AS05400B
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
Main Purpose
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
- Support the development and implementation of country Record Retention Schedules and related data protection processes, working with local authorities and MSF entities to ensure compliance with MSF policies, legal requirements, and international best practices.
- Oversee and improve digital and paper records management systems, ensuring that archives, digital workspaces, and access structures are reliable, secure, and user-friendly.
- Conduct regular audits and risk analysis of records management practices, identify gaps, and coordinate improvements in collaboration with relevant stakeholders.
- Support continuous improvement and maturity in records management by developing practical strategies, fostering good practices, and integrating lessons learned from audits, staff feedback, and operational needs.
- Facilitate accessibility of information by maintaining clear structures, rights, and guidance that enable staff to easily find and use the information they need.
- Promote staff awareness and capacity in records and information management, delivering briefings, trainings, and refreshers, and ensuring smooth handover of documents and records when staff depart.
- Manage the regular clean-up and secure disposal of redundant, obsolete, or trivial digital and paper records, with the support of daily workers where necessary.
- Support the implementation of data protection, ensuring coherent approaches across digital platforms, archives, and operational practices.
- Support in the development and implementation of contingency measures (e.g. back-up, evacuation, or secure destruction) to safeguard records as part of the country and project security plans.
Education
Diploma in records, library or information management, office administration, finance, or another data-related field such as data collection or encoding is desirable. Equivalent relevant experience may be considered where formal qualifications are not available.
Experience
- 2–3 years of professional experience in document and records management is desirable. Equivalent relevant experience may be considered where direct records management experience is not available.
- Previous experience with MSF or other NGOs, in any role, is an asset.
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.