Archives Mobile Implementation Officer (MIO) (m/f)

Médecins Sans Frontières (MSF), BRUSSELS + FIELD, Belgium

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 to 10 Years
Email for CV Submission: 
Closing Date for Applications: 
23rd January, 2017

Job Description


Within the framework of the MSF OCB Knowledge Management project and following needs assessment survey among field staff (October 2016), OCB is opening the position of MIO Archives. S/he contributes to the management (production, filing, searching for, sharing, protection and preservation) of both paper and electronic records produced by all departments of MSF Operational Center of Brussels, with a particular focus on the field. Together with the Documentalist in Brussels, s/he acts as a subject matter expert, proactively sharing their knowledge through mentoring, training and production of reference documents. S/he leads the Community of Practice of Field Archivists (some missions have full time positions, others part time, others none).

Her/His status of Mobile Implementation Officer implies a high level field mobility and flexibility.

Hierarchical responsible: HQ Documentalist Medical Department, with functional collaboration across all departments


Support the document life cycle (production, filing, searching for, sharing, protection and preservation) both paper and electronic records

  • Advise on document production formatting, naming and filing
  • Support the Documentalist in answering punctual records retrieving requests for documents housed in Brussels archives
  • Support audits and evaluation processes (e.g. ECHO audit)
  • Support Ad Hoc requests for filing exceptional projects/initiatives (e.g. Ebola task force)
  • Support the Bookshop Manager in updating the ‘field operational library’ (‘Bibop’) in each field project.
  • Offer analysis and advice on access rights and the respect of confidentiality.
  • Support the facilities and ICT units regarding the implementation of optimal conditions of preservation of both paper and electronic records at both field and HQ level.
  • Advise on compliance with relevant legislation and regulations

Lead the review and implementation of OCB archiving policies

  • Review and implement archiving guidelines in field missions and headquarters.
  • Review and implement retention schedule annex (duration to keep documents)
  • Create and implement a long-term preservation policy.
  • Create and implement reference documents such as: good practices, communication material, training material, etc.
  • Conceive, develop, pilot and deploy a ‘Field Archive Opening and Closure Kit’

Support field project/mission’s closures (approx. 2/3 per year)

  • Support field staff in the repatriation of paper archives from field to headquarters.
  • Support on-site the destruction of papers archives according to the retention schedule.
  • Receive, centralize, organize and store paper and electronic archives in Brussels with support of Facilities and ICT units

Re-launch, animate and moderate the Community of Practice of OCB Field Archivists

  • Act as a technical referent, supporting field archives’ referents in their document management practices and centralizing archiving issues and initiatives.
  • Train and mentor archives’ referents on field missions striving for maximum autonomy within a given framework

Subject Matter Expert

  • Pro-actively play a focal point position around archives and document management issues and initiatives at Field and HQ level.
  • Provide her/his expertise to decision makers and key stakeholders, including various working groups such as the Knowledge Information Team.
  • Advise on complex legal and regulatory issues often including data sharing and document confidentiality.
  • Promote awareness on document protection and good practices.
  • Support a cultural change towards archives and records management awareness in close collaboration with the Knowledge & Change Manager.
  • Support headquarters’ projects involving archives and records management.


  • Academic degree in Archives and Records Management or Information and Communication Sciences & Technologies.
  • Proven experiences in archives and records management.
  • Proven knowledge in archives and records management including: archiving tools, conservation policies, data protection policies, digitization, database management, information retrieval, etc.
  • Field experience with MSF and/or other INGO is an asset
  • Proven experience in remote community management including written and oral communications skills are an asset
  • Organized and methodical. Project and Change management experience is an asset
  • Proven pedagogical skills are an asset
  • Knowing how to work as a team but also autonomously.
  • Willingness to work in field conditions
  • Bilingual French and English



  • Field Contract fixed term 1 year – Full time position - based in Brussels but with frequent field visits (70%)

  • Salary according to MSF-OCB Field salary scale

  • Starting : immediate

  • CV + cover letter to be sent before 23/01/2017 to MSF, Caroline Maes, Rue de L’Arbre Bénit 46 – 1050 Ixelles or to, stating ARCHIVES MIO position in the title

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