The main purpose of the Position

Main Purpose The Record Management Officer is responsible for; the processes of management, retention, and disposition of paper and electronic documents and records received or generated by the project/coordination; maintaining their confidentiality (if appropriate), integrity, reliability, and traceability; facilitating their retrieval for staff who ask; explaining procedures to their teammates; promoting responsible management that preserves the right of patients, communities, employees, partners and donors to privacy. They do this by applying MSF guidance and protocol to their context.

1. 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 documenting and recording 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 the MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively
• 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 documentation and record ownership before departure.

MSF Section/Context-Specific Accountabilities 

• The person will be rotating across the different projects. Though based in coordination, there will be a lot to do in the projects.
• Also, regularly check with National policy to be sure our OCB guidelines are up-to-date.
• Digitalisation and preservation of records where needs be;
• Ensure records destruction follows the OCB/National guidelines.