Records Management Specialist/ Фахівець (фахівчиня) з управління документообігом

Chemonics International Inc.

Vacancy

Records Management Specialist

Background 

The USAID Harvest Activity enables supported male and female grain and oilseed farmers, including marginalized and underserved groups, to return production and income for target commodities to at least pre-war levels while improving production efficiency and profitability and position farmers to market their crops more successfully and profitably in the wartime context.  

Position Description: 

The Records Management Specialist is responsible for the proper handling and storage of important records and information. This includes organizing, cataloging, and preserving documents in both digital and physical formats to ensure they can be easily accessed when needed. Works closely with other teams to develop and implement policies and procedures that meet regulatory compliance standards while also optimizing efficiency. Additionally responsible for training staff on proper record-keeping practices and ensuring that all employees understand their roles in the process. Applies expertise in managing data and Chemonics Records Management Policy to ensure the appropriate destruction of outdated records and maintenance of records for long-term retention. 

Responsibilities:  

• Organize and manage physical and electronic records in compliance with the laws of Ukraine, USAID requirements, and Chemonics policies and best practices.

• Develop and maintain policies, procedures, and guidelines for record keeping.

• Educate and train staff on proper record-keeping practices and policies.

• Conduct audits and assessments to ensure compliance and accuracy of record keeping systems.

• Serves as point of contact for the home office project management unit (PMU), providing feedback (constructive and positive) on corporate records management tools and policies.

• Identify and address risks and issues related to confidential and sensitive information.

• Coordinate with other departments and agencies to establish standard record keeping practices.

• Monitor and evaluate the performance of record keeping systems and make recommendations for improvements.

• Dispose of records in accordance with legal and organizational requirements.

• Develop and implement disaster recovery plans for critical records.

• Maintain up-to-date knowledge of record keeping regulations and related USAID and U.S. Government federal regulations and policies.

• Performs other duties as required. 

Qualifications   

• University degree in finance, business administration, international development, or related field 

• Minimum two years of progressively responsible experience in operational and financial management of large-scale, complex, international development assistance programs, experience with USAID activities highly preferred  

• Possessing a comprehensive understanding of USAID rules and regulations for project implementation is preferred

• Demonstrated ability to work with diverse teams and deliver in a fast-paced environment 

• Demonstrated ability to communicate clearly, concisely, and persuasively both orally and in writing, and deliver presentations, training, and facilitate meetings effectively  

• Excellent computer skills (MS Word, Excel, Power Point, and Outlook) are required to effectively implement, analyze, monitor, and manage activity goals, inputs, outcomes, and achievements 

• Strong analytical skills and demonstrated ability to solve complex problems 

• Demonstrated leadership, versatility, and integrity 

• Fluency in Ukrainian and proficiency in English required, with excellent oral and written communication skills.  

Supervision and Reporting  

The Record Management Specialist reports to and is supervised directly by the Compliance Manager.  

Job Location

This position is based in Kyiv, Ukraine.

Salary   

Negotiable based on experience and qualifications   

Compensation & Other Benefits   

Per company policy, Chemonics offers a comprehensive and competitive benefits package in line with local labor requirements at a minimum.    

Read Before Applying   

Please submit your CV through this form.  Applications will be reviewed on a rolling basis, so please apply as soon as possible.  

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, or protected veteran status, genetic information, age, membership in an employee organization, or other non-merit factors.