Record Management Officer

Médecins Sans Frontières (MSF) is an International Humanitarian Organization providing medical aid to populations in distress, victims of natural and man-made disasters, and victims of armed conflict, regardless of race, religion and political beliefs. For more information, visit our Arabic website, www.msf-me.org Médecins Sans Frontières France is looking for Yemeni nationals to recruit for the following position: RECORD MANAGEMENT OFFICER Location: Sana’a Coordination. Contract type: one year with the possibility of renewal Reports to (Hierarchical): HoM or deputy HoM Reports to (Functional): Mobile Implementation Officer Record Management Main Purpose: As part of their work as a medical humanitarian organization, MSF staff constantly produce and use documents and records. These are important assets for the organization: they guide MSF’s work, provide evidence that activities have been performed or results have been achieved, codify knowledge and best practices, and often have historical or legal importance. We understand ‘document’ as any source of information, on paper, digital, or other material form, that we can use for reference, study, or as an authority. ‘Records’ can be understood as information created, received, and maintained as evidence and as an asset by an organization or person, in the transaction of operations or in pursuit of legal obligations. We understand ‘Document and Record management’ as the management field responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of documents and records. The Record Management Officer is responsible for; the processes of management, retention and disposition of paper and electronic documents and records received or generated by the project/coordination; maintaining their confidentiality (if appropriate), integrity, reliability and traceability; facilitating their retrieval for staff who ask; explaining procedures to their teammates; promoting responsible management that preserves the right of patients, communities, employees, partners and donors to privacy. They do this by applying MSF guidance and protocol to their context. Accountabilities For each activity, in each location, identify and maintain a list of master documents and records: information necessary to ensure ongoing operations (the loss of which could impact MSF operations or people) or helpful for a clear understanding of MSF activities and decisions, identifying an ‘owner’ per document/record Aligning with the Personal Data Protection Regulations, implement relevant MSF policy and guidelines to store and archive documents and records in a secure, hermetically sealed physical or digital repository, hold regular audits and clean-up days; Ensure easy access, through agreement with document and record owners and according to needs, by establishing physical or digital access rights and/or publication (on local noticeboard, server, Intranet, etc.) Develop and implement practical and realistic processes for document and record back-up (safeguarding), evacuation, hibernation, or destruction in case of emergencies (risk assessment and contingency planning), and report on their implementation Assess and report on document and record management maturity Build and implement creative tactics/strategies to improve the quality of record management per location, applying MSF policy and best practice, working with ICT to organize local servers and with legal advisors to adapt MSF Record Retention Schedule to local law (compliance); pro-actively, not re-actively Systematically brief new staff and regularly remind existing staff on processes, security measures, data protection, and their role in document and record management. Debrief all outgoing staff, facilitating curation and transfer of document and record ownership before departure. MSF Section/Context-Specific Accountabilities First phase and priorities for the role: Implement and coordinate the action plan defined during the archive assessment conducted in November 2025. Implement corrective measures to identify and secure confidential and sensitive archives. Introduce measures to improve storage spaces in line with recommendations and spatial standards (including vector control, ventilation, temperature monitoring, cleaning, and access control). Establish specific procedures identified during the assessment to improve the workflow of active files and archives. Coordinate with departments to sort out their archives by type, and date. Re-box all records into standard archive boxes and apply the MSF OCP standard labeling system. Create and maintain an up-to-date digital inventory on SharePoint for every newly archived box. Coordinate the elimination and disposal of archives, inactive records, and non-essential documents by liaising with the logistics team to organize destruction campaigns for identified records. Provide a weekly written report on activities, progress, and identified challenges/needs to both functional and hierarchical managers Second phase and overall responsibilities: Be the focal point for the mission for all questions related to digital and physical record management policies and guidelines. Be familiar with the SoP on archiving and shipping highly sensitive records and support the different teams in implementing the process. Maintenance of the existing archiving system [document flow, inventories, destruction campaigns, searches] Travel to the different projects according to operational needs to support the teams Facilitate the different requests from all departments related to finding and storing specific archives/records/files Establish a sustainable and systematic briefing system with Coordinators and Managers. Raise awareness through training/briefing sessions on the importance of archiving, data protection, and respecting and implementing the current guidelines and best practices Conduct regular audits of SharePoint usage across departments to identify training needs and define corrective actions, ensuring stronger compliance with the records management policy. In collaboration with the IKM team at HQ, establish digital archiving procedures within the mission’s SharePoint workplaces. Ensure consistent reporting of activities (sitreps, inventories, emails, visit reports) to document and capitalize on actions undertaken, while formulating clear and timely requests for support. The employee may be required to perform additional tasks and assume other responsibilities as needed to support the mission or project. QUALIFICATIONS AND SKILL REQUIREMENTS: Education If possible in the local context, a diploma in records, library, information management or secretarial, office management, administration, finance, data collection, encoding Experience 2-3 years of experience in document and record management and/or data encoding Desirable: previous experience with MSF/NGOs Desirable: previous experience and/or knowledge of medical records Languages Essential: Proficiency minimum B2 in English Essential: Native or near native proficiency in at least one of the local languages of the country of employment. Desirable: Other languages Knowledge Good knowledge of document and archival management tools (inventories, indexes, Content Management Systems, etc.) Proficient user of MS Office 365 (e.g., SharePoint, OneDrive, Teams) Competencies Results and quality orientation Service orientation Planning and organization Capacity to negotiate Teamwork and cooperation