Officer (Archives and Records Management), DIT

Ref: 103

Division/Department: Administration/Information Technologies (DIT)

Closing Date: Extended deadline until 10-Feb-2025, 17:30 (Greece Time)

Location: Thessaloniki, Greece

Contract: Three-year fixed term appointment

All candidates applying for employment with the BSTDB should have excellent command of written and spoken English and have excellent Microsoft Office Skills.

It is the BSTDB’s policy to offer equal employment opportunities to qualified candidates regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Position purpose 

The purpose of this position is to ensure the accurate, secure and effective management of the official documents, records and archives of the Bank, in accordance with the Bank’s rules and market best practices.

Key functions and Responsibilities

The position reports to the Director, DIT, and works closely with the EIM Expert and Principal Officer. The incumbent performs work related to the document and records management life cycles, for information created or captured by the organization independently of the media type.

The incumbent will:

Assist with the information assets management to:

• identify information assets and produce an information asset register; create and maintain a filing plan; appraise information assets to determine their value for proper retention and development of disposition schedules; maintain the vital records.

Digital Records Management:

• Utilize OpenText Content Server RM modules to manage electronic records; implement and manage records in the Microsoft O365 ecosystem using Microsoft Purview for data governance and compliance; develop and maintain records classification schemes and retention schedules; ensure compliance with regulatory requirements and policies.

Archiving and Long-Term Preservation:

• Develop and implement archiving strategies for both digital and physical records; use long-term preservation techniques to ensure the longevity and accessibility of records; manage the storage and retrieval of archived records; maintain metadata and documentation to support their retrieval and interpretation.

Physical Records Management:

• Oversee the organization and maintenance of physical records using the OpenText Physical Records module; ensure their proper classification, storage, and disposal; implement transfer procedures to and from storage facilities; coordinate with departments to ensure physical records are managed in compliance with organizational policies.

Librarian Tasks:

• Catalog and maintain an organized system for physical and digital records; provide support and training to staff on records management and use of the RM systems; assist in the development of relevant management policies and procedures; conduct regular reviews and audits of records to ensure compliance and identify areas for improvement.

Policy and Procedure Development:

• Draft, revise, and implement policies, procedures, and guidelines for effective information management; collaborate with stakeholders to ensure policies and procedures are understood and followed across the organization.

Business Analysis and Automation:

• Perform business analysis to identify opportunities for improving information management processes; assist the Enterprise Information Management (EIM) expert in developing business automation solutions; design and implement automated workflows to enhance efficiency and accuracy in records management.

Security Classification:

• Design and deliver projects for securing and handling classified information; implement security classification schemes to ensure sensitive information is appropriately classified and protected, including a Data Loss Prevention (DLP) system; develop procedures for secure storage, access, and disposal of classified information.

Collaboration and Support:

• Work closely with IT and other departments, to ensure the seamless integration of records management systems with other enterprise applications; provide guidance and support to staff on records management issues; participate in cross-functional teams and projects.

Competencies:

• Professionalism: maintains a level of expertise and professional knowledge commensurate with the respective position and job description.
• Results Orientation: demonstrates ability for achieving results against an internal or external standard of excellence.
• Communication and interaction with impact: Transfers efficiently and effectively information and messages, wields effective tactics for persuasion.
• Client/stakeholder orientation – ensures appropriate service of high standard to internal and/or external customers and develops constructive and sustainable business/ customer relationships.
• Teamwork: effectively cooperates with others aiming at the achievement of team objectives.
• Cultural sensitivity/Diversity: supports and promotes an environment that holds opportunities for all, regardless of race, gender, culture and age.
• Integrity: maintains standards of objectivity, independence and discretion. Behaves ethically and in consistency with institutional core values.
• Accountability: exhibits a strong sense of responsibility for one’s work and resulting consequences.
• Innovation and change: is open to and applies novel ideas and thinking to improve processes, methods, systems or services. Accepts and adapts to changes.
• Critical thinking: clarifies goals, examines assumptions, evaluates evidence, accomplishes actions, and assesses conclusions.

Required knowledge, Skills and Experience 

• First-level University degree in records and information management, archival science, management or business administration with specialization in management.
• Knowledge of information and records management principles.
• Strong knowledge of OpenText Content Server RM modules and Microsoft O365 ecosystem, including Microsoft Purview.
• Excellent working knowledge of Microsoft Office 365 packages, document and records management application (OpenText, Microsoft SharePoint, Purview, etc.), flowcharting software for business process mapping.
• Minimum 5 years of experience in handling documents/information, records, and archives in a highly demanding environment in the field of archiving/records and information management principals.
• Experience with archiving and long-term preservation techniques for digital and physical records.
• Demonstrated experience in designing and delivering security classification projects.
• Experience with vital records filing and management, including off-site storage.
• Strong interpersonal and communication skills, with the ability to train and support staff.
• Proficiency in using records management software and tools.
• Ability to work independently and as part of a team, managing multiple priorities and deadlines.
• Excellent organizational, analytical, and problem-solving skills.

Desirable Knowledge, Skills and Experience

• Professional certification in records management (e.g., CRM, IGP)
• Knowledge of the General Acceptable Records Management (GARP) principles.
• Ability to create file plans and perform records assessments.
• Experience implementing a records and archiving management system in various organizations.
• Experience with creating RSIs, managing a record and archive centre.
• Experience in creating eLearning material for end-users training.

Minimum Requirements for the Position

For a candidate to participate in the competitive selection for this position, s/he must meet at least the following minimum requirements:

Education: First-level University degree or equivalent in records and information management, archival science, management, or business administration with specialization in management.

Experience: Minimum 5 years of experience in handling documents/information, records, archives and information management.

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