(Associate) Information Resources and Services Officer / 240311

SHARE THIS PAGE Reference Number 240311
Position Level NS 1/2
Department Corporate Services Department
Division Information Resources and Services Unit
Location Asian Development Bank Headquarters
Date Posted Thursday, May 9, 2024
Closing Date Thursday, May 23, 2024 11:59 p.m. (2359 Manila Time, 0800 GMT)

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of (Associate) Information Resources and Services Officer (Records and Archives) is assigned to the Institutional Services Division (CSIS) within the Corporate Services Department (CSD). You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff and Senior National Staff.

Your Role

As an (Associate) Information Resources and Services Officer (Records and Archives) you will provide diverse technical and coordination support in the day-to-day supervision of the Records & Archives team of the Information Resources and Services Unit (CSIS-IR) to ensure efficient and effective management of ADB records, physical and electronic, and the preservation of archival records. The position will be the primary focal for coordinating and consulting with field offices to provide records management guidance and support and oversee the management of ADB records storage, retrieval, and protection as well as document conversion and microfilming services.

You will:

Under the guidance of a senior staff, contribute independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

• Assist in planning the yearly work program by providing information on records and archive past accomplishments, future needs, and available resources.

• Provide preliminary analysis and support special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, gallery administration, and outsourcing of services.

• Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.

• Assist in the supervision of the records management component of the ADB-wide electronic documents repository system and make recommendations for improvements as necessary.

• Supervise the development and implementation of records management training/workshop for headquarters and field offices staff.

• Supervise the technical support given by the records and archives group to the Department/ Offices and Field Offices including, but not limited to, records assessment and audit.

• Conduct records management training to field offices to ensure alignment and compliance to approved systems and processes.

• Provide input and recommendations on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Records and Archives team as required.

• Review ADB-wide requirements for filing facilities, and coordinate the layout of file rooms and installation of appropriate equipment in coordination with appropriate department/s and team/s.

• Verify work effectiveness, decorum, and punctuality in the team; and provide information for staff performance evaluation.

• Ensure effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.

• Support the leadership and oversight of ADBs electronic document filing systems.

• Perform other duties that may be assigned as reflected in the incumbent’s work plan.

Qualifications You will need:

• Bachelor’s degree in archives administration, library science, or other information management discipline; preferably with advanced training in archives and records management.
• At least 6 years’ experience in records and archives management.
• Thorough knowledge of records and archival operations and preservation techniques; preferably with knowledge on records digital preservation.
• Comprehensive knowledge and understanding of international best practices on records management policies and procedures.
• Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage.
• Advanced SharePoint knowledge, focused specially on records management features.
• Strong verbal and written communications skills in English.
• Supervisory experience for a team of at least 3-4 people.
• Ability to work collaboratively with teams as a constructive team member.
• Please refer to the link for ADB Competency Framework for National Staff Levels 1-2.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

• Paid leave (including parental)

• Medical and health benefits

• Life and other insurance plans

• Staff development

• Retirement plan

• Housing and education allowance (if applicable)

• Expatriate benefits (for international staff)

Additional Information

This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. It may be extended on an exceptional basis for a further fixed period at the option of ADB. This appointment is open to internal and external applicants.

For staff on fixed term appointment: (a) the current fixed term appointment will be terminated before the effective date of the new fixed term appointment; and (b) a decision on their fixed term appointment will be made at the end of the new fixed-term.

Staff who are currently under regular appointments but will transition to this position will retain their regular appointment status.

All eligibility rules for housing loan and mortgage interest subsidy shall apply to staff on fixed term appointment.

Any approved housing loan or mortgage interest subsidy prior to the change to fixed term appointment will continue during staff’s new appointment under the same terms and conditions, as applicable. The outstanding housing loan will be due and payable at the end of employment. All the other eligibility rules apply.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

To view ADB Organizational Chart, please click here.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious, and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Visit ADB Careers FAQ for more information.

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