Information Management Advisor Amsterdam • Artsen zonder Grenzen

Vacatureomschrijving

A Day in the Life of an Information Management Advisor
Your day may start by catching up on emails and checking in with your direct ICT Team peers. After analysing the results of the Information Management (IM) and SharePoint user survey, you will meet with the HR departments to discuss your findings. You'll guide the entire process and assist in scoping their exact IM requirements.

You'll support your direct peers in reviewing or drafting related procedures or quick reference guides. You will meet with the Data Protection Officer to ensure alignment in the retention policy for managing the records lifecycle for both electronic and physical records.

Some days you will work with the SharePoint & MS Teams Specialist to discuss ways to improve reporting metrics, data quality, information, and security. On other days, you'll analyse Excel exports of current SharePoint libraries to determine the best-fit approaches for data storage in line with the retention policy.

As the custodian of key organisation templates, you will manage the updates and work with support departments in their use to ensure consistency in standardisation. In this multi-faceted role, you will also deliver SharePoint Point training sessions or webinars for new and existing employees.

This is a varied role where you will be the focal point for all Information and Records Management for your designated departments, helping users to make the most out of them, so every day is different!

Position within the organisation
As Information Management is being professionalised across MSF Operating Centre Amsterdam (OCA), our IT department is looking for an Information Management Advisor who will work closely with our HQ departments and their field counterpart to implement Information Management. Occasional field visits may be required. This role will report to the HQ Information Management Lead.

Objectives of the position
As an Information Management Advisor (HQ), you will be implementing Information Management (IM) policies, tools, training and controls into our normal daily operations to ensure continuous improvement and maturity of our missions' information capability. This means that you will work closely with various stakeholders across our organisation: Head of Departments, Advisors, Information and Privacy Champions to develop improvement plans, embed an IM system and select and train staff. You will participate in regular meetings with your direct IM counterparts in the Field, and Data Protection Officers, Information Solutions Analyst, Information Security experts. Your aim will be to coordinate optimal approaches and further provide support, advice and training to referents or local IM focal points.

Main responsibilities
As an Information Management Advisor, you will be responsible for the following:

1. Conducting an IM maturity study, documenting findings, and providing IM system recommendations.
2. Creating a project plan and approach for implementing the agreed IM system.
3. Managing and coordinating the activities related to IM implementation as outlined in the project plan.
4. Assisting and advising on the management of the OCA records lifecycle for electronic and physical records.
5. Maintaining a lessons learned log, gathering feedback to enhance OCA Information Management systems, tools, and workflows, and sharing this feedback with the IM team.
6. Coordinating the development and implementation of a department-specific Information and Data Management plan.
7. Implementing relevant IM controls and reporting mechanisms as required and supporting the update of the IM asset register.

To raise awareness of IM missions and projects and to integrate the OCA Management Learning programme, your responsibilities will also include:

1. Embedding the OCA IM Learning programme and associated tools.
2. Delivering targeted IM training and awareness sessions, such as Senior Management or "Train the trainer" programs.
3. Conducting advanced SharePoint training or webinars for local and international staff as needed.
4. Providing guidance and support to key IM focal points and general users to ensure the successful adoption of OCA IM practices

Functie-eisen

Requirement:

• Minimum of 3 years' demonstrable experience in Information and Record Management, Library Sciences, or Document Management.
• Proficiency in using Office 365 collaboration and sharing tools, specifically SharePoint Online/Microsoft Teams. Previous experience as a SharePoint Site administrator is highly desirable.
• Knowledge of information architecture principles, including organizing and labeling on Office 365 to enhance usability and findability in the digital landscape.
• Fluency in English, both verbal and written. Proficiency in French, Spanish, or Arabic is considered an added value.
• Strong presentation and training skills to deliver online training and webinars.
• Willingness and ability to travel to the field when required.

Desirable:

• Familiarity with digital archiving and asset management solutions.
• Awareness and understanding of ISO15489, ISO27001, and DOD5015.02 standards is considered a bonus.

Salaris

€ 3.326 - € 4.498 p/m
depending on relevant work experience, based on a full-time appointment.