Records Management Officer: Country Support Team

2 weeks ago


Pretoria, Gauteng, South Africa Doctors Without Borders South Africa Mission NPC Full time

OVERALL RESPONSIBILITIES

  • Implement new information management system in South Africa, Zimbabwe and Mozambique mission
  • For each activity, in each location, identify and maintain a list of master documents and records: information necessary to ensure ongoing operations (the loss of which could impact Doctors without Borders operations or people) or helpful for a clear understanding of Doctors without Borders activities and decisions, identifying an 'owner' per document/record
  • Implement relevant Doctors without Borders policy and guidelines to store and archive documents and records in a secure, hermetically sealed physical or digital repository, hold regular audits and cleanup days;
  • Ensure easy access, through agreement with document and record owners and according to needs, by establishing physical or digital access rights and/or publication (on local noticeboard, server, Intranet, etc.)
  • Develop and implement practical and realistic processes for document and record backup (safeguarding), evacuation, hibernation or destruction in case of emergencies (risk assessment and contingency planning), and report on their implementation
  • Assess and report on document and record management maturity
  • Systematically brief new staff and regularly remind existing staff about processes, security measures, data protection, and their role in document and record management. Debrief all outgoing staff facilitating curation and transfer of documents and record ownership before departure
  • Travel 60% of the time to support the region.
  • Following the closure of three projects in the South Africa mission, the RMO will be required to facilitate the Archiving for the closed Khayelitsha project as well as the closing Tshwane and Eshowe Project.
  • To implement and support proper archiving procedures in the Region (South Africa, Mozambique, and Zimbabwe), including labeling/filing guide and indexation.
  • Support the digitization of all archived paperbound documents within the Mission/Region
  • In order to comply with the regulatory requirements of the NPC in South Africa, the RMO will be required to ensure that all documents necessary for the NPC are properly filed and easily found.
  • Quarterly site visits within the region to follow up and support document/record management processes
  • The employee may be required to perform other tasks, and take on other responsibilities depending on the needs of the Mission/project.
Records

Management Officer:
Country Support Team

Job

Location:
Based in either Johannesburg, Harare or Maputo

REQUIREMENTS:

Education

  • A Diploma in records management/ secretarial studies/library and information studies.
  • Advantageous certificate in data collection/data analytics

Experience:

  • Three years minimum in a similar position.
  • Communications/Facilitation skills or experience.
  • Encoding (advantageous)
  • Digital archiving (advantageous)
  • 23 years of experience in document and record management
  • Desirable: previous experience with DOCTORS WITHOUT BORDERS/NGOs.
  • Languages: English (fluent, spoken / written) Portuguese (advantageous)
  • South African citizenship or a valid work visa is required.

Job Advantages and Career opportunities:

  • Experience in a wellknown and professionally recognized international medical humanitarian organization.
  • Salary package comparable to other nonprofit organizations
  • 100% health insurance coverage
  • 10% pension contribution towards the employer fund

Ability to commute/relocate:

  • Gauteng, Gauteng: Reliably commute or planning to relocate before starting work (required)


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