|Requisition ID 1425
Date Posted 08/21/2023
Department Administration - Shanghai
Closing on: September 11, 2023 at 11:59pm (China Standard Time)
Based in: Shanghai, China
Target Market: Global recruitment
PURPOSE OF ROLE
1. Reporting to Chief, Protocol and Corporate Service of Administration Department, this position is responsible for regularly reviewing the NDB-wide record management and archiving policies, and implementing the record management and archiving system in coordination with relevant departments/divisions.
2. The incumbent will be also responsible for maintaining an efficient record management system for easy retrieval, sharing, and disposal of records, ensuring security and confidentiality of records, providing guidance, training and support to staff, as well as managing physical storage and preservation of hardcopy records.
SPECIFIC RESPONSIBILITIES include but not limited to:
1. Reviewing the Bank-wide record management and archiving policies and guidelines on a regular basis to stay abreast with the state-of-the-art.
2. Leading in implementing record management and archival policies and guidelines to ensure compliance.
3. Identifying and categorising records based on their value, sensitivity, and retention requirements.
4. Developing and maintaining an efficient record management and archival system to facilitate easy retrieval, sharing, and disposal of records as per NDB's retention schedules.
5. Ensuring the security and confidentiality of records, particularly sensitive and confidential information.
6. Conducting regular record audits to identify and evaluate opportunities to improve record management, including the effectiveness, efficiency and quality of processes, decisions, and actions, in coordination with functional departments/divisions.
7. Providing guidance and support to staff regarding record and archival management best practices and standards.
8. Liaising with relevant departments/divisions to ensure integration of record management practices into organisational processes and systems.
9. Organizing and conducting training programs and workshops to enhance staff awareness and understanding of record management principles.
10. Overseeing the implementation and maintenance of electronic document management systems or other record management software.
11. Collaborating with IT and other relevant departments/divisions to ensure secure storage, backup, and disaster recovery of electronic records.
12. Managing the physical storage and preservation of hardcopy records, including periodic archiving and disposal.
13. Liaising with external agencies or auditors regarding record management compliance and requirements.
14. Manages and controls access to the Archive Room at NDB Headquarters and provides transfer/retrieval services for historical or inactive Bank records. Manages the Bank-wide vital records program.
15. Other duties and responsibilities assigned from time to time by Chief, Protocol and Corporate Services or Director General, Administration Department.
|1. Minimum of 5 years of relevant professional experience in record management in a multilateral development bank or similar institutions.
2. In-depth knowledge of record management principles, practices, and industry standards.
3. Familiarity with relevant legal and regulatory requirements related to record management, such as data protection and privacy laws.
4. Proficiency in the use of electronic document management systems and record management software.
5. Strong analytical and problem-solving skills, with the ability to identify and address issues related to record management.
6. Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
7. Strong communication skills, both written and verbal, with the ability to clearly convey information and provide guidance to staff.
8. Ability to work collaboratively in a multi-cultural environment with cross-functional teams and stakeholders to integrate record management practices into organisational processes.
9. Strong attention to detail and accuracy, with the ability to maintain confidentiality and handle sensitive information appropriately.
10. Master’s Degree or equivalent in record management, information science, or a related field from a reputed university.