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Archives Mobile Implementation Officer (MIO) (m/f)

CONTEXT

Within the framework of the MSF OCB Knowledge Management project and following needs assessment survey among field staff (October 2016), OCB is opening the position of MIO Archives. S/he contributes to the management (production, filing, searching for, sharing, protection and preservation) of both paper and electronic records produced by all departments of MSF Operational Center of Brussels, with a particular focus on the field. Together with the Documentalist in Brussels, s/he acts as a subject matter expert, proactively sharing their knowledge through mentoring, training and production of reference documents. S/he leads the Community of Practice of Field Archivists (some missions have full time positions, others part time, others none).

Her/His status of Mobile Implementation Officer implies a high level field mobility and flexibility.

Hierarchical responsible: HQ Documentalist Medical Department, with functional collaboration across all departments

JOB PROFILE

Support the document life cycle (production, filing, searching for, sharing, protection and preservation) both paper and electronic records

  • Advise on document production formatting, naming and filing
  • Support the Documentalist in answering punctual records retrieving requests for documents housed in Brussels archives
  • Support audits and evaluation processes (e.g. ECHO audit)
  • Support Ad Hoc requests for filing exceptional projects/initiatives (e.g. Ebola task force)
  • Support the Bookshop Manager in updating the ‘field operational library’ (‘Bibop’) in each field project.
  • Offer analysis and advice on access rights and the respect of confidentiality.
  • Support the facilities and ICT units regarding the implementation of optimal conditions of preservation of both paper and electronic records at both field and HQ level.
  • Advise on compliance with relevant legislation and regulations

Lead the review and implementation of OCB archiving policies

  • Review and implement archiving guidelines in field missions and headquarters.
  • Review and implement retention schedule annex (duration to keep documents)
  • Create and implement a long-term preservation policy.
  • Create and implement reference documents such as: good practices, communication material, training material, etc.
  • Conceive, develop, pilot and deploy a ‘Field Archive Opening and Closure Kit’

Support field project/mission’s closures (approx. 2/3 per year)

  • Support field staff in the repatriation of paper archives from field to headquarters.
  • Support on-site the destruction of papers archives according to the retention schedule.
  • Receive, centralize, organize and store paper and electronic archives in Brussels with support of Facilities and ICT units

Re-launch, animate and moderate the Community of Practice of OCB Field Archivists

  • Act as a technical referent, supporting field archives’ referents in their document management practices and centralizing archiving issues and initiatives.
  • Train and mentor archives’ referents on field missions striving for maximum autonomy within a given framework

Subject Matter Expert

  • Pro-actively play a focal point position around archives and document management issues and initiatives at Field and HQ level.
  • Provide her/his expertise to decision makers and key stakeholders, including various working groups such as the Knowledge Information Team.
  • Advise on complex legal and regulatory issues often including data sharing and document confidentiality.
  • Promote awareness on document protection and good practices.
  • Support a cultural change towards archives and records management awareness in close collaboration with the Knowledge & Change Manager.
  • Support headquarters’ projects involving archives and records management.

CANDIDATE PROFILE

  • Academic degree in Archives and Records Management or Information and Communication Sciences & Technologies.
  • Proven experiences in archives and records management.
  • Proven knowledge in archives and records management including: archiving tools, conservation policies, data protection policies, digitization, database management, information retrieval, etc.
  • Field experience with MSF and/or other INGO is an asset
  • Proven experience in remote community management including written and oral communications skills are an asset
  • Organized and methodical. Project and Change management experience is an asset
  • Proven pedagogical skills are an asset
  • Knowing how to work as a team but also autonomously.
  • Willingness to work in field conditions
  • Bilingual French and English

CONDITIONS

  • Field Contract fixed term 1 year – Full time position - based in Brussels but with frequent field visits (70%)
  • Salary according to MSF-OCB Field salary scale
  • Starting : immediate

CV + cover letter to be sent before 23/01/2017 to MSF, Caroline Maes, Rue de L’Arbre Bénit 46 – 1050 Ixelles or to caroline.maes@brussels.msf.org, stating ARCHIVES MIO position in the title