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Raison d’être
Information & Knowledge Management (IKM) has been integrated in the OCB 2020-2023 Strategic Orientations as a key axis to work on. As a result of a consultative process, an OCB IKM strategy has been validated at the General Director level in October 2021 to reflect the IKM priorities (gathered from a consultative process), through a roadmap.
Because of its key role in undertaking a strong Information and Knowledge Management culture, the Human Resources Department has included IKM initiatives and projects as part of their strategic goals in order to improve related practices, as much as to build greater transversality.
The projects and initiatives in the HR department belonging to the information and knowledge management sphere are several, such as: Knowledge base, Record management, Taxonomy, Community of practice, Editing, Induction/onboarding and Learning, and the new intranet. Moreover, all these projects are linked or collaborate with other departments and initiatives inside MSF (Learning & Development, ICT, OCB Intranet, Data and record management, etc.).
In parallel, OCB had recently validated a Record Management, Retention and Disposition Policy to address storage and maintenance, use, archiving and final disposition of records in the custody of MSF OCB.
Mission
The mission of the HR Information & Knowledge Management Officer is therefore to safeguard and boost the implementation of both the OCB IKM strategy and the Record Management Policy, as well as to implement the activities linked to IKM that are part of the HR strategic objectives for 2020-2023.
Nature of function
The HR Information & Knowledge Management Officer will:
- Act as project manager to implement the HR IKM initiatives
- Manage autonomously and in collaboration with key stockholders, specific IKM projects as defined in the HR strategic objectives.
- Analyze needs and requirements, plan, execute and monitor projects respecting the HR Project management process
- Supports HR headquarters’ projects involving IKM that are being managed by other staff
- Review and develop OCB HR policies and guidelines on Info, records and knowledge management.
- Lead the strategy for implementing policies and guidelines related to information, records, retention and disposition management at HQ-level and, in a second moment, to link with the Operations IKM to see how this can be implemented at field level and with the OCB Partner Sections
- Act as subject matter expert to get a more efficient use and dissemination of the information across the whole HR Department (field- and HQ teams):
- Focal point on HR IKM systems, tools and initiatives at Field and HQ level.
- Provide her/his expertise to decision makers and key stakeholders, including various working groups such as the OCB IKM.
- Support a cultural change towards IKM awareness in close collaboration with other IKM colleagues Ensure that HR Information and records are well located, rapidly and fully accessible, and available for future audit, discovery and capitalization
- Ensure that only information and records that are necessary are retained, and not longer than required by reviewing and aligning retention schedules
- Define special protective measures to be put in place regarding vital and sensitive information
- HR projects portfolio follow-up: overview of the HR projects portfolio and regular reporting to the HR Committee.
- Ensure the Knowledge Management pillar to promote a horizontal and capitalization culture is being boosted as per priority.
- Guaranty a sustainable system to support/train any user of the HR IKM initiatives/tools is put in place.
The HR Information and Knowledge Management Officer is a member of the OCB IKM Steering Committee, and the GDPR circle and has collaborative interaction with the Learning & Development Unit, the ICT department, and of course the HQ- and field users at HR department.
S/he is under the management of the People Development Hub Coordinator.
RESPONSIBILITIES
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Managing IKM projects within the HR department
Manage autonomously and in collaboration with key stakeholders, specific IKM projects, mainly:
- Briefing-Debriefing content and processes with the support of the Support Management OPS
- Promote actively the HR Community of practice (CoP) and champion field-driven initiatives.
- As Community Manager
- is a member of the transversal Working Group on Communities of Practice.
- communicates about the goal of the community, keeps people on-board, creates a dynamic atmosphere, and motivates members.
- regularly checks for improvements by listening to the end-users
- analyzes statistics concerning the use and health of the platform
- gathers within a working group to share good practices as well as the future evolutions
- Is ambassador of Sherlog within the HR department
- connects with the HR Learning Officer to ensure the HR CoP is linked to the learning offer (i.e social learning in 70-20-10).
- Other IKM projects that may come up
- For projects not managed directly by the IKM Officer, support to the project manager and guaranteeing the coherence and approach in terms of IKM
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Integration/rationalization of already existing HR IKM initiatives in New Intranet
With the idea to provide a single access point to the several platforms, tools, sites and spaces relevant for the HR, s/he should:
- Ensure the HR Knowledge base, OOPS, HRnet/WeDoo, EoM, Tembo and other sites/tools are being integrated as much as possible in the new intranet
- Ensure the link between the HR knowledge base on Sherlog and the Me&MSF on SharePoint/New intranet
- Onboarding of HR staff on new intranet and other HR IKM initiatives
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Restructuring of Information Management for the HR department in HQ and active support for OCB
S/he acts as Program Manager to conceive, develop, initiate, communicate and train relevant stakeholders on the restructuration of the Information Management for the HR department in HQ. Main tasks include:
- Definition of the implementation, monitoring and maintenance roles and responsibilities (including of her/his role)
- Definition of standards and processes (workspace/intranet templates and layouts, standard libraries, folder structures for local drives, taxonomies, metadata and content-types, document inventories, retention tables, access permissions, naming conventions etc.)
- Definition of the cleaning, archiving and migration processes from the current I:\ drive to the new system
- Definition of the maintenance and monitoring procedures
- Creation of HR teams or other space where HR (not only for field) can interact
- Definition of the communication plan with main stakeholders as well as a learning plan
- Integration of these aspects into the Induction and Onboarding of HR staff
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Boost Knowledge Management by promoting a horizontal and capitalization culture
- Grow the capitalization culture by encouraging and providing means (time and methodologies) for teams to take the time to reflect on their action to extract lessons learned and feed institutional memory. Champion these exercises
- Support the HR Committee in the overview of the main initiatives/projects of the department, and promote transversely and sharing of information on these projects within the department and even beyond as needed
- Contribute to the development of a strategy around internal communication
- Adapt knowledge sharing spaces (global, regional, national)
- Diversify formats of explicit knowledge
- Participation to the Contact Editorial Committee
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OTHERS
- Support in the organization of HR events such as the HR Bilan and Objectives or HR days
- Active participation to IKM Steering Committee and other Steering Committees as needed
- Active participation to HR and team meetings
- Liaise with other key stakeholders such as ICT, LnD, Tembo etc…
CONDITIONS
- Expected starting date: As soon as possible
- Contract type: CDI, full-time (100%)
- Location: based in Brussels (Ixelles)
- Salary according to MSF-OCB HQ grid – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
- Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
- Adhere to the MSF Behavioral Commitments
Deadline for applications: 10/02/2022
How to apply?
Please, send your CV and cover letter to Recruit-HQ-HR@brussels.msf.org until 10/02/2022 and mention “HR IKM Officer” in the subject of your email.
Only shortlisted candidates will be contacted.
MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
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