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 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 Records and Information Management (RIM) Officer contributes to the development and maintenance of a coherent and effective framework for managing records and information in WIPO.  She/he leads the design and implementation of RIM solutions such as WIPO's Enterprise Content Management (ECM) system by defining effective strategies, policies and practices, provides technical expertise on records and information governance issues, and works in close collaboration with business managers, IT, legal and information security experts to apply and foster RIM best practices across the Organization.

c.    Reporting Lines

The incumbent works under the supervision of the Head of Section.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Provide substantive technical inputs to the Head of Section for the development and implementation of effective strategies and solutions for records management at WIPO.  Refine and develop key organizational records management tools, including the classification scheme and retention schedules.

b.   As RIM lead in the Enterprise Content Management (ECM) implementation team:

i.    collect and analyze RIM requirements from WIPO business units;
ii.   participate in the design and implementation of robust content structures to enable business units to create, share, retrieve and protect information effectively;
iii.   supervise the team responsible for developing content structures including assigning tasks, providing guidance, resolving issues and monitoring performance;
iv.  contribute RIM expertise to information governance policies and practices;
v.   provide RIM technical inputs for the implementation of digital records management solutions within the ECM;
vi.  participate in the development of migration strategies for business records.

c.   Provide ongoing review and improvement of policies, procedures and practices for managing WIPO's records.

d.   Oversee records retention and disposal activities.

e.   Oversee the development and delivery of RIM training to WIPO staff.

f.    Coordinate activities with RIM focal points in the business units and develop communities of practice.

g.   Provide functional requirements for new RIM tools and technologies as needed, including proposing process improvements, testing, and providing feedback.

h.   Represent the Section by providing a RIM perspective in meetings, working groups and task forces as required.

i.    Keep abreast of developments in RIM technologies and evolving practices.

j.    Deputize for the Head of Section in their absence 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 six years of relevant professional experience including in digital records management and in developing content structures or taxonomies based on business needs, preferably in a large organization.

Experience in managing content in an ECM system.

Experience (Desirable)

RIM experience in an international organization.

Experience in supervising teams.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Good working knowledge of spoken and written French.

Job Related Competencies (Essential)

Comprehensive knowledge of industry standards and guidelines pertaining to records and information management.

Excellent understanding of records management taxonomies and classification systems.

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

Ability to analyze complex requirements relating to RIM and evaluate different views to arrive at practical solutions.

Ability to communicate and promote RIM best practices.

High level of customer-orientation.

Ability to work effectively within mixed disciplinary teams.

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

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.

Job Related Competencies (Desirable)

Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.

Good knowledge of M365 SharePoint would be a strong advantage.

4.      Organizational Competencies