Assistant Records Management Officer (Level 4) at Medecins Sans Frontieres (MSF)

Médecins Sans Frontières is a private, international organisation. The organisation is made up mainly of doctors and health sector workers and is also open to all other professions which might help in achieving its aims. Médecins Sans Frontières provides assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict. They do so irrespective of race, religion, creed or political convictions.

Job Title: Assistant Records Management Officer (Level 4)

Location: Kebbi
Employment Type: Contract (6 months Definite with possibilities of extension)

Main Purpose

• As part of their work as a medical humanitarian organization, MSF staff constantly produce and use documents and files.
• These are important assets for the organization: they guide MSF’s work, provide evidence that activities have been carried out or results have been achieved, record knowledge and best practices, and are often of historical or legal significance.
• We understand “document” as a source of information, whether in paper, digital or other formats, 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 course of the transaction or in pursuit of legal obligations.
• We understand “records and records management” as the management area responsible for the effective and systematic control of the creation, receipt, maintenance, use and disposition of documents.
• The Record Manager assistant: contributes to the implementation of the Mission’s records management policy, collection, conservation, processing, communication, and enhancement of the archives.
• It carries out its activity under the control of the Record Manager.
• He oversees managing the Mission’s current, intermediate, and historical accounting documents.
• To do this, he applies MSF’s recommendations and protocol to the context of the Mission.

Main Duties and Responsibilities

• Monthly physical and electronic archiving of the accounting documents to be kept of the mission (all Med, Log, Finance, OPS, Supply, HR departments) of the entire mission.
• Digitize vital documents and ensure their integrity, authenticity, and accessibility.
• Participation in the collection of archives: awareness of the services producing and distributing archives, evaluation and analysis of archives, preparation, and transfer of documents.
• Update scanned documents of parts and documents in validated platforms for current documents in order to allow access to remote operators and in Nestor for archiving.
• To monitor the legal age of the archives under his charge and to report to whom it may concern those that have exceeded the legal period required for conservation for any useful purpose.
• The implementation of the Mission’s physical and electronic archiving management policy: Relations with archive producers (mission and project coordinators), management of digital archive transfers and disposals, management of physical transfers and disposals.
• With his supervisor, ensures compliance with the OCB archiving policy on all fields (regular visits for training on archiving processes and to check the proper maintenance of archives at the field level)
• Organizes and conducts regular training of the employees concerned on management, communication, and archiving tools (Teams, SharePoint, One drive, Nestor)
• Reception and orientation of document applicants: registration of needs, assistance with research, communication of documents in accordance with the rules of communicability of archives and prevention against theft and damage.
• Examination of correspondence research requests and production of finding aids: drafting of archival descriptions, entry and control of entries of documentary analyses.
• Manage the department’s supply stocks and place orders on time to avoid stock-outs.
• Assist in the organization of internal and external events (meetings, presentations, etc.)

MSF Context Specific Accountabilities
Organizational activities:

• Management of material resources related to the execution of the missions entrusted to him/her.
• Regular management of a team of day labourers for classification and organization of stock.
• Technical activities
• Sort
• Filing
• Document identification
• Physical disposal of documents
• Drafting of disposal forms
• Conditioning
• Layout of storage rooms
• Material document management.
• Organization of flows, control of conservation spaces, preventive and palliative conservation.
• Digitizing documents and maintaining a secure database for current documents, managing, and controlling physical and/or digital access
• Dissemination of the archives to authorized persons and maintenance of the holdings as well as contact with the focal points of the projects.

Minimum Required Skills and Qualifications

• Bachelor’s Degree in library and information science, Records and Archives Management, Information Management, or Documentation and Communication Studies.
• Minimum of 2 – 3 years of progressive experience in records management, archiving, or documentation administration, preferably within an NGO, international organization, or corporate environment.
• Demonstrated experience in implementing or maintaining physical and electronic archiving systems.
• Proven track record in digitization projects, including scanning, indexing, and metadata management.
• Experience in training staff on document and records management practices is highly desirable.
• Exposure to data protection laws, confidential information handling, and compliance frameworks is an advantage.
• C1 independent user of the mission’s working language.

Knowledge:

• Good knowledge of document and archive management tools (inventories, indexes, document management systems, etc.)
• Strong knowledge of information governance, data protection, and archival standards (both physical and digital).
• Proficiency in using digital collaboration and archiving tools such as SharePoint, Teams, OneDrive, and Nestor.
• Competent user of MS Office 365 (e.g., SharePoint, OneDrive)