I. Job Title:          Records Management and Archives Adviser (International)

II. Terms of Reference  Attached. 

III. Application procedure

Please visit our website at www.mof.gov.tl   and go to ‘Employment Opportunities’ to learn about our recruitment process and your application requirements including how to address your application. 

Applications need to be addressed to the Head of Human Resources, at email address, jobs@mof.gov.tl , no later than 17:00 hours Timor-Leste time on Friday, the 24th day of April, 2015. 

Applications should include (a) a covering letter (b) a detailed resume of no more than 7 pages and (c) Response to the Selection Criteria.

All applicants must answer clearly the selection criteria, that can be found at https://www.mof.gov.tl/wp-content/uploads/2013/02/APPLICATION_PROCEDURE_MoF-Revised-80213.doc delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc. 

Incomplete applications will not be considered.

Only short-listed candidates will be contacted.

TERMS OF REFERENCE

Job Title:                    Records Management and Archives Adviser (International)

Purpose:                     To support the recently established Records and Archives Management Team (RMAT) to implement the new archives and records management system and to continue to establish and manage the new Archives Centre through effective capacity development.

Reporting to:             Director General Corporate Services (DGCS)

Counterparts:             Primary: Records Management and Archives Team; Secondary:  Directorate and Unit Focal Points

Classification :            Technical Adviser (A3 Specialised Professional)

TOR Reference:        January 2015, approved by Director General Corporate Services

Duration:                   One year, with the possibility of extension based on performance and available funding

Location:                    Ministry of Finance, Dili, Timor-Leste

I.        SELECTION CRITERIA

Essential:

·          Qualifications:  Bachelor or Post Graduate Degree in an area directly relevant to records management.

·          Experience :  At least 10 years experience in establishing, managing and improvising archives and inactive records management facilities within a public sector environment

·          Extensive experience in establishing and managing records management functions, rules and procedures in paper and digital environments

·          Planning and organisational skills, supporting development of performance indicators and management of competing priorities and timelines

·          Demonstrated ability to mentor and develop public sector records management and archives staff, applying legislation, rules and procedures

·          Demonstrated training and development skills through a range of modalities including designing and delivering workshops, on-the-job coaching and mentoring, resulting in knowledge transfer, motivation and practical results

·          Excellent interpersonal  and communication skills, adapting to the individual styles of communication within a team, providing motivation and support for teamwork 

·          Demonstrated ability to work in a flexible manner, based on well managed planning and standards, managing competing priorities and timelines

·          Experience working with staff whose first language is not English, with a willingness to learn Tetun

·          Fluency in English, written and spoken.

Desirable:

·          Previous capacity development experience in a developing country context using a range of modalities

·          Ability in one of the official languages (Tetun or Portuguese) or Bahasa.

II.     BACKGROUND:

The Ministry of Finance of Timor-Leste (MoF) is the central body of the Government responsible for drafting, executing, coordinating and assessing the policies defined and approved by the Council of Ministers, for the areas of annual planning and monitoring, budget and finance.  It is mandated to undertake functions related to macroeconomic policy (in collaboration with the Central Bank) and to propose policies and draft laws and regulations on tax and non-tax revenues.  MoF is under the responsibility of the Minister of Finance, and carries out its responsibilities through central services integrated in the direct administration of the State.

The MoF has an ambitious reform program and the new system for records management and archiving represents a significant governance reform to support effective Public Financial Management.  The records management and arching system is currently being developed and requires supported implementation.  As there has previously been no Ministry-wide records management system, the challenges relate to establishing a new culture of compliance supported by the roll-out of rules and procedures, targeted training and internal consultancy services and responsive customer services provided by the Records Management and Archive Team (RMAT) to all work units.

This is a significant innovation within the Ministry and a high priority, strongly supported by the Executive Office of the Minister.  The Ministry is leading other Ministries with this initiative and the aim is to ensure that the rules and procedures for the records management and archives system are being used throughout the Ministry.  The aim is to ensure that the system in the Ministry is accountable, robust, sustainable and reliable.  As the system is new, implementation needs to be staged in phases relevant to the operational context and monitored effectively to enable timely adjustments and enhancements.

Implementation will include the internal marketing of the benefits of the new rules and procedures throughout the Ministry.  It requires targeted training and development of staff and ongoing day-to-day support to the recently formed RMAT.  This team is responsible for implementing the rules and procedures.   Additional ‘focal points’ have been identified in other areas within the Ministry to support implementation.  These focal points will also require targeted support and training.

There has been considerable investment in the development of the rules and procedures and in the infrastructure in the new Archive Centre.  The records management and archiving in the Ministry now relies on the development of the new RMAT and the focal points so that there can be a well planned and supported systematic rollout of the new systems and procedures.  This requires strategic and operational advice, planning and ‘hands on’ practical support. It is noted that the priorities must also align with the requirements for the Ministry’s move to a new building (anticipated in late 2015).

