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Senior Officer, Vital Records

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Posting Date: 17-May-2019

Location: London, GB

Company: EBRD

Requisition ID 15151
Office Country United Kingdom
Office City London
Division VP, Human Resources & Corporate Services
Dept. / Bus. Group MD IT Office
Business Unit Records Management and Archives
Job Key 50022437
OTE/NOTE eligible for overtime
Full-Time/Part-Time Full Time
PMF Band 04
Recruiter Annmarie Michael
Contract Type Short Term
Contract Length 12 months
Posting End Date 03/05/2019 


This is a 12 month short term contract position


The EBRD’s Records Management and Archives (RM&A) Team is currently seeking an engaging, dynamic and proactive individual to support a busy records centre. This junior role would suit someone interested in learning about records management and working with hard copy legal records. As a member of the RM&A team, the individual will also be involved in, and learn from, discussions on RM&A strategy and related activities.


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.




  • Responsible for the management of vital records; ensure integrity, usability and reliability of those records
  • Work under direct supervision of Associate, RMA


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 Records Management and 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

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.

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