS. The ITSKI Open Information pillar supports implementation and compliance of 3 policies related to information management: Management of Records (AMS 10.11), Security Classification (AMS 6.21A) and Access to Information (AMS 1.10). The pillar promotes international standards for Records Management practices within the Bank Group and, in close collaboration with the archives/records center group in the History Matters pillar, assists Bank Group staff in their practical needs to implement records management in the daily work. The pillar also interfaces with IT to ensure the IT infrastructure of major curated collections and record repositories works properly and to provide system requirements related to archives and records management needs. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment. Note: A potential candidate has been identified and intends to apply for this position. However, this remains a competitive process and interested candidates are encouraged to apply. Note :: Work location will in Boyers, PA Duties and Accountabilities: General Duties and Accountabilities: The Records / Archives Associate is part of a vital and reliable team responsible for the management and implementation of the services and programs of the World Bank Group Archives’ Records Center in Pennsylvania. Specific Duties include: 1. Process client requests for records in the care of the World Bank Group Archives. This work includes: receiving requests via eServices; communicating with the client frequently during the request process to ensure the exact material required by the client is identified and sent; acting as the primary and back-up staff member responsible for receiving reference desk requests on a rotating basis; completing research by searching in the Archives’ business system, MARS, and liaising with other staff in Archives for difficult requests; entering requests for records into MARS and updating metadata as required; retrieve boxes and files from the Records Center; scanning records for clients if needed; preparing daily delivery receipt; updating requests in Remedy; and preparing shipment of requested materials. Please note that this work also includes climbing ladders of approximately 6 feet high and lifting boxes weighing up to 35 lbs. 2. Perform daily work routine in Records Center operation. This includes, but is not limited to: using the Records Center Alarm System; receiving daily truck shipment from WBG Headquarters; sorting, processing and refiling returned records; updating the Archives’ business system, MARS; communicating with Archives’ headquarters staff on shipments; physical unloading of records onto carts or pallets and delivery to specific locations within the Records Center. 3. Assist with management of contract workers. WBG Records Centers performs a task of data entry and scanning, which is largely performed by contractors. Candidate will assist and monitor contract staff in daily work, provide quality control of contractor work and perform data entry if necessary using the World Bank Group Archives’ Data Entry and Quality Control Manuals. 4. Assist with other non-routine duties including, but not limited to: assisting in records destruction process; providing reports to management; assisting in Back up tape program (includes reception, rotation and requested); and others. Selection criteria: 1. Bachelor’s degree is the minimum requirement with 3 years of relevant experience in archives and records management or Associates Degree with a minimum of 5 years relevant experience. 2. Demonstrated ability to multi-task and perform routine tasks with consistent accuracy, attention to detail and reliability, such as ability to accurately perform data entry using defined instructions and perform quality control on data entry. 3. Must be client-oriented, courteous and efficient when communicating with clients, and driven to problem-solve creatively to satisfy the needs of clients. 4. Must be a team player willing to: communicate with others openly; seek advice and assistance; and participate with drive and initiative. 5. Familiarity with the Bank Group’s archival holdings and proficiency with the Archives’ business system, MARS, is desired. 6. Proficiency with business technology tools, including e-mail, MS Office, and scanning equipment is required. 7. Must be able to safely climb ladders of 6 feet and lift 35 lbs. Competencies: 1. Project Management - Understands the basic concepts of project management, as they relate to the execution of tasks within a project 2. Business Enterprise Knowledge - Keeps informed on business operations data. 3. Service Provider Assessment and Evaluation - Gathers and records data on specified vendors' services and products against defined requirements. 4. Business Process Knowledge - Defines routine, integrated processes. 5. Vendor and Alliance Management - Follows procedures for working with vendor and/or alliance partners and resolves day-to-day problems within defined guidelines. 6. Records and Archives Management Systems and Software - Knows "the value-add" of technology to clients. 7. Information and Records Organization - Demonstrates ability to physically file, retrieve, deliver, and re-file records, responding to user requests with little or no guidance. 8. Information and Records Dissemination - Responds to basic reference requests. 9. Information and Records Knowledge - Under supervision, implements retention schedule and determines any restrictions to application of the schedule. 10. Electronic Service - Applies strong working knowledge of systems to ensure that data and metadata is correctly applied. 11. Compliance with Standards - Monitors and maintains records on requests for information and assistance. 12. Disaster Recovery/Business Continuity - Working knowledge of the organization of the Bank and the systems and software that support records and archive management. 13. Future Needs - Identify trends in client needs that may exceed capability or capacity of existing systems, software and sources to fill. 14. Client Orientation - Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs. 15. Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so. 16. Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. 17. Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide, and organize learning activities within area of assigned responsibilities. 18. Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advice on information usage and storage, and policies in the area of assigned responsibilities.