The key functions of the Records Management and Archives Unit is to perform the following tasks:

a)       to be the focal point for all records management and archiving support for the Ministry

b)       to ensure the Records Management and Archive Rules are used by all working units in the Ministry

c)       to provide training and support to all working units to enable them to use the Rules

d)      to work with and support the Records Management Focal Points in each working unit

e)       to regularly review and update the Rules that relate to current and archived records, including hard copy and soft copy files

f)        to develop, implement and improve SOPs for the implementation of the Rules

g)       to manage the secure Archives Centre, to conserve and control access to archived records

h)       to manage all procedures that relate to current records, providing ‘hands on’ support when necessary

i)         to complete any other powers granted by law

III.                          SCOPE OF WORK

RESPONSIBILITIES

PERFORMANCE INDICATORS

1.      To support the implementation of the guidelines, Standard Operating Procedures (SOPs), rules and project plans for records and archives management, including the effective operation of the Archives Centre

·      Evidence of how the implementation of guidelines, SOPS are supporting the creation and management of current records, the operation of the Archives Centre and the move to the new building is being managed

2.      To develop planning capacity within the RMAT, to support the development of project plans to deliver Key Performance Indicators (KPIs), plan priority activities, complete risk analysis and provide information to the annual planning and monitoring processes within the Ministry

·      Measurable strengthening of RMAT planning skills demonstrated through project and annual plans and progress against KPIs.

·      KPIs and medium-term and short-term work programs demonstrably linked.

3.      To support the development of a rolling work plan for the RMAT and the individual members of the team allocating responsibilities, timelines and resources, and regularly updated and aligned with KPIs and Ministry priorities

·      Rolling work plans in place for RMAT relevant to context, updated regularly

4.      To support the RMAT in monitoring and evaluating their plans, activities and engagement with other areas within the Ministry identifying areas for improvement

·      Process for monitoring and evaluating plans and activities developed

·      Regular and timely reporting to DGCS

·      Progress on KPIs

5.      To work closely with the Information Services Unit (ISU) to assess suitability, sustainability and cost/benefits for electronic systems to support records and archives in the Ministry and identify relevant training required

·      Effective liaison undertaken with ISU on electronic systems to support the management of soft copy records, and examples of training provided to RMAT, focal points and Ministry staff 

6.      To provide realistic and practical strategic and operational advice on opportunities to enhance the records management and archives system

·      Evidence of strategic and operational advice with analysis of impact provided, including practical solutions 

7.      To support the day–to-day activities of the RMAT members, the focal points in other areas of the Ministry and the DGCS.

·      Evidence of day-to-day practical ‘hands-on’ support, including an analysis of the development of team work.

8.      To undertake a training needs analysis that identifies competencies and a staged training plan for:

(a)  RMAT, 

(b) focal points and 

(c) staff within the Ministry 

·      TNA completed, Training Plan completed and activities and ad hoc activities implemented in consultation with the PFM Training Centre

9.      To provide a range of contextualised capacity building modalities to the RMAT members and records management focal points in performing their individual responsibilities and the requirements of the team

·      Capacity building modalities for the RMAT identified through the TNA and capacity building plan implemented and monitored for impact

10.  To work with the RMAT and the focal points to develop a customer service culture that supports their provision of advice and practical support to other areas within the Ministry as those officers implement the new rules and procedures in their workplaces

·      Internal consultancy mechanisms in place that focus on customer service and support other areas within the Ministry with their records management responsibilities

11.  Other relevant tasks as directed.

·      Level of responsiveness to requests.

IV.                          KEY DELIVERABLES

In accordance with the performance indicators listed above, and in consultation with their counterparts, the adviser will: 

·          prepare a Work Plan addressing their allocated responsibilities, performance indicators, risk analysis and aligning with the Ministry’s KPIs within the first four weeks of their contract period;

·          prepare Quarterly Reports, against the agreed work plan, the scope of work and the performance indicators;

·          prepare an End of Assignment report, no later than 10 working days prior to the end of contract.

V.                             PERFORMANCE EVALUATION 

The performance of the incumbent of this position will be appraised and evaluated by the Director General Corporate Services using the Performance Appraisal System put in place and monitored by the DGCS, Ministry of Finance.  This process will include a probation review within three (3) months of the commencement of the contract, the development of the work plan, regular reporting, ongoing workplace communications and annual performance appraisal.  Performance indicators are in place for all areas within the Ministry, and the incumbent’s work will be contributing to the achievement of the priorities as set out in their TOR and in the Ministry’s Five Year Plan.