Record Management Officer at Médecins Sans Frontières

Médecins Sans Frontières is a private, worldwide group. The association is mostly made up of doctors and health-care workers, but it is also open to any other professions that may aid in the achievement of its goals. Médecins Sans Frontières assists vulnerable communities, victims of natural or man-made disasters, and victims of armed conflict. They do it regardless of colour, religion, creed, or political beliefs.

Title: Record Management Officer

Location:  Abuja (FCT)

Employment Type: Full-time

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

Main Duties and Responsibilities

• 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
• 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 document and record 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 MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively.
• Work closely with the Data management team to monitor and tract patient files.
• Systematically brief new staff and regularly remind existing staff on processes, security measures, data protection and their role in document and record management. De-brief all outgoing staff facilitating curation and transfer of document and record ownership before departure.

Deadline: 3rd May, 2024.

How to Apply: Interested and qualified candidates should to apply online

Note

• MSF is an equal opportunity employer, both men and women are encouraged to apply.
• Interested candidates should submit their application, including cover letter, resume and copy of relevant certificates and NYSC certificate/Exemption Letters using the link below.
• Only shortlisted candidates will be notified and invited for interview; MSF Belgium takes this opportunity to thank all potential candidates for their application.
• Dual Employment is considered gross misconduct as contained in MSF Belgium Internal Regulations (IR) guideline and hence not acceptable.
• Applications should be sent through the indicated channel else application will not be entertained.
• Only short-listed candidates will be contacted for the next steps.
• MSF reserves the right to cancel any step or whole of the recruitment process at any stage.

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