Administrative Officer - Archivist at Catholic Relief Services (CRS)

Job Summary: 

You will ensure the coordination, day-to-day management, and oversight of CRS Nigeria's records management and archival functions to support high-quality programs serving the poor and vulnerable. 

Together with the Leadership of the respective units, you will implement and maintain the CRS Nigeria Records Retention Policy, ensuring compliance with CRS global policies, Nigerian laws, and donor requirements. Your role will be crucial in supporting programs, MEAL, Finance, HR, and other departments on best practices for document management, retention, and destruction while ensuring the preservation of historically significant records.

Primary Function:

The Archivist serves as the key custodian for CRS Nigeria's records management system, ensuring compliance with global CRS policies, Nigerian laws, and donor requirements. This role is responsible for the records retention policy and overseeing the lifecycle of all organizational documents from creation to destruction or permanent archiving. Key responsibilities include overseeing the secure destruction of outdated records, maintaining permanent archives, conducting regular compliance reviews, and training staff on proper document handling procedures. 

Roles and Key Responsibilities: 

• Implement and maintain the CRS Nigeria Records Retention Policy, ensuring CP adheres to specified retention schedules for various document types. 
• With supervision from the HOA, collaborate with department heads to identify, collect, and preserve essential documents and data, particularly those designated for permanent retention. 
• Manage the secure destruction process for records that have exceeded their retention period, including coordinating approvals and maintaining destruction certificates. 
• Develop and implement a system for managing permanent archives, including the transfer of physical records to electronic formats where appropriate. 
• Provide advice to departments on record-keeping practices, retention schedules, and compliance with legal and regulatory requirements, including the Nigeria Data Protection Regulation (NDPR). 
• Manage the digitization of physical records and the implementation of digital archiving systems to ensure long-term preservation and accessibility of information. 
• Develop and maintain a classification system for organizing and cataloging archival materials, ensuring easy retrieval of documents when needed. 
• Ensure the security and confidentiality of sensitive documents and information, implementing proper security controls for both physical and electronic records. 
• Conduct annual compliance reviews of the records management system, as delegated by the Country Representative. 
• Train staff on proper document management, retention, and destruction procedures. 
• Manage relationships with external vendors for archival supplies and secure destruction services, collaborating with Procurement to ensure purchases align with CRS standards. 
• Monitor archival systems operations and provide analytical reports on records management metrics and trends. 
• Liaise with Finance and SCM departments to ensure proper retention and management of financial and supply chain records.

Required Languages - English

Travel - Must be willing and able to travel up to 25%. 

Knowledge, Skills and Abilities  

• Good planning, organizational, and time management skills
• Strong customer service orientation with very good communication and interpersonal skills 
• Ethical conduct and ability to maintain confidentiality.
• Proactive, resourceful, solutions-oriented and results-oriented
• Ability to work effectively in a cross-cultural environment.

Preferred Qualifications 

• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.
• Experience working in international development or humanitarian organizations. 
• Knowledge of data protection and privacy regulations. 
• Familiarity with donor compliance requirements for document retention.

Supervisory Responsibilities: Assistants and Interns 

Key Working Relationships:  

Internal: Management Team, Finance staff, Program staff in other CRS Country Programs. 

External: Representatives of other Projects, Contractors, Government representatives and stakeholders of the CRS Nigeria Program.

Basic Qualifications 

• A bachelor’s degree in library science, archival studies, or a related field is required. An equivalent combination of relevant experience and a Bachelor's degree may substitute. Master’s will be a plus.
• Certification from a recognized archival association is preferred.
• Minimum of 4 years of progressively responsible related professional experience in archives or records management. Experience with a local or international NGO a plus.
• Some Experience in the implementation and management of digital archiving systems.