Belgium

Candidate Profile

• MSF Supply experience
• University degree or equivalent professional qualification in supply management
• Experience in training (hands on coaching and giving trainings to various levels of staff)
• Familiar with testing and monitoring system quality
• Experience in ERP system and Db management (an advantage)
• Understanding and experience in guiding change processes (an advantage)
• Attention to details, strong analysis and synthesis
• Good communication skill, flexibility and solution oriented
• Working knowledge of computer tools, especially Excel and Project office
• Good level of English and French, both  written and spoken;

Conditions

• 1 year MIO contract (with possible extension)
• Based in Brussels but mainly carried out (up to 70% of the time) in the field - Full time (100%)
• Field position : salary according to MSF-OCB Field salary scale + “recuperation” leaves
• Starting : February / March 2017

Application (CV + cover letter) to be sent to Recruit-HQ-DG@brussels.msf.org   -

Deadline for applications February 2017 the 3^rd

Context

 

UniField is an Information System project aiming to replace the existing field management tools with a new solution (ERP) that will integrate finance and supply, and be shared by all coordination’s and projects in the field. The MSF Operational Center of Brussels started his deployment phase since January 2015.

As member of the OCB UniField deployment team, the mission of the Unifield Supply MIO is to implement the Supply module of the software in the field, performing mapping analyses, transfer knowledge and support  to the users in the field.

Under the direct supervision of :

• The Unifield deployment manager for all deployment aspect of the project
• The Unifield Supply technical referent for all technical aspect of the project

Job Profile

 

The MIO Unifield Supply will be required to perform the following main activities:

• Mapping  analyze at HQ and field to prepare the deployment phase
• Software Supply configuration and Db migration / management
• Design training materials
• Training and coaching for  users in the missions
• Support the users for change management and new work organization
• Provide onsite regular reports, with extensive feedback & recommendations to the Unifield Supply Deployment officer and the UniField Supply Unit Support
• Ensure good coordination with the Finance team with an integrated approach for deployment
• Enforce & monitor the implementation in the field of all conditions required to deploy properly the Supply module and ensure a smooth transition from the existing software to UniField
• Capitalize all deployment related documentation for the project
• Develop the basic competences of the finance module

 

CANDIDATE PROFILE

• Academic degree in Archives and Records Management or Information and Communication Sciences & Technologies.
• Proven experiences in archives and records management.
• Proven knowledge in archives and records management including: archiving tools, conservation policies, data protection policies, digitization, database management, information retrieval, etc.
• Field experience with MSF and/or other INGO is an asset
• Proven experience in remote community management including written and oral communications skills are an asset
• Organized and methodical. Project and Change management experience is an asset
• Proven pedagogical skills are an asset
• Knowing how to work as a team but also autonomously.
• Willingness to work in field conditions
• Bilingual French and English

CONDITIONS

• Field Contract fixed term 1 year – Full time position - based in Brussels but with frequent field visits (70%)
• Salary according to MSF-OCB Field salary scale
• Starting : immediate

CV + cover letter to be sent before 23/01/2017 to MSF, Caroline Maes, Rue de L’Arbre Bénit 46 – 1050 Ixelles or to caroline.maes@brussels.msf.org, stating ARCHIVES MIO position in the title

CONTEXT

Within the framework of the MSF OCB Knowledge Management project and following needs assessment survey among field staff (October 2016), OCB is opening the position of MIO Archives. S/he contributes to the management (production, filing, searching for, sharing, protection and preservation) of both paper and electronic records produced by all departments of MSF Operational Center of Brussels, with a particular focus on the field. Together with the Documentalist in Brussels, s/he acts as a subject matter expert, proactively sharing their knowledge through mentoring, training and production of reference documents. S/he leads the Community of Practice of Field Archivists (some missions have full time positions, others part time, others none).

Her/His status of Mobile Implementation Officer implies a high level field mobility and flexibility.

