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The Asian Infrastructure Investment Bank (AIIB) was created to help foster social and economic development, create wealth and improve infrastructure connectivity in Asia by investing in sustainable infrastructure and other productive sectors. As a new addition to the global multilateral development bank (MDB) family, AIIB works closely with other multilateral and bilateral institutions as well as the private sector to improve infrastructure by promoting regional cooperation and partnerships. AIIB has 102 members, including 26 prospective members, with authorized capital of USD100 billion of which USD20 billion is paid in. AIIB is a triple A rated institution.
AIIB is looking for a Records and Archives Analyst/Associate to work under the Records and Information Management (RIM) Unit; a service team within the Facilities and Administration Services (FAS) Department at AIIB. This role performs a wide range of routine and support work of RIM to ensure that AIIB staff receive essential services, advice and guidance required for them to be compliant with RIM's internal legal framework and best practices.
Records and Information Services:
Work with the RIM Unit to support the Information Architecture (IA) efforts aimed at enhancing the records-keeping abilities of the business units of AIIB.
Classify, file, index and verify contents and records in the electronic system(s), including Records365, the central repository ordigital archives.
Scan documents, photographs, and other images as required.
Support the annual records disposition process.
Conduct searches for information as requested.
Provide daily support for the Information Security (InfoSecu) activities.
Help accession incoming historical records to the archival collection.
Ensure that all database records are updated with timely and accurate information.
Provide archival reference assistance services by conducting information research requiring historical documents.
Summarize information and communicate results to clients in a clear and concise manner.
Receive and respond to requests for archived materials.
Assist in the overall preservation of the archival collection.
Help ensure the security of the archives facilities and the integrity of the collection.
General RIM Duties:
Play a support role in the execution of the RIM program by providing a full range of administrative and secretarial services including but not limited to opening, closing and daily maintenance of the records and archival facilities of the Bank.
Organize andadminister various RIM training, outreach initiatives and events.
Compile information and statistics for regular reports and update the RIM intranet.
Provide occasional backup support for the AIIB Library services and related activities.
Perform other duties as assigned by the RIM Unit Head and FAS Director General.
University qualification in library and information management and/or linguistics or related discipline.
3-5 years of relevant experience in records, archives and information management.
Demonstrated knowledge of information classification systems, and records management and archival conventions and standards, and related policies and procedures.
Fluency in oral and written English is required. Able to communicate clearly and effectively.
Familiarity with Documents, Records or Information Management System and software including the Microsoft Office365 Suite (e.g. Excel, Word, Outlook, PowerPoint, etc.) and SharePoint
Demonstrated ability to access and use digital databases and online services, including uploading contents in digital repositories.
Advanced knowledge of SharePoint and Records365 is an advantage.
Demonstrated ability to conduct searches on a variety of information systems to help users access materials.
Proven ability to manage day-to-day activities and small projects, and meet deadlines. Able to identify client's needs and provide appropriate solutions.
Organized, efficient, detail-oriented, can work independently and prioritize tasks.
Works effectively with individuals and with teams.