Purpose of Job
The Records Management Associate is responsible for ensuring that the Bank’s information assets are managed in a coherent manner, that information is held and handled securely, made available to the right people and kept as long as necessary. The Records Management Associate will 1) be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and administer them at departmental level 2) manage specific areas of expertise. The role will facilitate awareness among Bank staff in all matters relating to the management of information assets.

Background
The RM&A team collaborates with the business to drive business performance through innovative technologies, it is involved in a document digitalisation initiative, use of electronic signatures and document approval workflows. Works closely with the various team members within IT for the delivery of business solutions that meet business needs.
Facts and Scale
Work with the IT, OGC, Internal Audit and Risk Management departments on information management issues that require their assistance/ advice or on other matters that may have an impact on the management of information assets
1 to 2 reports
No budget authority

Accountabilities and Responsibilities:
Manage departmental information to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
Provide guidance and support to the business in order to help them collaborate and share information in an efficient and secure way
Contribute to the development and implementation of digitisation initiatives to facilitate efficient management of business records
Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
Challenges:
Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs

Knowledge/Skills/Experience
University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
Very good technical knowledge of electronic records and document management systems
Experience of working in a banking sector and familiarity with banking types of information assets
Ability to supervise and coach staff
Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
Ability to generate and drive projects, ability to generate new initiatives and to work creatively
Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
Excellent team player
Concern for accuracy and attention to detail
Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
Ability to work independently, to tackle issues and propose practical solutions
Ability to work under pressure and meet deadlines
Flexible in working hours and willingness to travel
Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Challenges:
Raising the profile of records management within the EBRD, keeping staff aware of the value and benefits of good information management practice to their work and to the Bank’s objectives in terms of efficiency and productivity, and ensuring their compliance and co-operation. Working with departments
to ensure the RM function is adhered to and executed on an on-going basis
Maintaining awareness of advances in technology in order to understand the impact on records management practice and implement new processes and technologies. As records are stored in so many different systems, ensuring that they are still well-organised and easily retrievable so as to support business needs
Please note that CCTs, Interns and applicants working directly for a Board office can only apply for jobs advertised via the external careers website.

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Bank, Banking, Risk Management, Records Management, Internal Audit, Finance, Records

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