The EBRD’s Records Management and Archives (RM&A) Team is currently seeking an engaging, dynamic and proactive individual to support a busy records centre. This role would suit someone motivated in pursuing a career in records management and archives and interested in working with hard copy legal records while also investigating innovative ways to automate processes. As a member of the RM&A team, the individual will also be involved in, and learn from, discussions on RM&A strategy and related activities.
Purpose of Job
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.
Responsible for the management of vital records; ensure integrity, usability and reliability of those records
Work under direct supervision of Associate, RMA
Accountabilities & 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.
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
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
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.