BATCH ARCHIVE DOCUMENTATION RECORDS ASSISTANT

Location: 

VL

• Grade : GS5/6/7/8
• Posting Date: 09/18/2024 
• Closing Date : 10/09/2024 

THE BANK:

Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 81 member states, including 54 in Africa (Regional Member Countries).  The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth. In order to sharply focus the objectives of the Ten Year Strategy (2024 – 2033) and ensure greater developmental impact, five major areas (High 5s), all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa. The Bank is seeking to build a management team that will lead the successful implementation of this vision.

THE CONTEXT

The African Development Bank, from time to time, needs extra services provided by persons other than its permanent staff to assist with additional activities not covered in the normal work program; replacement of regular personnel who are absent over long periods; and to occupy vacant positions within the time limits set by the Bank.

The Bank aims to recruit candidates who possess the relevant academic background/training, experience, and in-depth technical knowledge in the required disciplines.

This batch recruitment is meant to constitute a pool of recommended candidates, to fill various positions of Archive/ Documentation Assistant and Records Assistants at GS5/6/7/8 grade levels, Short – Term Staff (STS) within the Bank, as the need arises.

THE POSITION:

The Short-Term Staff (STS) which falls under General Support Services that provides administrative support for the smooth running of the Team, ensures that the Complex/Department/Division/Country Office Manager is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.

Each Team has its unique functions, but the STS works more or less uniformly irrespective of the Team to assure hitch-free operations within the Team of the respective Complex/Department/Division/Country Office.

Accordingly, the STS’s job facilitates and contributes to the success of the Complex/Department/Division/Country Office in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5’s.

KEY FUNCTIONS:

Under the General guidance and overall supervision of the Complex/Department/Division/Country Office Manager, the STS will perform the following duties and responsibilities, depending on the assigned role:

1. DISCLOSURE AND ACCESS TO INFORMATION (DAI):

1. 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.
2. Liaise with relevant Bank departments and monitor document capturing, processing and timely disclosure on the Bank’s external website.
3. Assist with the review and respond to information requests from both internal and external stakeholders.
4. Assist in updating and maintaining the external and internal DAI websites.
5. Assist with the design of all necessary templates required for disclosure and access to information.
6. Assist with DAI training, collect statistics on disclosure, write reports.
7. Assist the Records Management and Archives Section/Disclosure Unit in preparing correspondences, documentation, tables, charts, briefing materials and presentations as required.
8. Perform administrative duties, documentary research, and any other duties as required by the section.
9. Support other divisional initiatives or activities including the preparation of Annual Reports to the Boards of Directors.

2. RECORDS MANAGEMENT:

1. 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.
2. Assist with the development, implementation and evaluation of records management standards, methods, procedures, file plans and guidelines for physical and digital records management.
3. Participate in the implementation of a new electronic document and records management solution (Sankofa).
4. Assist in the efficient storage and retrieval of physical and electronic information and records.
5. Assist in the delivery of training and information sessions related to new Information/Records Management technologies, processes, etc.
6. Assist with the transfer and organization of records to/in intermediate storage.

3. COLLECTION, ORGANIZATION, CONSERVATION AND ACCESSIBILITY OF PHYSICAL ARCHIVED RECORDS.

1. Ensure the transfer of semi-active and inactive personnel files to the archives.
2. Receive and manage personnel files from units.
3. Sort and eliminate unnecessary documentation, doubloon.
4. Scan and file historical documents and assist HR Operation division in converting historical personnel physical documents into electronic data.
5. Gather, collect, classify, restore, preserve, process, inventory, describe and facilitate communication and access to documents at PTCS departmental level.

4. FILING AND PRESERVATION OF DOCUMENTS

1. 1. Develop, document, or maintain standards, best practices, or system usage procedures.
   2. Maintain a classification system of key PTCS documents.
   3. Classify each file into one archival box.
   4. Ensure efficient management of the archiving space assigned to this function.
   5. Advise on proper shelf identification processes for easy access to documents.
   6. Create inventory list of documents.
   7. Identify and validate file formats to be archived, format conversion if necessary, renaming and organization.

5. INDEXING DOCUMENTS

1. 1. Index documents in the electronic archiving system using standard professional scanners, indexation, and Microsoft software application, and ensure the correct entry plate, folder, document class, document type and value are selected to ensure documents are properly indexed.
   2. Conduct indexation quality control to ensure consistency of data.
   3. Conduct searches in the electronic archiving system at the request of HR Management and staff members (memos, evaluation forms and results, action forms, loan requests, sick leave certificates, circulars etc.).
   4. Control and manage secure access and protection of archived data, in collaboration with team.

6. OVERSIGHT OF THE VERIFICATION/REVIEW/CLEAN-UP PROCESSES FOR STAFF RECORDS AND HR MASTER DATA

1. 1. Prepare a report on the updates/corrections to be performed for Master Data maintenance.
   2. Ensure the alignment of physical documents content with electronic data.
   3. Assist in the development and the maintenance of Knowledge and Record systems (DARMS, SharePoint) and Procedures for the filing and management of confidential personnel files.
   4. Responsible for the migration of PTCS documents to SANKOFA collaboration platform, according to its own file coding standards
   5. Any other task that may be assigned by the Task manager / Manager / Director. 

7. Assist with all other tasks assigned to the department as requested by the manager / supervisor.

COMPETENCIES (skills, experience, and knowledge)

1. Hold at least a bachelor’s degree in archivistic field, library sciences, data processing, information sciences, management information systems or related discipline.
2. Have a minimum of four (4) years of relevant and practical experience.
3. Having private sector experience will be an added advantage.
4. Good knowledge of administration and office support services, including systems and procedures.
5. Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
6. Handling internal and external requests efficiently.
7. Ability to work and cooperate with others from diverse background.
8. Ability to manage simultaneous and shifting demands, priorities, and tight deadlines.
9. Demonstrable commitment to delivering excellent customer service focused reception and administration service.
10. Problem Solving.
11. Client Orientation.
12. Team working.
13. Operational effectiveness.
14. Innovation and Creativity.
15. Integrity and confidentiality.
16. 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.
17. Competence in the use of Bank standard software (Word, Excel, PowerPoint, and Access). Knowledge of SAP is an added advantage.

link to apply: https://afdb.jobs2web.com/job/BATCH-ARCHIVE-DOCUMENTATION-RECORDS-ASSISTANT/1121853101/