Digital Archivist and Knowledge Management Manager

Requisition ID: req48077

Job Title: Digital Archivist and Knowledge Management Manager

Sector: Compliance

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Amman – Al Rabeh, Jordan

Deadline: 04 May 2024

Job Description

The Digital Archivist and Knowledge Management Manager will play a crucial part in supporting the entire IRC Country Office. By ensuring the completeness of all program-related records, compliance with donor regulations, and the efficiency of internal archiving processes, this role will allow IRC teams to focus on clients’ needs and reinforce trusted relationships with our donors. The Digital Archivist and Knowledge Management Manager is responsible for identifying, organizing, storing, and disseminating information within an organization. He/she encourages correct widespread usage of the organization’s knowledge base by collaborative work with the support function and programme focal points.

Responsibilities:

The Archivist will work closely across all functions in the Syria Country Program to ensure key documentation supporting the compliance and eligibility of expenditure for key institutional donors is digitally archived and structured in a manner that is fit for purpose. This will entail:

• Establishment of the knowledge management system for the organization by creating an information sharing/storage process within the organization
• Understanding donor requirements for a variety of expenditure categories.
• Understanding and, where required, adapting the global document scanning policy.
• Understanding and implementing current documentation practices (both physical and digital).
• Scoping out the backlog of documentation that has not yet been digitally archived for relevant projects.
• Where required setting up a digital folder structure for priority projects.
• Physically scanning documentation, storing, and naming all the digital files to allow non experts to understand and navigate the contents.
• Handing over ownership of Digital Archiving to functions in a manner that ensures continuity.
• Working closely with auditors, internal and external, and providing samples and documentation as needed.
• Collection, storage, and overseeing the distribution of organizational information in the online knowledge management system.
• Creating and maintaining a unique database of stored information and files.
• Developing of SOP on Digital Archiving and harmonizing the archiving system with the support and programme functions

Qualifications

• University Degree
• At least 3-4 years of progressively responsible professional experience of digital archiving and knowledge management system
• Experience working in an online knowledge management system (e.g. Box, Dropbox, Google Drive) is essential.
• Previous project management experience ideally in the field of document management and/or knowledge management.
• Experience operating scanning hardware would be ideal.
  

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values, and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development.
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior-level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language:

• English and Arabic are required.

Key Working Relationships:

Position Reports to:Compliance and Risk Management Director

Position directly supervises: Compliance and Risk Management Director

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.