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

Senior Officer, Documentation Office - 9 month contract

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Posting Date: 06-Apr-2017

Location: London, GB

Company: EBRD

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

Senior Officer –  9 month secondment role                                                                        

Role Overview

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

Key Responsibilities and Deliverables

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

Skills and Experience

 

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

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

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

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

Senior Officer, Vital Records

Ref

60000807-1

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

13 September 2016

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

Purpose of Job and Background

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

 

Background

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

Accountabilities and Responsibilities

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

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

Essential Skills, Experience and Qualifications

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

Competencies and Personal Attributes

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

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

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

 

Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.