Assistant Record Management Officer at Medecins Sans Frontieres

Responsibilties

• Monthly physical and electronic archiving of the accounting documents to be kept of the mission (all Med, Log, Finance, OPS, Supply, HR departments) of the entire mission.
• Digitize vital documents and ensure their integrity, authenticity, and accessibility.
• Participation in the collection of archives: awareness of the services producing and distributing archives, evaluation and analysis of archives, preparation, and transfer of documents.
• Update scanned documents of parts and documents in validated platforms for current documents in order to allow access to remote operators and in Nestor for archiving.
• To monitor the legal age of the archives under his charge and to report to whom it may concern those that have exceeded the legal period required for conservation for any useful purpose.
• The implementation of the Mission's physical and electronic archiving management policy: Relations with archive producers (mission and project coordinators), management of digital archive transfers and disposals, management of physical transfers and disposals.
• With his supervisor, ensures compliance with the OCB archiving policy on all fields (regular visits for training on archiving processes and to check the proper maintenance of archives at the field level)
• Organizes and conducts regular training of the employees concerned on management, communication, and archiving tools (Teams, SharePoint, One drive, Nestor)
• Reception and orientation of document applicants: registration of needs, assistance with research, communication of documents in accordance with the rules of communicability of archives and prevention against theft and damage.
• Examination of correspondence research requests and production of finding aids: drafting of archival descriptions, entry and control of entries of documentary analyses.
• Manage the department's supply stocks and place orders on time to avoid stock-outs.
• Assist in the organization of internal and external events (meetings, presentations, etc.).

Qualifications

• Interested candidates should possess a Bachelor’s Degree with 2 - 3 years experience.