Back Senior Archives/Records Officer-ITDSGIG (Contractual)

Work for the IMF. Work for the World.

Background

The Information Governance and Preservation Section within the Information Security and Governance Division (ISG) in the Information Technology Department (ITD) at the IMF plays a critical role in ensuring the integrity, accessibility, and security of institutional knowledge and historical records of the Fund. IGP’s commitment is to:

• Preserve and manage the IMF’s institutional memory, ensuring that historical and operational records remain accessible for research, policy development, and decision-making.
  • Enhance records and archives management systems, ensuring compliance with IMF policies such as the Records management Policy (GAO 26) and the Open Archives Policy (OAP).
    • Strengthen information governance by implementing retention schedules, classification frameworks, and secure access controls to protect sensitive records.
      • Support transparency and public access to archival materials, aligning with the IMF’s commitment to accountability and transparency with its member states.
        • Leverage technology to modernize records and archives management, enabling efficient digital preservation, discovery, and retrieval of critical information.

          Ensure compliance with global best practices and regulatory requirements, reducing risks related to information security and legal obligations.

          Job Summary

          The IMF is seeking the services of a qualified Senior Archives/Records Officer to lead the processing and publication of backlog analog records. Under the general supervision of the Section Chief of IGP, the Senior Archives Officer will be responsible for the planning, organization, and execution of the backlog processing project. This role is technically focused and requires the application of established archival techniques and digital preservation practices. The Senior Archives/Records Officer is expected to work closely with the Archives Team Lead, Senior Officers, and Junior Archives Officer in processing the backlog. This position is instrumental in ensuring that valuable permanent Fund records are made accessible to researchers and member countries in compliance with the Fund’s Open Archives Policy (OAP).

          Minimum Qualifications

          Advanced university degree in records management, documents management, archives management, library and information sciences, or related field of study, plus a minimum of 4 years of relevant professional experience in Archives and Records management, or (b) a bachelor's degree plus a minimum of 10 years professional experience in Archives and Records management.

          Experience in archival processing, preferably with analog records.

          Knowledge and/or experience (preferred) in:

          • Experience with records management systems, databases, and digital archiving tools.
            • Familiarity with international standards for Records and Archives Management.
              • Experience leading archival projects, particularly those focused on backlog reduction.
                • Proficient in MS Word and MS Excel.
                  • Ability to lift boxes and files up to 40 lbs.
                  • Proficiency in using Electronic Records Management systems, Digital Preservation Software, and digitization tools.

                    Work Management Skills:

                    • Excellent organizational skills with an ability to effectively manage time and resources, and the ability to handle multiple tasks and projects simultaneously.
                      • Excellent communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with colleagues at all levels, stakeholders, and external researchers.
                        • Good Problem-Solving skills and an ability to identify, address and resolve issues related to records and archives management.
                        • Ability to handle sensitive information with discretion and maintain confidentiality.

                          Major Duties and Responsibilities

                          1 Project management

                          1.1 Collaborates with the Project Manager on project timelines, ensuring milestones and deadlines are met.

                          1.2 Plans, prioritizes, and organizes project activities to meet deadlines and expected deliverables. Tracks and reports on the progress of the backlog processing and online publication.

                          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

                          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

                          1.3 Serves as first point of contact with offsite storage services including initiating and managing records transfers and troubleshooting issues.

                          2 Collaboration and Team Leadership

                          2.1 Develops procedures, workflows, and other tools to ensure processing activities are carried out consistently, efficiently, and at a high quality.

                          2.2 Oversees the work of three Junior Archives Officers working on the project.

                          2.3 Collaborates with internal stakeholders, including IT, records management, legal, and communications teams to align project goals with organizational priorities, and interpret and apply policy requirements to archival materials.

                          3 Archival processing

                          3.1 Appraises records to remove extraneous, transitory, and irrelevant documentation.

                          3.2 Arranges and describes records according to international archival standards and best practice and internal processes.

                          3.3 Performs basic condition assessments and identifies records requiring digitization, preservation and/or conservation.

                          4 Catalogue Upload

                          4.1 Adds metadata to catalogue records in accordance with international standards and internal guidelines.

                          4.2 Review and ensure the accuracy and consistency of metadata and descriptions.

                          This is a one-year contractual appointment. Contractual appointments at the IMF are renewable for up to four years of cumulative contractual service, pending incumbent's performance, budget availability, and continuous business need.

                          Department:ITDSGIG Information Technology Department Information Security & Governance Information Governance and Preservation Section

                          Hiring For: A11, A12

                          The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.