Records Management Specialist

Job Posting Organization:
The IDB Group is a community dedicated to improving lives in Latin America and the Caribbean. Established to foster development and economic growth, the organization comprises a diverse team of passionate individuals who work collaboratively in an inclusive and agile environment. The IDB Group operates in 48 member countries, focusing on various sectors to enhance the quality of life for people in the region. With a commitment to innovation and excellence, the IDB Group strives to create impactful solutions that address the challenges faced by its member countries.

Job Overview:
The Records Management Specialist position is a dynamic and innovative role within the IDB Group, aimed at modernizing and executing the Records Management (RM) program. The specialist will be part of the Records Management Group, which is situated within the Budget and Administrative Services Department of the Vice Presidency for Finance and Administration. This group is responsible for overseeing the governance framework of RM, managing both digital and physical records, and providing RM support and training to various business units. The specialist will also coordinate RM functions across the IDB Group's 26 country offices and additional offices in Europe and Asia, ensuring the preservation and enrichment of the institution's memory. The role requires a proactive approach to lead enhancements in RM processes, aligning them with client needs and management expectations, while also managing initiatives that contribute to the institutional memory of the IDB Group.

Duties and Responsibilities:
The Records Management Specialist will have a comprehensive set of responsibilities, including leading RM process enhancements across business units, coordinating projects to strengthen RM solutions, and managing initiatives that preserve the institutional memory of the IDB Group. The specialist will design and maintain digital records information architectures, ensuring alignment with retention plans and governance documents. Monitoring and evaluating RM performance will be crucial, as will implementing corrective actions in collaboration with business units. The role also involves developing and updating RM governance documents, policies, guidelines, and training materials, while identifying improvements based on market trends. Providing RM support and training to IDB Group personnel and leading change management efforts to increase adoption of RM practices are essential duties. Additionally, the specialist will appraise unclassified records or those eligible for destruction in accordance with applicable policies and procedures.

Required Qualifications:
Candidates must possess a Master’s degree in information management, records management, archives management, or related disciplines relevant to the role. They should have between 4 to 10 years of progressive professional experience in Records or Information Management, preferably within an international organization or multicultural environment. Advanced knowledge and practical experience in modern information, records, and archives management concepts, particularly focusing on digital records and multimedia records, are essential. Experience in project management, change management, business analysis, and process optimization related to RM is required, along with the ability to coordinate teams and supervise junior colleagues. Candidates should also have experience delivering RM training and user support, as well as proficiency in Microsoft 365, including SharePoint, artificial intelligence, and data analytics solutions. Excellent writing skills and experience in preparing and delivering communications and presentations are mandatory.

Educational Background:
The educational background required for this position includes a Master’s degree in information management, records management, archives management, or other relevant fields that align with the responsibilities of the role. This advanced education is crucial for understanding the complexities of records management and ensuring effective governance and compliance within the IDB Group.

Experience:
The ideal candidate should have between 4 and 10 years of progressive professional experience in Records or Information Management. This experience should preferably be within an international organization or a multicultural environment, allowing the candidate to navigate diverse workplace dynamics and understand the global context of records management. The candidate should also have a solid track record in project management, change management, and process optimization related to RM, demonstrating their ability to lead initiatives and coordinate teams effectively.

Languages:
Proficiency in English, both spoken and written, is required for this position. Additionally, knowledge of Spanish is preferable, as it enhances communication within the diverse linguistic landscape of the IDB Group and its member countries.

Additional Notes:
The position offers an international staff contract for an initial duration of 36 months, which is renewable upon mutual agreement. The IDB Group provides a competitive compensation package, including an annual base salary on a net-of-tax basis, along with 24 days of paid time off, 8 personal days, sick leave, and gender-neutral parental leave. Health insurance is provided for employees and eligible dependents, covering medical, dental, vision, preventive care, and prescription drugs. The organization also offers a defined benefit pension plan for financial security" style="border-bottom: 1px dotted #007bff !important;">security. Relocation assistance and visa application support may be available for the candidate and their eligible dependents. The position is primarily on-site, with occasional flexibility for teleworking. Additional benefits include access to health services, professional development tools, and various office amenities.