African Development Bank (AfDB) -  the premier pan-African development institution, promoting economic growth and social progress across the continent. 

POSITION : Chief Records Management, Classification & Archives Officer

The Hiring Department 

• The role of the Banks' Office of the Secretary General and the General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG is comprised of:
  • The Immediate Office of the Secretary General (PSEG0) which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section;
  • Board Affairs and Proceedings Division (PSEG1);
  • Protocol, Privileges and Immunities Division (PSEG2); and
  • Conferences and Meetings Division (PSEG3).

The Position

• The key objective of this position is to Coordinate and manage the timely, active and effective provision of information about the Bank Group and its activities, in particular its development operations.
• The incumbent will supervise the proper archiving of Board records and documents and make these easily accessible to members of the Boards and users. In addition, the Section coordinates archives and records managements of the Bank Group’s vital records, design record keeping tools and provide regular training to staff.
• Oversee the classification of Bank-wide information in all forms and formats to:
  • Ensure their strategic alignment in support of business objectives before disclosure of such information;
  • Ensure availability, confidentiality, integrity, and audit ability of the Bank's information;
  • Ensure reduction of adverse impacts on the Bank's business operations to an acceptable level; and
  • Ensure conformity and full compliance with the Bank’s Information Classification policy;

Responsibilities

• Develop key information management controls to ensure that staff members are aware of their responsibilities and that best practice is being followed;
• Assist and advise staff in records management and archiving and classification and declassification of Bank’s documents;
• Advise on any current and potential security and regulatory issues affecting the Bank’s information and assess their impact on the Bank;
• Develop guidelines for document classification, including the networks for sharing information within the Bank;
• Provide leadership on expert innovative systems for records management and archiving and classification of information;
• Lead the implementation of and provide expert advice and recommendations to Senior Management and staff on the DAI policy as well as on records management and archiving policies, guidelines and procedures;
• Supervise the proper archiving of Board records and documents and make these easily accessible to members of the Boards;
• Develop and maintain a strategic and operational framework for the Bank’s records management and archiving and Information Classification System to ensure consistency with applicable Bank rules and regulations and to obtain and maintain quality management system ISO 15489;
• Develop and regularly maintain records management and archiving policies, guidelines and procedures as well as the classification guidelines for the Bank in line with the above strategy and operational framework;
• Classify all Bank documents in accordance with the DAI policy;
• Undertake extensive inventory of information of the Bank and ensure their classification in accordance with the Disclosure and Access to Information Policy (DAIP);
• Establish and regularly maintain an efficient system of document searching according to classification of information in accordance with the DAI Policy;
• Develop and apply effective security controls to the Bank’s information systems by establishing appropriate information; classification labels in line with the DAIP prescriptions;
• Serve as the focal point in the Bank for records management and archiving, information classification and declassification issues in relation to the DAI policy in particular, and for the Bank as a whole, in general;
• Design / Update a training content to be part of the DAI training program along with e-learning tool for staff on constant basis;
• Design appropriate steps for staff to follow in classification of documents;
• Supervise archives and records managements of the Bank Group’s vital records, design record keeping tools and provide regular training to staff.

Selection Criteria

• Strong experience in the use of Information technology tools, SAP and the standard Bank MS office applications (Word, Excel, Access, and PowerPoint); databases, with good knowledge of Management Information Systems;
• Knowledge of Document Management Systems, Information Request Tracking System (IRTS), taxonomy building and metadata standards; report writing skills etc.;
• Relevant practical experience in the field such as the Access to Information (ATI) or Freedom of Information (FOI), preferably with any similar institution such as the International Financial Institution (IFI), Multilateral Development Bank (MDB) or in the public sector environment;
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other;
• A Master's Degree in Library Science, Information Systems, Governance, Social Science, Public Policy and Administration or any other similar discipline;
• 7 years of relevant practical experience in the relevant field;
• Good understanding of Records Management, Archiving and Information Classification systems, strategies, policies, principles, procedures, and standards;
• Having private sector experience will be an added advantage;
• Good knowledge of information generation and classification, and up-to-date awareness of latest developments in thinking and practice of other MDBs on information classification requirements;
• Comprehensive knowledge of industry standards and guidelines pertaining to all aspects of records management, archiving and information classification;
• Experience of working to best practice in Information and Records Management (for example ISO 15489);
• High level of organizational and analytical skills;
• Knowledge in all aspects of computer security in multi IT areas: database, classification, operating systems specific applications, etc.;
• Competence in the use of standard Microsoft Office Suite applications (Word, Excel, Access and Power Point); knowledge of SAP (or other integrated document management system or quantitative and qualitative data analysis packages is an added advantage.