Associate Records and Information Management Officer

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

This post is a limited-term fixed-term post.

1.     Organizational Context

a.    Organizational Setting

The position is located in the Records and Archives Section of the Knowledge Management and General Services Division, in the Administration, Finance and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archives. The Section also contributes to the delivery of integrated strategies for knowledge management and enterprise content management to support business needs and knowledge sharing.

b.    Purpose Statement

The Associate Records and Information Management Officer supports the daily operations for managing records and information in WIPO. This includes maintaining Records and Information Management (RIM) tools such as WIPO's Enterprise Content Management (ECM) system; developing and updating procedures: contributing to the development of RIM tools and solutions; coordinating retention and disposal activities; contributing to the development and delivery of RIM training; encouraging compliance with RIM practices; and providing technical support to WIPO staff members on RIM matters.

c.    Reporting Lines

The incumbent works under the supervision of the Head, Records and Archives Section.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Draft and update RIM procedures and guidance; identify gaps and propose improvements to processes;

b.   Maintain and monitor content structures in WIPO's Enterprise Content Management (ECM) system by performing quality checks to assess accuracy of records classification, retention policies, and metadata usage, and propose corrective actions or improvements when appropriate; in close collaboration with business unit focal points, coordinate activities to maintain digital content structures;

c.   Participate in the design, development and implementation of new RIM tools and technologies including providing functional requirements, identifying and proposing process improvements, testing, and providing feedback;

d.   Provide technical inputs for the development of RIM policy and strategy;

e.   Coordinate records retention and disposal activities;

f.    Develop and deliver training on RIM principles and practices; encourage the adoption of RIM policies, practices and tools; provide technical support to business unit focal points and other WIPO staff members on RIM practices;

g.   Handle complex enquiries; and provide retrieval services for records and archives upon request;

h.   Participate in the development and implementation of projects as required;

i.    Perform other related duties as required.

3.      Requirements

Education (Essential)

First-level university degree.

Education (Desirable)

Advanced university degree in records, information, archival management, library science, knowledge management, or a related field.

Certification in records, information or archival management.

Experience (Essential)

At least three years of relevant professional experience including in digital records management, preferably in a large organization.

Experience of managing content in an ECM system.

Experience (Desirable)

Records and information management experience in an international organization.

Practical experience in the development and delivery of RIM training to a wide-ranging audience.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Good working knowledge of spoken and written French.

Job Related Competencies (Essential)

Excellent knowledge of RIM principles, industry standards and guidelines.

Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.

Ability to work effectively within mixed disciplinary teams and to liaise with stakeholders on different organizational levels.

High level of customer-orientation.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) with the ability to quickly adapt to new software and tools.

Job Related Competencies (Desirable)

Experience with M365 SharePoint would be a strong advantage.

4.      Organizational Competencies

1.    Communicating effectively.

2.