Job Description
Médecins Sans Frontières (MSF), is an International
Humanitarian Organization providing medical aid to populations in distress,
victims of natural and man-made disasters and victims of armed conflict,
regardless of race, religion and political believes. For more information,
visit our Arabic website, www.msf-me.org
Médecins Sans Frontières Belgium is looking for Yemeni
nationals to recruit for the following position:
RECORD MANAGEMENT OFFICER
Location: Aden - Coordination office
Contract duration: Six months
Contract type: Full time contract
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.
Key of responsibilities:
- 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 Specific Accountabilities
The employee may be required to perform other tasks, take on
other responsibilities depending on the needs of the Mission/project.
QUALIFICATIONS AND SKILL REQUIREMENT
Education:
- A
bachelor’s degree in management, Administration and 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.
Languages:
- English
(B1 independent user of mission working language) and Arabic.
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).
COMPETENCES
- Results
and quality orientation.
- Service
orientation.
- Planning
and organization.
- Capacity
to negotiate.
- Teamwork
and cooperation
How to Apply
Médecins sans Frontières – Coordination Office
Application Information :
- All
interested applicants should apply filling in the GOOGLE FORM through link
or QR Code below.
- Candidates
should submit their CV, Cover Letter, ID and copies of
diplomas/certificates in English language at the following email
address: msfocb-yemen-jobs@brussels.msf.org
Link to apply:
https://forms.gle/wy1LsUTcutqmxama7
Only short-listed candidates will be contacted!
- Please
note that applications without CV and GOOGLE FORM will NOT BE CONSIDERED
- Only
short-listed candidates will be contacted.
- MSF
promotes the inclusion of women and people with disabilities and does not
charge fees or accept any money during the entire recruitment process.
- Selected
candidate will undergo reference and security checks at the end of
recruitment process.
Deadline for submitting applications is on 3rd of
February 2026
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Candidates excluded.
a. Applied after 3rd February 2026.
b. Text not readable.
c. Candidates without any form of qualification or experience
needed for the position.
d. Still in the university.
e. Qualification or Experiences not aligning to position.