Record Management Officer 11 views0 applications

Medecins Sans Frontieres (MSF) is an International, Private, Non-Governmental, Non-Profit Humanitarian  Organization. Our organisation offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria facilitated by a Memorandum of Understanding between Medecins Sans Frontieres and the Federal Government of Nigeria.

The French Section are at present co-operating with the Federal Ministry of Health, and State and Local government departments of health on various health projects. Our current focus is the VVF/Emergency Obstetrics Project in Jigawa State, the Provision of Primary Health Care in Borno State, and the Nutrition Project in Katsina State with coordination office in Abuja, Nigeria.

We are  recruiting to fill the position below:

 Job Title: Record Management Officer

Location: Abuja (FCT)
Employment Type: Contract
Contract: 208 working hours per month

Context

• Médecins Sans Frontières is a private, not-for-profit international humanitarian organization dedicated to providing medical assistance to populations in distress, without discrimination and regardless of race, religion, creed, or political affiliation.
• Currently, MSF France is co-operating with the Federal Ministry of Health, State and Local government departments of health on various projects.
• Our current focus is a VVF and maternity response in Jahun, Cholera Emergency response in Maiduguri Malaria and Nutrition response in Katsina state with it’s coordination office in Abuja, Nigeria.

Main Purpose

• The Record Management Officer is responsible for the effective management, retention, retrieval, and disposition of paper and electronic records.
• The role safeguards confidentiality, integrity, and accessibility of information in line with MSF policies, legal requirements, and data protection standards, while promoting practices that support operational decision-making and accountability.
• It also ensures compliance with national regulations, oversees the use of digital workspaces, and contributes to data protection awareness and the strengthening of records management maturity in the country.

Job Description

• Support the development and implementation of country Record Retention Schedules and related data protection processes, working with local authorities and MSF entities to ensure compliance with MSF policies, legal requirements, and international best practices.
• Oversee and improve digital and paper records management systems, ensuring that archives, digital workspaces, and access structures are reliable, secure, and user-friendly.
• Conduct regular audits and risk analysis of records management practices, identify gaps, and coordinate improvements in collaboration with relevant stakeholders.
• Support continuous improvement and maturity in records management by developing practical strategies, fostering good practices, and integrating lessons learned from audits, staff feedback, and operational needs.
• Facilitate accessibility of information by maintaining clear structures, rights, and guidance that enable staff to easily find and use the information they need.
• Promote staff awareness and capacity in records and information management, delivering briefings, trainings, and refreshers, and ensuring smooth handover of documents and records when staff depart.
• Manage the regular clean-up and secure disposal of redundant, obsolete, or trivial digital and paper records, with the support of daily workers where necessary.
• Support the implementation of data protection, ensuring coherent approaches across digital platforms, archives, and operational practices.
• Support in the development and implementation of contingency measures (e.g. back-up, evacuation, or secure destruction) to safeguard records as part of the country and project security plans.
• Organize and maintain the physical archive spaces (Abuja + projects)
• Sort, box, label, and encode records
• Identify missing, damaged, or past-retention time records
• Produce assessment of current existing records management practices and information flow
• Support with the secure archiving of highly sensitive records
• Be the focal point for the mission for all questions related to digital and physical record management policies and guidelines

Deliver training and support to the teams (theoretical and hands-on)

• Perform digital SharePoint audits across all departments and support with digital records management practices (back-up of essential documents, implementation of the OCP digital naming standard, access rights)
• The employee may be required to perform additional tasks and assume other responsibilities as needed to support the mission or project.

Requirements
Education;

• A Diploma in Records, Library, Information  Management or Secretarial, Office Management, Administration, Finance, OR Data Collection

Experience;

• 2-3 years of experience in document and record management (administration, archive, etc.) and/or data encoding
• Desirable: previous experience with MSF or other NGO
• Desirable: previous experience in a medical environment and/or knowledge of medical records

Languages;

• Mission and local language essential.

Knowledge

• Good knowledge of document and archival management tools (Excel, Content Management Systems, etc.)
• Proficient user of MS Office 365 (e.g., OneDrive, Outlook)
• Desirable: Knowledge and experience with SharePoint

Competencies:

• Results and quality orientation
• Service orientation
• Planning and  organization
• Capacity to negotiate
• Teamwork and cooperation

Remuneration

• According to MSF salary scale for the number of hours worked.

Note

• Qualified females are highly encouraged to apply.
• Only successful applicants will be called for the next steps and are obligated to disclose any information about family member(s) currently in the employ of MSF-France in any location.
• No monetary transactions, neither demands of favors in kind, nor other types of favoritism will be tolerated in the MSF  recruitment process.
• MSF reserves the right to refuse to hire a candidate who has benefitted from any such acts. All illicit demands may be pursued through the judicial system.
• MSF is an equal opportunity employer and encourages any Nigerian citizen to apply irrespective of race, gender, religion, creed, political affiliation.
• Dual Employment is considered gross misconduct and hence not acceptable.
• MSF reserves the right to cancel any step or whole of the recruitment process at any stage.
• MSF France takes this opportunity to thank all potential candidates for their application.
• MSF is a civil society initiative that brings together individuals committed to assisting other human beings in crisis. As such MSF is by choice an association.
• Each individual working with MSF does so out of conviction and is ready to uphold MSF’s values and principles.