Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.
MSF Operational Centre Brussels (MSF OCB) is looking for a:
Information & Records Management – Mobile Implementation Officer (MIO) (m/f/x)
Information & Knowledge Management (IKM) has been integrated in the OCB 2020-2023 Strategic Orientations as a key axis to work on. As a result of a consultative process, an OCB IKM strategy has been validated at the General Director level in October 2021 to reflect the IKM priorities (gathered from a consultative process), through a roadmap.
Because of its key role in undertaking a strong Information and Knowledge Management culture, the Operations Department has at the same time framed the upcoming priorities in the Information and Knowledge Management – Strategy and Roadmap 2021-2023 to improve related practices, as much as to build greater transversality at Operations-level.
In parallel, OCB had recently validated a Record Management, Retention and Disposition Policy to address storage and maintenance, use, archiving and final disposition of records in the custody of MSF OCB, this in compliance to the General Data Protection Regulations (GDPR).
The mission of the MIO Information & Records Manager is to implement the operational (Ops) IKM strategy and the Record Management Policy, as per priority.
Nature of function
S/he will implement the IKM roadmap, Records policy and guidelines related to information, records, retention and disposition management at field-level.
S/he will provide support and ensures missions & project follows Information & Record Management OCB policy and guidelines in the general management of records – both paper and electronic – during their entire lifecycle from creation in the field to repatriation to HQ.
S/he will support and produce training and reference documents.
Hierarchical responsible: OPS Information & Knowledge Management Officer, with functional collaboration across all departments.
Her/his status of Mobile Implementation Officer implies a high-level field mobility and flexibility with 50-70% of the time in field visits.
1. Restructuring of Information Management at field-level
S/he acts as Implementation officer to develop, initiate, and train relevant stakeholders based at field-level. Main tasks include:
· Support and Ensure the migration to new standard systems.
· Support and ensure the implementation of the standard collaborative and publishing intranet spaces for the Missions
· Ensure the standards and processes (workspace/intranet templates and layouts, standard libraries, folder structures for local drives, taxonomies, metadata and content-types, document inventories, retention tables, access permissions, naming conventions etc.) is being implemented at mission- and field-level as per priority.
· Support and Ensure cleaning, archiving, migration, maintenance and monitoring procedures, are being implemented
· Provide the trainings for OPS staff at mission and field-level and the onboarding/offboarding plan for OPS staff at field-level is being undertaken
2. Support field project/mission’s complete lifecycle – including field visit
· Lead the implementation in the field of policies and guidelines on records management, retention and disposition in compliance with relevant legislation.
· On-site, advice and support field staff in the general management of records – both paper and electronic – during their entire lifecycle from creation in the field to repatriation to HQ, with as a focus personal data, legal documents and other sensitive records.
· For running projects, identify together with the coordination (mission -projects) focal persons on record management and ensure their training and mentoring striving for maximum autonomy within a given framework, including on compliance and document management awareness
· For closing projects when staff resources are unavailable on-site, the records manager should be capable to handle autonomously.
· Act as a technical referent and make recommendations for:
o every record to be well located, rapidly and fully accessible, and available for future audit, discovery and capitalization
o ensuring that only records that are necessary to conduct activities are retained, and not longer than required by reviewing and aligning retention schedules
o special protective measures to be put in place regarding vital records essential to protecting rights, confidentiality, ensuring privacy and pursuing trust of the personnel patients and communities and third parties.
· Collect, centralize and report records management and compliance issues and initiatives.
· Support the HQ Bookshop Manager in updating the ‘field operational library’ (‘Bibop’) in each field project.
· Define the needs, and requirements for a Community of Practice for field staff on the subject of document life cycle matters and implement if/after validation
3. Support the document life cycle – both paper and electronic records – at Headquarters’ level.
· Receive, centralize, organize and store paper and electronic records in Brussels with support of Facilities and ICT units.
· Advise on records management, on confidentiality matters and on compliance with relevant legislation and regulations.
· Support the documentalist in answering punctual records retrieving requests for information stored in MSF-OCB HQ records centers and electronic repositories.
· Support audits and evaluation processes (e.g. ECHO audit).
· Support Ad Hoc requests for filing exceptional projects/initiatives (e.g. Ebola task force)
· Advice 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.
4. Subject Matter Expert
· 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.
· Academic degree in Archives and Records Management or Information and Communication Sciences & Technologies.
· Proven experience in information or archives and records management.
· Proven knowledge in information, archives and records management including archiving tools, conservation policies, data protection policies, digitization, database management, information retrieval, etc.
· Field experience with MSF 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.
· Expected starting date: 01/04/2022
· Contract type: Fixed-term “Mobile Implementation Officer” contract – one year – full time
· Location: based in Brussels but mainly carried out (minimum average of 70% of the time) in the field.
· Salary according to MSF-OCB salary scale.
· Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
· Adhere to the MSF Behavioral Commitments
Deadline for applications: 28/02/2022
How to apply
How to apply?
Please, send your CV and cover letter to Recruit-HQ-Operations@brussels.msf.org and mention “MIO Information & Records Manager” in the subject of your email.
Only shortlisted candidates will be contacted.
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Years of experience