International Bank for Economic Co-operation (IBEC) is looking for a Head of Document Management and Secretariat.
Duties and accountabilities:
Organization and coordination of general document management of the Bank
Coordination of activities of all structural divisions of the Bank in the field of office work
Implementation of timely reception, registration, accounting, storage and distribution of incoming, outgoing and internal correspondence
Providing storage of documents, systematization and search optimization
Organization and maintenance of the Bank’s archive
Analysis of the current document management system of the Bank, identification of the needs of internal customers and optimization of the Bank’s document management processes, reduction of labor intensity
Completion of implementation and maintenance of the new version of the Electronic document management system (EDMS) (based on SharePoint) operational management of this project
Writing regulatory documents and work instructions for using the EDMS
Control of the performance discipline of users in the transition period to a new EDMS and in the future
Advising Bank employees during the transition to a new EDMS and in the future
Provision of methodological assistance to the structural divisions of the Bank in terms of office work
Organization of development and updating of regulations on issues related to the competence of the Department
Organization of control over the execution of orders of the Bank’s Management Board and keeping relevant statistics
Preparation of the necessary reporting on office work and activities of the Bank’s collegial bodies
Implementation of technical support for meetings of the Management Board, Council, meetings of Working groups, meetings, etc. in terms of document flow
Key Skills:
Experience in managing the direction of document flow (experience in banking and financial organizations is an advantage), including experience in managing employees in direct subordination
Knowledge of document management methodologies
Knowledge at the expert level (sufficient for the purposes of customization and implementation) of any EDMS
Experience in project management for the implementation of electronic document management systems, successful experience in the implementation of EDMS
Skills in writing instructions and conducting effective training sessions on the use of the EDMS
Successful experience in project implementation
Knowledge of the basics and methods of project management
Systems thinking, the ability to improve and optimize the existing process, the ability to systematically perform tasks in accordance with the approved process
Systems thinking, the ability to improve and optimize the existing process, the ability to systematically perform tasks in accordance with the approved process
Obligatory knowledge of grammar and stylistics of the Russian language, lexical, grammatical, compositional rules of business correspondence and preparation of management documents; rules for writing terms, symbols, units of measurement, abbreviations
Skills of conducting official and working correspondence in Russian and English
Knowledge of regulatory and methodological documents in the field of office work, electronic document management
Developed business communication skills, competent speech (oral and written)
Personal qualities: attentiveness, efficiency, communication skills, initiative, the ability to communicate with people, stress resistance
Developed managerial competencies: setting goals and objectives, monitoring implementation, motivating and developing the team, delegation skills and making independent managerial decisions, change management
Desire to develop, work hard and solve interesting problems
Selection Criteria:
Higher education (any specialty providing critical thinking competence, or education in the field of documentation, records management / IT)
Project management certification is an advantage
Work experience of at least 5 years in the field of document management, of which at least 2 years in a leadership position
Russian language — level C2
English language — level B1-B2
Competent PC user, knowledge of basic office applications, including Word, Excel, Power Point.
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