Records Management Intern

Location: Harare
Type of contract: Fixed Term Contract
Start Date: November 2024
Immediate Supervisor: Regional Records Management Officer

Objective of the Post

Contributes to the implementation of the mission's records management policy, collection, conservation, processing, communication and enhancement of archives. The position carries out its activity under the guidance of the Records Management Officer, responsible for managing the mission's current, intermediate, and historical documents.

Responsibilities

• Physical and electronic archiving of documents to be kept in the mission (Medical, Logistics, Finance, Operations, Supply, Human Resources departments) of the entire mission
• Digitize vital documents and ensure their integrity, authenticity, and accessibility
• Participation in the collection of archives: awareness of the services producing and distributing archives, evaluation and analysis of archives, preparation, and transfer of documents
• Update scanned documents of parts and documents in validated platforms for current documents to allow access to remote operators for archiving
• To monitor the legal age of the archives under responsibility and to report to management records that have exceeded their legal period required for conservation for any useful purpose
• Support the implementation of the mission's physical and electronic archiving management policy - management of digital archive transfers and disposals, management of physical transfers and disposals
• Ensures compliance with MSF’s archiving policy on all fields, including regular visits for training on archiving processes and to check the proper maintenance of archives at the field level
• Organises and conducts regular training of the employees concerned on management, communication, and archiving tools
• Properly manage records and archives and prevention against theft and or damage

Qualification and Experience

• Degree/Diploma in records/archives management, library & information management
• Essential working experience of 1 year in documents management and online tools
• Competent user of Microsoft Office 365 suite
• Proactive and has organizational skills – able to establish priorities and follow-up plans
• Excellent oral and written English language and any local language