Hierarchical responsible: HQ Documentalist Medical Department, with functional collaboration across all departments

JOB PROFILE

 

Support the document life cycle (production, filing, searching for, sharing, protection and preservation) both paper and electronic records

• Advise on document production formatting, naming and filing
• Support the Documentalist in answering punctual records retrieving requests for documents housed in Brussels archives
• Support audits and evaluation processes (e.g. ECHO audit)
• Support Ad Hoc requests for filing exceptional projects/initiatives (e.g. Ebola task force)
• Support the Bookshop Manager in updating the ‘field operational library’ (‘Bibop’) in each field project.
• Offer analysis and advice on access rights and the respect of confidentiality.
• Support the facilities and ICT units regarding the implementation of optimal conditions of preservation of both paper and electronic records at both field and HQ level.
• Advise on compliance with relevant legislation and regulations

Lead the review and implementation of OCB archiving policies

• Review and implement archiving guidelines in field missions and headquarters.
• Review and implement retention schedule annex (duration to keep documents)
• Create and implement a long-term preservation policy.
• Create and implement reference documents such as: good practices, communication material, training material, etc.
• Conceive, develop, pilot and deploy a ‘Field Archive Opening and Closure Kit’

Support field project/mission’s closures (approx. 2/3 per year)

• Support field staff in the repatriation of paper archives from field to headquarters.
• Support on-site the destruction of papers archives according to the retention schedule.
• Receive, centralize, organize and store paper and electronic archives in Brussels with support of Facilities and ICT units

Re-launch, animate and moderate the Community of Practice of OCB Field Archivists

• Act as a technical referent, supporting field archives’ referents in their document management practices and centralizing archiving issues and initiatives.
• Train and mentor archives’ referents on field missions striving for maximum autonomy within a given framework

Subject Matter Expert

• Pro-actively play a focal point position around archives and document management issues and initiatives at Field and HQ level.
• Provide her/his expertise to decision makers and key stakeholders, including various working groups such as the Knowledge Information Team.
• Advise on complex legal and regulatory issues often including data sharing and document confidentiality.
• Promote awareness on document protection and good practices.
• Support a cultural change towards archives and records management awareness in close collaboration with the Knowledge & Change Manager.
• Support headquarters’ projects involving archives and records management.

§  Formation de niveau universitaire dans les domaines de gestion RH, expérience confirmée de minimum 5 ans dans une fonction à responsabilités similaires.

§  Connaissances en droit du travail et en législation sociale 

 

En tant que responsable des RH vous serez amené à

 

§  Développer et entretenir une politique de gestion des ressources humaines dynamique et motivante en adéquation avec les besoins et les moyens de l’association.

§  Concevoir des outils, des systèmes, des processus et veiller à leur amélioration permanente dans toutes les matières qui relèvent de vos compétences.

§  Encadrer et former les collaborateurs du siège dans toutes les matières qui relèvent de vos compétences.

§  Pour ces matières, représenter l’association auprès des fédérations sectorielles et patronales (groupes de travail Acodev, Feong, etc.)

§  Appuyer, conseiller, former les responsables en matière de management

• une adhésion idéologique au projet politique d’Oxfam-Magasins du monde, • une expérience probante de plusieurs années en gestion d’équipe et dynamique de groupes de jeunes, voire d’adultes, est indispensable • une capacité à mobiliser autour d’un projet et à en évaluer l’impact, • une capacité à percevoir les enjeux et la systémique de l’organisation, • un sens de l’écoute et de la communication, un intérêt pour le développement humain, • un esprit d’initiative et de pro activité, • un intérêt à travailler avec professionnalisme au service d’un mouvement de bénévoles, • une bonne connaissance du réseau associatif,

Le but de la fonction est • d’assurer la responsabilité du service « mobilisation jeunes », composé de 4 animateurs-formateurs dont la mission est d’appuyer les jeunes des Magasins du monde ou du groupe Oxfam-en-Action dans leur mise en projet autour d’actions d’éducation au développement, • de mettre en œuvre une politique d’éducation au développement auprès du public jeune, et plus particulièrement à travers les projets « JM-Oxfam » et « Oxfam-en-Action ». Voir offre détaillée sur www.omdm.be/jobs Candidatures à envoyer sur recrutement@mdmoxfam.be Entrée en fonction souhaitée au 1er février 2017