Asian Infrastructure Investment Bank (AIIB)

Privacy and Information Associate

Asian Infrastructure Investment Bank (AIIB)

Job Description

Ref. Number:  22032 Department: Facilities and Administration Services Department Job Type: Global Recruitment Posting Date:  11 January 2022 Closing Date:  14 February 2022 Privacy and Information Analyst / Associate The Asian Infrastructure Investment Bank (AIIB) is a multilateral development bank whose mission is financing the Infrastructure for Tomorrow—infrastructure with sustainability at its core. We began operations in Beijing in January 2016 and have since grown to 105 approved members worldwide. We are capitalized up to USD100 billion and Triple-A-rated by the major international credit rating agencies. Working with partners, AIIB meets clients’ needs by unlocking new capital and investing in infrastructure that is green, technology-enabled and promotes regional connectivity.

The Privacy and Information Analyst / Associate works under the Records and Information Management (RIM) Unit of the Facilities and Administration Service (FAS) Department and reports to the Head of RIM Unit. The Analyst/Associate will perform a wide range of routine and technical work to support the implementation of AIIB's Policy on Personal Data Privacy (PPDP). In addition, the candidate will support AIIB staff get the information resources they need to complete their work as well as the records Management Services and advice needed for them to be compliant with RIM's internal legal framework and best practices.

Responsibilities: Personal Data Privacy 
  • Support the implementation of AIIB’s privacy policy, program and procedures, and documentation for the processing of personal data in Coordination with appropriate business units, staff and consultants of the Bank.
  • Help ensure that AIIB maintains the appropriate privacy and confidentiality consent procedures, authorized forms, and information notices.
  • Work with procurement, vendor management and the Legal Department to ensure that third-party suppliers’ contracts and operating-level agreements meet PPDP requirements.
  • Support the implementation and maintenance of an internal reporting mechanism for intended personal Data Processing activities, for compliance by business units and process owners.
  • Support, in close collaboration with business stakeholders, the conduct of privacy Impact Assessment processes, including continuous reviews and updates.
  • Help conduct regular privacy policy compliance assessments to ensure compliance with AIIB’s PPDP.
  • Maintain records of processing activities to ensure business processes that handle personal data are properly documented.
  • Support the creation and ongoing maintenance of a catalogue of all personal data stored and processing activities, including documentation to justify collecting each set and use.
  • Coordinate the Bank’s Data Loss Prevention (DLP) related initiatives and projects.
  • Act as the office-keeper of the Data Privacy Office’s (DPO) day-to-day operations and annual work program.
  • Perform other privacy program-related duties as assigned by the Unit Head of RIM and Data Privacy Office.
Information Resources Management
  • Support and train staff in processing new electronic information resources and database subscriptions according to established procedures.
  • Prepare reports on the acquisition records (e.g., payments for vendors, feedback to vendors on services received, etc.)
  • Provide assistance to Library users, including providing staff assistance in accessing resources, cataloguing and delivering information resources within the Bank and dissemination of new library and information products.
  • Assist handling circulation, reference, cataloguing and the delivery of information resources within the Bank.
  • Assist with creation, maintenance and dissemination of alerts of new library and information products.
  • Classify, file, index and verify contents and records in the electronic system(s), including the records repository or digital archives.
  • Assist in the overall preservation of the archival collection and support the annual records disposition process.
  • Organize RIM and library training and outreach events.
  • Compile information and statistics for reports and update the RIM and library intranet.
  • Perform other related duties as assigned by the Unit Head.
Requirements:
  • Bachelor's degree in information management, library science, linguistics or related discipline.
  • 3 to 5 years of relevant privacy and information management-related work experience.
  • Thorough understanding and knowledge about personal data privacy requirements as acquired through practical job experience in a similar role.
  • Familiarity with library and records classification system, cataloguing standards and related policies and procedures.
  • Excellent written and oral English communication skills.
  • Familiarity with the use of the Integrated Library System and software including the Microsoft Office365 Suite (e.g. Excel, Word, Outlook, PowerPoint, etc.) and SharePoint.
  • Familiarity with the use of digital databases and online services, including uploading databases to digital repositories.
  • Knowledge of archival conventions and records management standards is an asset.
  • Knowledge of/ability to search a variety of information databases.
  • Ability to work independently and collaboratively, manage day-to-day projects and meet deadlines.
  • Excellent customer service, maintaining effective working relationships with all internal and external contacts.
AIIB is committed to diversity, transparency and inclusion. We believe our strength comes from having a team with the right diverse skills, experiences and abilities selected through a merit-based competitive process. We actively encourage applications from people from both within and outside AIIB members, regardless of nationality, religion, gender, race, disability or sexual orientation.

Previous experience and qualifications will determine the grade and job title at which successful applicants will enter AIIB.

Join us and help create a prosperous and sustainable Asia while growing your career in a diverse and innovative environment.

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