AS05400 B
RECORD MANAGEMENT OFFICER
Level 7
Reports to (Hierarchical)
FieldCo or Deputy FieldCo (if based in project)/ HoM or deputy HoM (if based in coordination)
Reports to (Functional)
Mobile Implementation Officer Document and Record Management and/or HQ service in charge of record management
Main Purpose
The Record Management Officer is responsible for; the processes of management, retention and disposition of paper and electronic documents and records received or generated by the project/coordination; maintaining their confidentiality (if appropriate), integrity, reliability and traceability; facilitating their retrieval for staff who ask; explaining procedures to their teammates; promoting responsible management that preserves the right of patients, communities, employees, partners and donors to privacy. They do this by applying MSF guidance and protocol to their context.
Accountabilities
- For each activity, in each location, identify and maintain a list of master documents and records: information necessary to ensure ongoing operations (the loss of which could impact MSF operations or people) or helpful for a clear understanding of MSF activities and decisions, identifying an ‘owner’ per document/record
- Aligning with the Personal Data Protection Regulations, implement relevant MSF policy and guidelines to store and archive documents and records in a secure, hermetically sealed physical or digital repository, hold regular audits and clean-up days;
- Ensure easy access, through agreement with document and record owners and according to needs, by establishing physical or digital access rights and/or publication (on local noticeboard, server, Intranet, etc.)
- Develop and implement practical and realistic processes for document and record back-up (safeguarding), evacuation, hibernation or destruction in case of emergencies (risk assessment and contingency planning), and report on their implementation
- Assess and report on document and record management maturity
- Build and implement creative tactics/strategies to improve the quality of record management per location, applying MSF policy and best practice, working with ICT to organize local servers and with legal advisors to adapt MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively
- Systematically brief new staff and regularly remind existing staff on processes, security measures, data protection and their role in document and record management. De-brief all outgoing staff facilitating curation and transfer of document and record ownership before departure
Education
• If possible in the local context, a diploma in records, library, information management or secretarial, office management, administration, finance, data collection, encoding
Experience
• 2-3 years of experience in document and record management • Desirable: previous experience with MSF/NGOs
Language Level Description
B1 Independent User
Threshold or intermediate
- Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.
- Can deal with most situations likely to arise while travelling in an area where the language is spoken.
- Can produce simple connected text on topics that are familiar or of personal interest.
- Can describe experiences and events, dreams, hopes and ambitions and briefly give reasons and explanations for opinions and plans.
Technical Skills
This job doesn't have technical skills.
Transversal Competencies
Commitment to MSF’s Principles
Demonstrates loyalty, awareness and respect for MSF’s values
- Expresses his/her interest by talking/asking/giving informed opinions about MSF’s activities.
- Expresses he/she wants to work with MSF because of its principles and mission.
- Overtly expresses his/her satisfaction at belonging to MSF and defends MSF’s social mission.
- Refers to beneficiaries* when speaking about his/her own work.
- Always transmits a positive image of MSF in front of both colleagues and external people.
- Translates the principles of MSF into actions.
Behavioural Flexibility
Adapts behaviour to the needs of the situation
- Accepts decisions which are not completely in line with his/her personal opinions.
- Is flexible in applying and adapting procedures.
- Adapts his/her behaviour to the characteristics of the interlocutor and/or situation.
- Learns from problems and difficulties, becoming more competent at resolving similar situations in the future.
- Looks for adaptable solutions in order to achieve objectives.
- Reassesses priorities when circumstances change, focusing on objectives.
Stress Management
Understands other people’ s stress
- Has an understanding attitude towards other people’s mistakes and shortcomings.
- Gives calm and polite answers and repeats them patiently if necessary.
- Uses techniques or plans activities to manage his/her own stress.
- Responds and acts constructively in conflictive situations.
Results and Quality Orientation
Works towards objectives, preserving established standards
- Perseveres until the objectives of the job and the team have been met.
- Complies with the procedures, processes and rules set by MSF.
- Is aware that the purpose of his/her job is to meet the specified objectives.
- Is autonomous.
- Mobilizes resources.
- Analyses problems and constraints.
Teamwork and Cooperation
Shares information and coordinates with team and/or others
- Shares significant information in a timely manner and actively seeks the opinion of team members or others through empathetic communication.
- Allows others to question work/input if this leads to improvement.
- Coordinates with other team members to ensure that common objectives are achieved.
- Shows interest in and empathy with team members.