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 beliefs. For more information, visit
our Arabic website, www.msf-me.org
Médecins Sans Frontières France is looking for Yemeni nationals to recruit for
the following position:
RECORD MANAGEMENT OFFICER
Location: Sana’a Coordination.
Contract type: one year with the possibility of renewal
Reports to (Hierarchical): HoM or deputy HoM
Reports to (Functional): Mobile Implementation Officer
Record Management
Main Purpose:
As part of their work as a medical humanitarian
organization, MSF staff constantly produce and use 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 management field 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
- For each
activity, in each location, identify and maintain a list of master
documents and records: information necessary to ensure ongoing operations
(the loss of which could impact MSF operations or people) or helpful for a
clear understanding of MSF activities and decisions, identifying an
‘owner’ per document/record
- Aligning
with the Personal Data Protection Regulations, implement relevant MSF
policy and guidelines to store and archive documents and records in a
secure, hermetically sealed 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 record management 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. Debrief all
- outgoing
staff, facilitating curation and transfer of document and record ownership
before departure.
MSF Section/Context-Specific Accountabilities
First phase and priorities for the role:
Implement and coordinate the action plan defined during the
archive assessment conducted in November 2025.
- Implement
corrective measures to identify and secure confidential and sensitive
archives.
- Introduce
measures to improve storage spaces in line with recommendations and
spatial standards (including vector control, ventilation, temperature
monitoring, cleaning, and access control).
- Establish
specific procedures identified during the assessment to improve the workflow
of active files and archives.
- Coordinate
with departments to sort out their archives by type, and date.
- Re-box
all records into standard archive boxes and apply the MSF OCP standard
labeling system.
- Create
and maintain an up-to-date digital inventory on SharePoint for every newly
archived box.
- Coordinate
the elimination and disposal of archives, inactive records, and
non-essential documents by liaising with the logistics team to organize
destruction campaigns for identified records.
- Provide
a weekly written report on activities, progress, and identified
challenges/needs to both functional and hierarchical managers
Second phase and overall responsibilities:
Be the focal point for the mission for all questions related
to digital and physical record management policies and guidelines.
- Be
familiar with the SoP on archiving and shipping highly sensitive records
and support the different teams in implementing the process.
- Maintenance
of the existing archiving system [document flow, inventories,
destruction campaigns, searches]
- Travel
to the different projects according to operational needs to support the
teams
- Facilitate
the different requests from all departments related to finding and storing
specific archives/records/files
- Establish
a sustainable and systematic briefing system with Coordinators and
Managers.
- Raise
awareness through training/briefing sessions on the importance of
archiving, data protection, and respecting and implementing the current
guidelines and best practices
- Conduct
regular audits of SharePoint usage across departments to identify training
needs and define corrective actions, ensuring stronger compliance with the
records management policy. In collaboration with the IKM team at HQ,
establish digital archiving procedures within the mission’s SharePoint
workplaces.
- Ensure
consistent reporting of activities (sitreps, inventories, emails, visit
reports) to document and capitalize on actions undertaken, while
formulating clear and timely requests for support.
The employee may be required to perform additional tasks and
assume other responsibilities as needed to support the mission or project.
QUALIFICATIONS AND SKILL REQUIREMENTS:
Education
- If
possible in the local context, a diploma in records, library, information
management or secretarial, office management, administration, finance,
data collection, encoding
Experience
- 2-3
years of experience in document and record management and/or data encoding
- Desirable:
previous experience with MSF/NGOs
- Desirable:
previous experience and/or knowledge of medical records
Languages
- Essential:
Proficiency minimum B2 in English
- Essential:
Native or near native proficiency in at least one of the local languages
of the country of employment.
- Desirable:
Other languages
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, Teams)
Competencies
- Results
and quality orientation
- Service
orientation
- Planning
and organization
- Capacity
to negotiate
- Teamwork
and cooperation
How to Apply
Applications must be addressed in English.
Candidates should submit CV, Motivation letter, and relevant
Certificates.
All interested applicants should apply and send to
https://forms.gle/BLoDczvnVM8xr4GMA
Deadline for application: 15 of October 2025 at 4:00
PM
Only short-listed candidates will be contacted for
interviews.
“MSF promotes the inclusion of women and people with disabilities.
MSF does not charge fees or accept any money during the entire recruitment
process.