Record Management Officer (RMO)

Job Description

Title: Record Management Officer (RMO)

Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)

Vacancy: 1

Age: 18 to 59 years

Job Location: Cox`s Bazar (Ukhia)

Salary: Tk. 95000 (Monthly)

Experience:

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor’s / Diploma in records, library, information management or secretarial, office management, administration, finance, data collection, encoding.

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Age 18 to 59 years

Experience:

• 2-3 years of experience in document and record management and/or data encoding

• Desirable: previous experience with MSF

• Desirable: previous experience in a medical environment and/or knowledge of medical records

Language:

• Essential: Proficiency minimum B2 in English

• Essential: Native or near native proficiency in Chittagonian.

Knowledge:

• Good knowledge of document and archival management tools (Excel, Content Management Systems, etc.)

• Proficient user of MS Office 365 (e.g., SharePoint, OneDrive, Outlook)\

Competencies:

• Results and quality orientation

• Service orientation

• Planning and organization

• Capacity to negotiate

• Teamwork and cooperation

Accountabilities:

• 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 MSF operations or people) or helpful for a clear understanding of MSF activities and decisions, identifying an ‘owner’ per document/record.

• Aligning with the Personal Data Protection Regulations, implement relevant MSF policy and guidelines to store and archive documents and records in a secure, hermetically sealed physical or digital repository, hold regular audits and clean-up 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 back-up (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.

• Build and implement creative tactics/strategies to improve the quality of record management per location, applying MSF policy and best practice, working with ICT to organize local servers and with legal advisors to adapt MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively.

• Systematically brief new staff and regularly remind existing staff on processes, security measures, data protection, and their role in document and record management. Debrief all outgoing staff, facilitating curation and transfer of document and record ownership before departure.

MSF Section/Context Specific Accountabilities:

• Coordinate the set up and maintenance of the archive room up to standard in terms of environmental hazards, secure access, cleanliness and organizational set up

• Sort, box, label and digitally encode all records in the archive room and all other needed locations

• Support directly the other departments with their records in the different locations and hospitals

• Coordinate the movement of records between the different locations and the archive room

• Identify missing, damaged or past-retention time records and act accordingly

• Provide weekly reports of activities, progresses and challenges identified

• Participate in monthly weekly and/or monthly debrief with the line and functional manager

• Be the focal point for the mission for all questions related to digital and hardcopy record management policies and guidelines

• Be familiar with the retention periods and legal requirements in Bangladesh with regards to retention of records (medical and non-medical)

• Flag important information or procedures that might need revision or clearer analysis

• Support with the implementation and secure archiving of highly sensitive records

• Travel to the different projects and locations according to operational needs to support the teams

• Facilitate the different requests from all departments related to retrieving specific records

• Raise awareness through training/briefing sessions on the importance of archiving, data protection, and respecting and implementing the current guidelines and best practices

• Perform small digital SharePoint audits across different departments to identify needs for further SharePoint training in collaboration with the MiO Record Management

• The employee may be required to perform additional tasks and assume other responsibilities as needed to support the mission or project.

• Festival Bonus: 2

• Contract duration : 1 Year.

• Salary according to MSF salary grid (Level 7) BDT 95,000. Salary is not negotiable. Income tax deduction from salary based on current income tax compliances.

• 2 annual leave days per month worked. Medical bills reimbursement for employees and direct dependents according to staff health Care Policy- Locally Recruited Staff.

• 2 Festival Bonuses after completion of one year of uninterrupted continuous service.

• 26 weeks of maternity leave for our female staff.