The International Federation of Red Cross and Red Crescent Societies (IFRC or the Federation ) is the world’s largest humanitarian organisation with 192 member National Societies.
As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
The IFRC is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies.
Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement.
The overall aim of the IFRC is to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.
It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies.
The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance;
ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement;
and expanding engagement with partners. The Secretariat’s headquarter is organized in three divisions : (i) Partnerships, including Movement and Membership;
ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows : Americas (Panama City);
Africa (Nairobi); Asia / Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). The Finance and Administration department is part of the Management Division and is responsible for managing the overall budgeting, accounting, treasury, assets, financial reporting and services, building and related services, conferencing services and languages, library and archives as well as insurance management.
Under the supervision of the Manager, Library and Archive Services, the incumbent :
Provides technical and policy advice as well as training to departments in Headquarters and to field offices on the management of the audio-visual records of the Federation;
Delivers audio-visual archiving services including appraising, organizing, cataloguing and digitizing IFRC audio-visual archival records; and
Contributes to the development and implementation of strategies, policies and procedures for managing the audio-visual records of the Federation.
Job Duties and Responsibilities
Responsible for archiving the audio-visual records, delivering quality services in line with archives standards
Manage the arrangement and cataloguing of audio-visual archival records, analysing the original order and usage of the records, and writing catalogue descriptions that will be meaningful to both internal and external researchers.
Electronic audio-visual archives Research, develop and propose strategies for the appraisal and long-term preservation of electronic audio-visual archives (including digital photographs, digital video, digital audio).
Analyse computer systems and client departments’ business processes, and design and implement approaches and techniques for identifying and preserving electronic audio-visual archives, including quality control standards, metadata and cataloguing rules.
Analogue audio-visual archives Research, develop and propose strategies for the appraisal and long-term preservation of analogue audio-visual archives (paper, negative and slide photographs;
films; analogue video and audio tapes).Implement techniques for the preservation of analogue audio-visual archives, including quality control standards, metadata and cataloguing rules.
Arrange with field office managers the timely and efficient transfer of permanent value audio visual records from field offices to the Archives in Geneva.
Develop and support the implementation of policies, procedures and filing system pertaining to audio-visual records in Geneva and field offices.
Analyse client departments’ business processes and audio-visual records.
Design and implement filing classifications and records retention & disposal schedules that are appropriate for the client, meet organisational record-keeping requirements (e.
g. audit, legal, historical) and fit within the Secretariat’s standardised filing system, policies and procedures.
Analyse and appraise client departments’ audio-visual records to identify which records have permanent value and must be transferred from client departments to the International Federation’s Archives.
Periodically review and revise the records management policies, processes, procedures and filing system to meet changing business requirements of client departments and of the International Federation’s Archives.
Research and develop, for approval by stakeholders, new policies, processes and procedures to address new information management requirements of client departments and of the International Federation’s Archives.
When required by the legal status of a field office, coordinate with the regional office and a local lawyer the research and identification of relevant record keeping legislation, rules and regulations of the host country (including intellectual property laws), and adapt the archives and records management policies and procedures (including filing classifications and retention and disposal schedules) to meet local legal requirements.
Contribute to the design and development of computer systems supporting audio-visual record-keeping and archiving functions.
Electronic audio-visual archives Research and design system specifications for the development, implementation and maintenance of systems for managing digital audio-visual records.
Coordinate with the Communications Department and Information Technology Department on the implementation of digital audio-visual records systems in Geneva and field offices, and for the integration of such systems with other Federation computer applications.
Promote the integration of records management policies, records appraisal criteria, records retention schedules, and procedures for the disposal of audio-visual records into existing and future computer applications.
Analogue audio-visual archives Research and design business processes and system specifications for the digitization of analogue audio-visual records.
Manage the digitization of analogue audio-visual records.
Regularly monitor and evaluate existing systems which support the audio-visual record-keeping and archiving functions and incorporate findings into the planning for future upgrades or replacement of such systems.
Provide internal training on, and quality control of, the International Federation’s records management processes, procedures and filing system, including monitoring of adherence and compliance.
Records management Contribute to the design and delivery of training packages to Secretariat staff in Geneva and field offices on how to manage audio-visual records, and how to use electronic document management and electronic records management systems.
Write user manuals for electronic document management and electronic records management systems focusing on the treatment of digitized and born-digital audio-visual materials.
Build relationships with internal and external stakeholders.
Records management Provide advice and technical support to IFRC managers and staff in Geneva and field offices.
Archives Provide archival reference services to Secretariat staff, member National Societies, and the general public (e.
g. professors and university students, journalists, etc.).Provide support to internal and external researchers to concretize research requests and identify archival records of interest.
Direct researchers to the Archives of other organisations (e.g. ICRC, WHO, etc.) which may also hold relevant records.Support the Manager, Library and Archive Services, in promoting and facilitating the use of archival records as sources of knowledge to staff in offices in Headquarters or in the field as well as to those in National Societies.
Supervise an archives intern and coordinate their work (approximately 3 months / year).
Assist with the preparation and running of statutory meetings.
Perform other relevant tasks as required or as assigned by the Manager, Library and Archiver Services, and the Director, Finance and Administration Department.
Advanced university degree in archival science / records management, information management or related field. A first-level university degree in combination with additional training, certification or qualifying experience may be accepted in lieu of an advanced university degree.
Five years of progressively responsible experience in managing archives and audio-visual records, including digital formats.
Experience in developing training tools and delivering training.
Two years’ experience in an international environment in the same functional area directly relevant to the current position.
Experience in managing and preserving audio-visual records.
Knowledge, skills and languages
Knowledge of archival principles, functions, techniques, methods and standards. Familiarity with current trends in archival research.
Knowledge of information management, data administration and electronic document management.
Knowledge of appraisal, disposition, preservation and digitization of audio-visual records.
Ability to work in small teams, and to develop and maintain good working relationships with staff at different levels in the organisation.
Excellent written and verbal communication skills.
Project management skills, especially in relation to digitalization projects.
Problem solving skills.
Fluent spoken and written English.
Good command of French (must be able to read French).
Good command of another IFRC official language (Spanish, Arabic).
Competencies and values
Core Competencies : Communication; Collaboration and Teamwork; Judgement and Decision-making; National Society and Customer Relations;
Creativity and Innovation; Building Trust.
Managerial Competencies : Managing Staff Performance; Managing Staff Development.
Functional Competencies : Strategic Orientation; Building Alliances; Leadership; Empowering Others.