This one year position for an Officer, Records Management, would be well suited to an individual interested in pursuing a career in records management and archives. The main responsibilities of this junior role include co-ordinating the off-site storage activities and providing the records managers with support in managing departmental records. As a member of the Records Management and Archives (RM&A) team, the individual will also be involved in, and learn from, discussions on RM&A strategy and activities. An ideal candidate would be someone looking to gain experience before studying a masters in this field of expertise.
Purpose of Job
The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities.
Responsible for assisting in the efficient running of RM&A by giving operational support to the team
Work under direct supervision of the Associate, RM&A
Accountabilities & Responsibilities
Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
Assist with administrative functions for the team in the absence of the incumbent for this task
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Knowledge, Skills, Experience & Qualifications
University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
Very good knowledge and experience of electronic records and document management systems
Computer literate: Windows, Word, Excel, PowerPoint
Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
Excellent team player
High degree of accuracy and attention to detail essential
Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
Ability to work under pressure and meet deadlines
Ability to work independently, to tackle issues and propose practical solutions
Willingness to work overtime as and when required
Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
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.