Batch Recruitment of Short Term Staff – Batch Archive Documentation Records Assistant (Short Term Staff) at the African Development Bank Group (AfDB)

Job Title: Batch Recruitment of Short Term Staff – Batch Archive Documentation Records Assistant (Short Term Staff)

Activities

• 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 website.
• Assist with the review and respond to information requests from both internal and external stakeholders.
• Assist in updating and maintaining the external and internal DAI websites.
• Assist with the design of all necessary templates required for disclosure and access to information.
• Assist with DAI training, collect statistics on disclosure, write reports.
• 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 Boards of Directors.
• 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 management.
• Participate in the implementation of a new electronic document and records management solution (Sankofa).
• 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 the transfer and organization of records to/in intermediate storage.
• Ensure the transfer of semi-active and inactive personnel files to the archives.
• Receive and manage personnel files from units.
• Sort and eliminate unnecessary documentation, doubloon.
• Scan and file historical documents and assist HR Operation division in converting historical personnel physical documents into electronic data.
• Gather, collect, classify, restore, preserve, process, inventory, describe and facilitate communication and access to documents at PTCS departmental level.
• Develop, document, or maintain standards, best practices, or system usage procedures.
• Maintain a classification system of key PTCS documents.
• Classify each file into one archival box.
• Ensure efficient management of the archiving space assigned to this function.
• Advise on proper shelf identification processes for easy access to documents.
• Create inventory list of documents.
• Identify and validate file formats to be archived, format conversion if necessary, renaming and organization.

Candidate Profile

• Hold at least a bachelor’s degree in archivistic field, library sciences, data processing, information sciences, management information systems or related discipline.
• Have a minimum of four (4) years of relevant and practical experience.
• Having private sector experience will be an added advantage.
• Good knowledge of administration and office support services, including systems and procedures.
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Handling internal and external requests efficiently.
• Ability to work and cooperate with others from diverse background.
• Ability to manage simultaneous and shifting demands, priorities, and tight deadlines.
• Demonstrable commitment to delivering excellent customer service focused reception and administration service.
• Problem Solving.
• Client Orientation.
• Team working.
• Operational effectiveness.
• Innovation and Creativity.
• Integrity and confidentiality.
• Good written and oral skills in French or English, depending on the official language of the country of duty station.  A good working knowledge of the other language will be considered an added advantage.
• Competence in the use of Bank standard software (Word, Excel, PowerPoint, and Access). Knowledge of SAP is an added advantage.

Application Instructions:

The application deadline is 10th October 2024. Therefore qualified and interested candidates can “CLICK HERE TO SUBMIT APPLICATION” it is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:
Official Job Website: https://www.afdb.org/en