Records Management Mobile Implementation Officer (MIO)

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.

CONTEXT

Within the framework of the MSF Operational Centre Brussels (OCB) Knowledge Management project and in compliance to the General Data Protection Regulations (GDPR), OCB is having the position of Mobile Implementation Officer (MIO) records management.

S/he contributes to the management of both paper and electronic records, with a main focus on documents produced by the medical, operational and human resources departments of OCB, and mostly concentrated on the document management in the field missions and projects. Together with the Documentalist in Brussels, s/he acts as a subject matter expert proactively sharing their knowledge through mentoring. Together with the focal person of the knowledge management and data protection of the relevant departments, s/he will support and produce training and reference documents. S/he will be part of the medical department knowledge management circle and the overall GDPR circle.

Additionally, s/he will collaborate closely with the legal unit, Information Communication Technologies (ICT) unit and the Learning and Development unit.

Hierarchical responsible: HQ Documentalist: Medical Department, with functional collaboration across all departments.

Her/His status of Mobile Implementation Officer implies a high-level field mobility and flexibility with 50 to 70% of the time in field visits.

RESPONSIBILITIES

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 particular 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:
    • every record to be well located, rapidly and fully accessible, and available for future audit, discovery and capitalization
    •  ensuring that only records that are necessary to conduct activities are retained, and not longer than required by reviewing and aligning retention schedules
    • special protective measures to be put in place in regards to 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

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.

Support the review and the implementation of OCB policies and guidelines on knowledge management, archiving and data compliance.

  • Participate to the knowledge management circle (particularly on the subjects of processes and field implementation).
  • Contribute to the review of the retention schedule policy.
  • Lead the review of archiving guidelines in field missions and headquarters.
  • Create tools such as good practices, communication material, training material, etc. related to document life cycle matters, knowledge management and data protection and conduct orientation and training for staff to enhance compliance and awareness.
  • Participate to the development of data protection guidelines.
  • Conceive, develop, pilot and deploy a record management system for specific data in coordination with knowledge management initiatives.

Subject Matter Expert

  • Pro-actively play a focal point position around archives and record management issues and initiatives at Field and HQ level.
  • Provide her/his expertise to decision makers and key stakeholders, including various working groups such as the Knowledge Information Team.
  • Advise on complex legal and regulatory issues often including data sharing and document confidentiality.
  • 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.

REQUIREMENTS

  • Academic degree in Archives and Records Management or Information and Communication Sciences & Technologies
  • Proven experiences in archives and records management
  • Proven knowledge in archives and records management including: archiving tools, conservation policies, data protection policies, digitization, database management, information retrieval, etc
  • Field experience with MSF and/or other INGO is an asset
  • Proven experience in remote community management including written and oral communications skills are an asset.
  • Project and Change management experience is an asset
  • Proven pedagogical skills are an asset
  • Organized and methodical
  • Knowing how to work as a team but also autonomously
  • Willingness to work in field conditions
  • Bilingual French and English

CONDITIONS

  • Expected starting date: 15/10/2021
  • Contract type: Fixed-term contract (CDD) - 6 months - full time
  • Location: based in Brussels with regular visits to the field
  • Salary according to MSF-OCB Field Grid
  • 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: 08/08/2021

How to apply?

Please, send your CV and cover letter to caroline.maes@brussels.msf.org and mention “Records Management MIO” in the subject of your email.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. For more information, consult our privacy notice to job applicants.