Record Management Officer

Médecins Sans Frontières (MSF) is an international, independent, non-profit medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, pandemics, natural disasters, and exclusion from healthcare. MSF started working in Yemen since 1986 and have been present in the country continuously since 2007. Today, MSF works in 23 hospitals across the country, and provides support to more than 17 health facilities across 13 governorates, in line with our principles of independence, impartiality and neutrality. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières Belgium in Yemen mission is looking for Yemeni nationals to recruit for the Record Management Officer position:

Location: Coordination Office 
Contract Duration – 1 year renewable 
Contract type: Fixed – Term 
Reporting to:     Head of Mission

MAIN PURPOSE

As part of their work as a medical humanitarian organization, MSF staff constantly produce and using documents and records. These are important assets for the organization: they guide MSF’s work, provide evidence that activities have been performed or results have been achieved, codify knowledge and best practices, and often have historical or legal importance. 

We understand ‘document’ as any source of information, on paper, digital or other material form, that we can use for reference, study or as an authority. ‘Records’ can be understood as information created, received and maintained as evidence and as an asset by an organization or person, in the transaction of operations or in pursuit of legal obligations. We understand ‘Document and Record management’ as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of documents and records.

The Record Management Officer is 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

• Create, update and maintain an inventory of master documents and records at Mission and Project level. This information is necessary to ensure ongoing operations (the loss of which could impact MSF operations or people) and for a clear understanding of MSF activities and decisions, identifying an ‘owner’ per document/record;
• Implement, adapt and update relevant MSF policy and guidelines to store and archive documents and records in a secure, physical or digital repository, hold regular audits and clean-up days; 
• Ensure easy access, through agreement with document and record owners and according to needs, by establishing physical or digital access rights and/or publication (on local noticeboard, server, Intranet, etc.);
• Develop and implement practical and realistic processes for document and record back-up (safeguarding), evacuation, hibernation or destruction in case of emergencies (risk assessment and contingency planning), and report on their implementation;
• Assess and report on document and records management activities’ maturity;
• Build and implement creative tactics/strategies to improve the quality of record management per location, applying MSF policy and best practice, working with ICT to organize local servers and with legal advisors to adapt MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively;
• Systematically brief new staff and regularly remind existing staff on processes, security measures, data protection and their role in document and record management. De-brief all outgoing staff facilitating curation and transfer of document and record ownership before departure;

MSF Section/Context Specifics

• The employee may be required to perform other tasks, take on other responsibilities depending on the needs of the Mission/project.
• Maintain a centralized records management system (physical and digital) for mission-wide documents.
• Organize, file, and archive operational and other documents in accordance with retention policies and MSF guidelines.
• Ensure proper classification, naming of the files as per the digital desk guidelines.
• Work closely with relevant departments regularly and ensure compliance with documentation requirements.
• Monitor and implement data protection and confidentiality measures for sensitive information.
• Coordinate the secure disposal of outdated or unnecessary documents in line with MSF retention schedules.
• Support audits and evaluations by providing timely access to requested documentation.
• Train staff involved in document handling on records management on digital desk procedures and standards.
• Regular visit to our projects in the mission to support. 

Requirements 

Education

• A diploma in records, library, information management or secretarial, office management, administration, finance, data collection, encoding or related field is desirable.

Experience

• 2-3 years of experience in document and record management.
• Desirable: previous experience with MSF/NGOs.

Language: 

• B1 independent user of mission working language.

Knowledge: 

• Good knowledge of document and archival management tools (inventories, indexes, Content Management Systems, etc.).
• Proficient user of MS Office 365 (e.g., SharePoint, OneDrive).

Competencies:

• Results and quality orientation.
• Service orientation.
• Planning and organisation.
• Capacity to negotiate.
• Teamwork and cooperation.