Information Management Advisor (HQ – 100%)

The ICT Department at MSF-Netherlands is in a transition phase, and this includes an exciting phase of setting up a new Information Management (IM) Department.

The vision for this IM department is to support and strengthen the use of effective information governance by providing resources, systems and tools to facilitate our core processes and operations. The new team structure will include a new Information Advisor role to support our Head Office functions and a new Field Information Advisor role with a field-specific focus. All advisor roles (HQ and Field) will collaborate closely to provide support, training, and implement Information Management effectively.

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 Advisors 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:

• Conduct an IM maturity study; document findings and IM system recommendations.
• Prepare the project plan and approach to implementing the agreed IM system.
• Manage and coordinate IM implementation activities as detailed within the agreed project plan.
• Assist and advise on responsibilities in managing the OCA records lifecycle for both electronics and physical records.
• Maintain lessons learned log, collate feedback on how to improve OCA Information Management systems, tools and ways of working, and share this feedback with the IM team
• Coordinate the development and rollout of a departmental specific Information and Data Management plan.
• Implement relevant IM controls and reporting mechanisms, as required, and support the update of the IM asset register.

To raise awareness of IM our missions and projects and to embed the OCA Management Learning programme, you will:

• Embed the OCA IM Learning programme and related tools.
• Deliver specific IM training and awareness training, e.g., Senior Management or “Train the trainer.”
• Deliver advanced SharePoint training or webinars to local and international staff, as necessary.
• Provide guidance and support to key IM focal points and the general users to embed/align the OCA IM.

Candidate Profile

You are an information management professional with experience within MSF or a similar International Organization/NGO. Medical Humanitarian professional experience is a distinctive plus. In addition, you have:

Requirement:

• A minimum of 3 year’s demonstrable experience working in Information and Record Management, Library Sciences, Document Management
• Good working knowledge, as a user, of Office 365 sharing and collaborating tools: specifically, SharePoint Online/Microsoft Teams, previous experience as a SharePoint Site administrator is highly desirable
• Information architecture: organising and labelling on Office 365 to support usability and findability and focused on bringing principles of design and architecture to the digital landscape
• Fluency in English, both verbal and written. French, Spanish or Arabic are an added value
• Good presentation and training skills to deliver online training and webinars
• Ability to travel to the Field when required

Desirable:

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

We offer

A challenging position within a stimulating, professional working environment in a major international organisation.

A contract for one year with a renewal option (based on a full-time appointment (40 hours/week).

Should you be based in Amsterdam, a Dutch contract, a gross monthly salary in scale 6 with a current salary range between 3188-4312 Euro gross per month depending on relevant work experience, based on a full-time appointment.

Other benefits include 30 holidays and a premium-free pension.

We may consider some flexibility for other locations where MSF has a presence (subject to terms and conditions) with regular travel to Amsterdam HQ. Preferably from one of the global MSF locations and with the ability to adapt to the CET time zone and the flexibility to visit HQ in Amsterdam on a regular basis. The local contract and salary grid will then apply and the local MSF office hybrid working policy will apply.