Job Description
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.
How to Apply
Médecins sans Frontières – Aden
Qualified and interested applicants should submit their
CV’s, cover letters, valid ID cards copy only to
msfocb-yemen-jobs@brussels.msf.org mentioning the job title in the
subject line.
Job applications must be submitted online in English
language only and in PDF format.
Only short-listed candidates will be contacted for job tests
or interviews.
In case of emergencies, applicants might be contacted by MSF
Belgium before the closing date of the announcement. Selected candidate will
undergo reference and security checks at the end of recruitment process.
No transportation and no per diems will be provided during
recruitment process.
Deadline for submitting applications is on 27th of
May 2025