Short Term Staff - Archivist (Headquarters) at African Development Bank - AfDB

Position Number: 50086588
Position Grade: GS5

The Complex

• The People and Talent Management Complex (PTVP), retains an overall responsibility for attracting, developing, motivating and retaining strong complement of professionals, support staff and contingent staff to deliver the business of the Bank into the future. The PTVP is responsible for ensuring effective systems and controls in HR administration from hire to retirement.
• The PTVP is also responsible for the effective administration of the Bank’s benefit plans (medical and staff retirement) and ensuring the financial sustainability of these plans.
• The PTVP Complex, through several dedicated teams, supports the organization by recruiting and developing talented professionals, growing performance capability, providing best practices in talent management and contributing to higher levels of employee engagement. These will ensure the building of organizational capabilities for delivering the Bank’s strategic business agenda and retaining the competitiveness of the Bank as the leading MDB on the continent.
• This Vice Presidency directly oversee the unit responsible for administering benefit plans (Staff Retirement Plan and the Medical Plan) as well as three dynamic HR Departments.
• The first of these focuses on interfacing directly with staff clients through integrated client services to internal and external stakeholders (through HR Operations, Recruitment and Talent Acquisition, HR Business Partnering, and Staff Engagement initiatives).

The Hiring Department

• The People & Talent Operations Department (PTCS) focuses on interfacing directly with staff clients through integrated client shared services to internal and external stakeholders (through HR Operations, Recruitment and Talent Acquisition, HR Business Partnering, and Staff Engagement initiatives).
• The Human Resources Operations Division (PTCS.2) is responsible for the administration of the employee lifecycle, management of staff benefits, HR transactional processing, and management of the employee personnel data.
• Additionally, this Division is tasked with ensuring that HR leverages on the capability of technology to not only automate processes but to ensure full benefits by digitizing processes for efficiency.

The Position

• The position of Short-Term Staff, Archivist is important at this stage as PTCS Department is in the process of digitizing all records (past and present).
• The tangible benefits from this paperless initiative must be the increase of the Bank HR documents availability, accessibility and security, the reduction of the cost and risk of paper documents archiving and the safeguard of the Bank document asset.

Key Functions

• Under the overall supervision of the Chief HR Information Systems & Processes Officer, the HR Archiving and Digitalization project team roles are to develop, maintain, classify, modify system and procedures for the filing and management of confidential personnel files, individual staff-related documents, correspondence, circulars, policy documents, etc. in order not only to permit easy and timely virtual retrievals anywhere, any time; but also to ensure data consistency of master data.
• The project team members will monitor the management of physical and electronic records for PTCS Department.
• The team will help in the implementation of the Records Management System from document creation to the final phase.
• In addition, each member of the team shall have solid experience in centralized data management system trends or digital archive competencies/processing and have the capability to present archives into information in a dynamic and high-volume virtual environment.
• The Archivist’ team must work with high degree of tact and sensitivity to confidential and strategic issues.  Specific team member duties would include, but are not limited to:

Collection, Organization, Conservation and Accessibility of physical archived records:

• Ensure the transfer of semi-active and inactive personnel files to the archives.
• Receive and manage personnel files from units.
• Sort and eliminate unnecessary documentation, doubloon.
• Scan and file historical documents and assist PTCS.2 division in converting historical personnel physical documents into electronic data.
• Gather, collect, classify, restore, preserve, process, inventory, describe and facilitate communication and access to documents at PTCS departmental level.

Filing and preservation of documents:

• Develop, document, or maintain standards, best practices, or system usage procedures.
• Maintain a classification system of key PTCS documents.
• Classify each file into one archival box.
• Ensure efficient management of the archiving space assigned to this function.
• Advise on proper shelf identification processes for easy access to documents.
• Create inventory list of documents.
• Identify and validate file formats to be archived, format conversion if necessary, renaming and organization.

Indexing documents:

• Index documents in the electronic archiving system using standard professional scanners, indexation, and Microsoft software application, and ensure the correct entry plate, folder, document class, document type and value are selected to ensure documents are properly indexed.
• Conduct indexation quality control to ensure consistency of data.
• Conduct searches in the electronic archiving system at the request of HR Management and staff members (memos, evaluation forms and results, action forms, loan requests, sick leave certificates, circulars etc.).
• Control and manage secure access and protection of archived data, in collaboration with team.

Oversight of the verification/review/Clean-up processes for Staff Records and HR Master data:

• Prepare a report on the updates/corrections to be performed for Master Data maintenance.
• Ensure the alignment of physical documents content with electronic data.
• Assist in the development and the maintenance of Knowledge and Record systems (DARMS, SharePoint) and Procedures for the filing and management of confidential personnel files.
• Responsible for the migration of PTCS documents to SANKOFA collaboration platform, according to its own file coding standards

Requirements

• Have at least a Bachelor's Degree in Archivistic field, Library Sciences, Data Processing, Human Resources, or its equivalent in any other related discipline and at least four (4) years of relevant professional experience in records management.
• Experienced in centralized data management system in a dynamic and high-volume archiving environment and ability to work on all types of personnel documents, detail, and rigor oriented. Proven organizational skills, flexibility, rigor, and attention to details. Ability to prioritize both departments and division’s competing assignments with minimal supervision to meet required deadlines both as an individual or as project team. Ability to manually handle files, boxes and highly confidential personnel information and records.
• Multi-Lingual competences (English and French) and good numeracy skills. Good written and oral skills in French or English with a good working knowledge of the other language.
• Team spirit and excellent interpersonal relationships.
• Excellent IT and Project Management skills. Ability to innovate and apply lateral thinking to problem solving. Competence in the use of standard professional scanners, indexation, and Microsoft software application (Word, Excel, Access, PowerPoint,) and the capability to face the challenges of rapidly changing technology with a broad mindset. Knowledge of SAP is an asset.