Purpose of Job

The Senior Officer, Vital Records is responsible for the effective management of EBRD vital records and will administer the safekeeping procedures. The role will facilitate awareness among Bank staff in all matters relating to vital records and the management of risks to those records as information assets.

Accountabilities & Responsibilities

• Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster

• Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation

• Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business

• File hard copies so they can be efficiently retrieved

• Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ

• Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures

• Conduct user reference services to provide Bank staff with vital records in a timely manner

• Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications

• University degree or experience in information management, records management or archives, preferably in a multi-cultural organisation
• Very good knowledge and experience of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
• Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
• Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent planning, organisational and analytical skills; ability to show initiative
• Ability to work under pressure and meet deadlines
• Ability to work independently, to tackle issues and propose practical solutions
• Willingness to work overtime as and when required
• Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people’s lives and help shape the future of the regions we invest in.

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.