Archives/Records Analyst – ITDSGIG (Contractual)
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:2 days ago
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Category:Documentation and Information Management
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Deadline:01/10/2024
JOB DESCRIPTION
Work for the IMF. Work for the World.
Job Summary
Under the general supervision of the Section Chief, Information Governance and Preservation (IGP), the Archives/Records Analyst delivers services and performs daily operations utilizing a range of resources, tools, and systems. The role is technically focused, requiring the application of established archives and records management techniques and procedures. The Archives/Records Analyst collaborates with Archives/Records Team Leads and Senior Officers to enhance records and archives management within departments and divisions, offering guidance to departmental staff and implementing agreed-upon systems and procedures. Additionally, the role involves providing support and training to staff on records management and archival practices, including the effective use of theFund’s document management system and other related systems.
Reporting Lines
The Archives/RecordsAnalyst will report to the Chief of Section, Information Governance and Preservation (IGP) and work closely with the records management and archives teams leads to achieve the Sections’objectives.
Major Duties and Responsibilities
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Records Management Responsibilities
The Archives/Records Analystis expected to:
- Support the development and implementation of file plans, recordsretention, and disposal schedules, ensuring compliance with organizational policies and legal requirements.
- Provide ongoing support and complex troubleshooting for users of specialized services and automated systems.
- Manage the transfer of semi-active records; coordinate daily operations in relation to the storage of, and access to, semi-active records; and ensure the accuracy and completeness of information about transfers.
- Assist with the physical maintenance of IMF records in thedocument management repository and off-site storage facility.
- Assist with the management of a Vital Records database and coordinate the collection and transfer of Vital Records to offsite storage.
- Support the use of the Fund’s document management system daily, including security and access rights, and provide training to system users.
Archives Management Responsibilities:
The Archives/Records Analystis expected to:
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- Assist in the preservation of archival materials, including conducting conservation assessments and implementing preservation measures.
- Support the appraisal, accessioning,arrangement, transfer, description and providing access to archival records, including the declassification of sensitive information in the archives.
- Implement routine procedures for the capture and long-term preservation of records in all formats.
- Facilitate access to archival materials for internal and external users, including responding to research requests and assisting with retrievals.
- Maintain detailed archival records, including metadata, finding aids, and catalog entries.
- Track and maintain reports on the status of services and requests for services including reports and statistics on user transactions and services.
Minimum Qualifications and Experience
- A diploma or degree in records management, archival studies, library science, information management, or a related field.
- Familiarity with international standards for Records and Archives Management.
- Prior work experience in an archival or active records environment is highly desirable and will take precedence.
- Proficiency in using Electronic Records Management systems, Digital Preservation Software, and digitization tools.
- Proficient in MS Word and MS Excel.
- Ability to lift boxes and files up to 40 lbs.
Key Competencies
- Ability to meticulously manage records and archives to ensure accuracy and integrity.
- Excellent organizational skills with an ability to effectively manage time and resources, and the ability to handle multiple tasks and projects simultaneously.
- Familiarity with records management systems, databases, and digital archiving tools.
- Excellent communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with colleagues at all levels, stakeholders, and external researchers.
- Good Problem-Solving skills and an abilityto identify, address and resolve issues related to records and archives management.
- Ability to handle sensitive information with discretion and maintain confidentiality.
This is a two-year contractual appointment. Contractual appointments at the IMF are renewable for up to four years of cumulative contractual service, pending incumbent’s performance, budget availability, and continuous business need.
Department:
ITDSGIG Information Technology Department Information Security & Governance Information Governance and Preservation Section
Hiring For:
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A04, A05, A06
The IMF is committed to achieving a diverse staff, including age, creed, culture, disability, educational background, ethnicity, gender, gender expression, nationality, race, religion and beliefs, and sexual orientation. We welcome requests for reasonable accommodations for disabilities during the selection process.
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