Deputy Head – Archives and Institutional Memory Department

ORGANIZATIONAL OVERVIEW 

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referenda, and regulate political parties in Ethiopia. NEBE is working to boost its institutional strength with a special focus on the enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for the Deputy Head – Archives and Institutional Memory Department Position who meet the following requirements.

Required number:         1

Reports to:                    Head, Archives and Institutional Memory Department       

Duty station:                 NEBE Headquarters, Addis Ababa

Duration:                       Permanent 

Salary:                             Based on the organization’s scale 

Job Summary

The Deputy Head, Institutional Memory and Archives Department, is responsible for managing the preservation and accessibility of the organization’s historical records, documents, and institutional knowledge. This role involves assisting in the development and implementation of archival policies, organizing and cataloguing records, and facilitating research requests.

The Deputy Head, Archives and Institutional Memory, is also responsible for preserving the organization’s heritage and facilitating informed decision-making through historical insights.

Duties and responsibilities

Primary responsibilities 

• Responsible for managing the creation, organization, and preservation of records related to electoral activities.
• Assist in facilitating access to historical records and institutional knowledge for internal and external stakeholders.
• Ensuring the continuity of institutional memory through knowledge management practices.

Records Management

• Assist in managing the processes for creating, classifying, and organizing records throughout their lifecycle.
• Assist in carrying out records retention and disposal schedules in accordance with legal requirements.

Digital Archiving

• Manage the processes for digitizing and digitally preserving records to enhance accessibility and long-term preservation.

Physical Archiving

• Preserve physical records, including storage facilities and conservation measures.

Access and Retrieval

• Provide authorized stakeholders with efficient access to archived records and institutional knowledge.

Institutional Memory

• Develop practices for capturing and preserving institutional knowledge, including best practices, lessons learned, and historical decision-making processes.

Knowledge Management

• Implement knowledge management strategies in conjunction with the PMEL department to foster continuous learning and information sharing among the NEBE staff.

Collaboration with Other Departments

• Collaborate with other departments to ensure the timely capture and preservation of records.

Data Privacy and Security

• Implement measures to safeguard sensitive information and maintain data privacy and security.

Disaster Recovery and Business Continuity

• Develop disaster recovery plans to protect archives and institutional memory from potential hazards.

Budget and Resource Allocation

• Assist in planning resources and budget requirements for the department’s archiving and knowledge management activities.

Ethical Guidelines

• Reinforce ethical principles, including integrity, accuracy, and confidentiality, in the management of records and institutional memory.

• MA or Ph.D in Library Science, Management, and other relevant fields
• 9 years and Masters | 7 years and Ph.D. | 4 years in a leadership role
• In-depth knowledge of archival standards, metadata schemas, and preservation techniques for both physical and digital records.
• Proficiency in archival software and digital asset management systems.
• Strong research skills and familiarity with historical research methods.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
• Project management skills and ability to manage archival projects from conception to completion.
• Ethical mindset with a commitment to confidentiality, integrity, and the responsible stewardship of historical materials.