[Vacancy]: Short Term Staff – Records Management / Disclosure and Access to Information Assistant Needed at African Development Bank – AfDB

Job Description

The Complex

  • The Presidency Complex comprises the Office of The President of the Bank Group and all corporate offices, departments, and other organizational units that are directly subordinate to the Presidency in administrative as well as functional terms.
  • The President, in the capacity of the Chief Executive Officer of the Bank Group, is mandated to provide competent strategic management of the Bank Group and all its resources towards the fulfillment of the Bank Group’s purpose of contributing to the economic development and social progress of Regional Member Countries.
  • The Presidency Complex provides day-to-day and medium-term corporate leadership and executive oversight maintains communication with the Bank Group’s Member Countries and supports the Boards of Directors in the conduct of their statutory roles.
  • In addition, the Complex provides legal and regulatory oversight on the conduct of the Bank Group’s business and integrated risk management of Bank Group operations, oversees corporate communication with a range of internal and external stakeholders, promotes integrity, transparency, and the highest ethical standards and norms among Bank Group personnel in the conduct of their work, and assures the security of the Bank Group’s personnel, premises and physical assets, information and data in all locations where the Bank Group operates.
  • Furthermore, the Presidency Complex is also involved in catalyzing investment from various sources in line with the operational priorities of the Bank Group.
  • The President directly supervises several departments and units including the Office of the President; the Integrity and Anti-Corruption Department; the Office of the Auditor General; the Group Risk Management Directorate; the General Counsel and Legal Services Department; the Communication and External Relations Department; the Staff Integrity and Ethics Office; Office of the Secretary-General & General Secretariat; the Africa Investment Forum; the Joint Secretariat Support Office and; the External Representation Office in Asia.

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 Ss, 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 (PSEG.0) which has the additional responsibility of managing the Disclosure and Access to Information (DAI) and Archives Sections; a Board Affairs and Proceedings Division (PSEG. l); and a Protocol, Privileges, and Immunities Division (PSEG.2).
  • The Records Management and Archives Section is responsible for the: implementation of the Bank’s Disclosure and Access to Information (DAI) policy; classification of the Bank’s information; and proper archiving and management of the Bank Group’s records.

The Position

  • Short-Term Staff: Records Management/Disclosure and Access to Information Assistant
  • The objective of the recruitment of the Records Management/Disclosure and Access to Information Assistant is to provide technical assistance with the ongoing implementation of the Records Management and Archives and Disclosure and Access to Information policies including monitoring disclosure compliance by liaising with the Bank’s relevant units and departments, managing all aspects of communications with both internal and external stakeholders, assisting with the requirements gathering for Sankofa implementation and training Bank department for the use of Sankofa. He/She will also assist with training (for both DAI and Records Management), prepare reporting data and reports, and provide any other support as needed.

Key Functions

Under the Supervision of the Principal Document & Records Management Officer, the Records Management /Disclosure and Access to Information Assistant will perform the following:

Disclosure and Access to Information related tasks:

  • Assist the Records Management and Archives Section/Disclosure Unit with the implementation of the Disclosure and Access to Information (DAI) policy, and compliance with said policy;
  • Liaise with relevant Bank departments and monitor document capturing, processing and timely disclosure on the Bank’s external websites;
  • Review and respond to information requests from both internal and external stakeholders;
  • Assist in updating and maintaining the external and internal DAI websites;
  • Design all necessary templates required for disclosure and access to information;
  • Provide DAI training, collect statistics on disclosure, write reports, and focus on advisory and supporting roles;
  • Assist the Records Management and Archives Section/Disclosure Unit in preparing correspondences, documentation, tables, charts, briefing materials, and presentations as required;
  • Perform administrative duties, documentary research, and any other duties as required by the section;
  • Support other divisional initiatives or activities including the preparation of Annual Reports to the Board of Directors.

Records Management Related Tasks:

  • Assist the Records Management and Archives Section/Disclosure Unit with the implementation of the Bank Group Policy on Records Management and Archives, and compliance with said policy;
  • Assist with the development, implementation and evaluation of records management standards, methods, procedures, file plans, and guidelines for physical and digital records;
  • Participate in the implementation of a new electronic document and records management solution (Sankofa); support the maintenance of the Department’s web Microsite;
  • Assist in the efficient storage and retrieval of physical and electronic information and records;
  • Assist in the delivery of training and information sessions related to new Information/Records Management technologies, processes, etc.
  • Assist with relocating records, and be able to lift 25 kilograms, work standing for long hours.

Competencies (Skills, Experience, and Knowledge):

  • At least a Bachelor’s Degree / License (BAC+3), in Library and Information Sciences, Management Information Systems, or any other related fields.

Relevant Experience and Skills:

  • At least four (4) years of relevant work experience
  • Strong organizational skills and attention to detail
  • Fluent in English and/or French
  • Strong knowledge of information privacy issues
  • Knowledge of IM/RM systems/technology theories, principles, and best practices and the ability to assess implications of emerging technologies.
  • Excellent interpersonal and communication skills
  • Proficiency in Microsoft products including Windows, Word, Excel, PPT and SAP;
  • Ability to prioritize assignments under pressure in an organized fashion.
  • Good written and oral skills in French or English with a good working knowledge of the other language.

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