Records Management Supervisor

Number of Positions Available:  1

Job Posting Number(s):

  • 24-1108-USDC

 

Division:

  • USDC – Global Administration

 

Department/Group:

  • USDC – Documentation Records

Position Category:

  • Status:               Employee (U.S. Based)  

  • Schedule:          40+ hours per week

  • Identifier:           Administration-Records

  • Working Title:    Records Management Supervisor

 

Advertised Date:

  •        November 19, 2024

Proposed Initial Closing Date:

  •        November 17, 2024

 

Base Compensation:

  • Base Range:             $91,400 - $102,400 (U.S.D.)

     

Position/ Office Location:

  • Washington D.C. U.S.

  • Remote work opportunity available for a moderate percentage of assigned tasks/work hours. Remote work availability is determined by the logistics and the practicality of working away from a central office, and is only available if conducive to the company’s business needs.

Benefits:
Phuran Philanthropic offers the below benefits related to this EMPLOYMENT position:

  • Health & Dental Insurance Plan.

  • 401K match up to 5% if participating in a company-sponsored fund.

  • Highly competitive compensation structure.

  • Fees provided for remote technology infrastructure requirements, as required for the position.

  • Fees and logistical support provided for passports, required travel visas, and regional travel authorizations, as required for the position.

  • Fees and logistical support for obtaining British or U.S. work visas, as appropriate or required.

  • Generous per-diem compensation for travel.

 

Travel

  • It is estimated that duties related to this position may require up to 5% travel, to and from specific project, or program locations. Percentage of travel requirements are estimates, and may vary per assignment.

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Position Summary:
The  Records Management Supervisor will lead a team of records management specialists tasked to accurately collect, catalogue, and organize a high volume of general grant and project information that is updated daily, from disparate locations throughout the world, via multiple technologies. The records management supervisor will serve as the records proprietors for their assigned division, and will ensure to secure, archive and oversee grant, compliance, and financial records related to their respective division’s grant oversight and vetting operations, in accordance with Phuran Philanthropic policies.

The Records Management Supervisor will have a working knowledge of all grant operations within their assigned division, and will be thoroughly knowledge about the grant and project awards for the respective recipients.

 

Essential Functions:

  • Supervises teams of records administrators, tasked with the administration of the records management operations of their assigned division. Develops systems and procedures to enhance uniform records management protocols.

  • Recommends policy and procedural changes in records management as needed in accordance with policy and, or grantor’s recommendations.

  • Develops, implements and modifies clerical and information systems and procedures to improve operations and ensure compliance with new and existing policies, procedures or laws which may impact operations.

  • Applies strategic thinking to plans and changes in grant tracking policies and procedures regarding grant records.

  • Monitors and maintains internal records archive system.

  • Provides direction and insight to departmental use on records management, storage and use.

  • Assist departments in maintaining and administering a comprehensive records retention schedule based on models directly congruent with government entities, for both the country of the grantor, and location of the benefactor’s/grantee’s operations or projects.

  • Oversees and coordinates division projects involving all aspects of records management, retention, scanning, and electronic and physical storage.

 

Required Qualifications:

A - Language Requirements/Qualifications

  • N/A

  • See “Preferred Qualifications” for additional information related to language requirements.

B- Educational Requirements/Qualifications

  • Candidate must possess a Bachelor’s degree, or equivalent, in Library and Information Science from a certified ALA program, Business Degree, or an equivalent educational degree.  

[An equivalency assessment, or applicable Mutual Recognition Agreement (MRA) may be required for applicants who have secured a university Degree or Letters from higher education institutions outside the U.S., Canada, or the United Kingdom. An equivalency assessment (i.e.; ABET Assessment) is not required at the time of CV/Resume submission.]

C- Work/Experience Requirement

  • Five (5) combined years of experience in grant research, grant records management, program records management, library sciences, or directly applicable experience.

  • Strong understanding of records management protocols, and/or protocols related to grant-related projects or programs.

  • Proficiency in using Microsoft Office Suites.

  • Experience planning, developing, and implementing complex research and statistical reports and presenting the results to all levels of management.

  • Ability to work effectively with groups, staff, and government officials of different nationalities, ethnicities, sub-cultures, language proficiencies, socio-economic backgrounds, and religious affiliations.

  • Provide excellent and professional customer service to both internal and external clients.

D – Other Requirements.

  • Applicants may be required to travel locations where grant or program operations are being performed. To that end, applicants must have the ability to travel out of their respective home country, and legally enter and egress another regional area or country without undue personal, medical or legal encumbrances.

  • All Phuran Philanthropic employees, researchers, and consultants, regardless of their operating location or country, must complete an 8-hour course specifically dedicated to our company’s privacy polices, and all must sign and adhere to strict, and actively enforced non-disclosure and non-compete clauses.

 

E –Preferred Qualifications

  • Any previous work experience or project coordination with international relief agencies, or experience with global development grants, is a plus.

  • It is preferred that the candidate can speak, read, and write Spanish at a professional level.

 

 

APPLICANT INSTRUCTIONS:
If you are interested in the above listed opportunity, please submit ONLY the following:

  • A cover letter noting the specific position for which you are interested, and a brief summary of your qualifications. Please, one cover letter for each position for which you are applying.

  • A Curriculum Vitae (CV), or Resume noting your education, work history, general experience and qualifications, and contact information. Please note that minimally stylized resume formats are preferred.

 

Submit CV/Resume to:

Email:  careers@phuranphilanthropic.com

[Please note, email is the preferred method for receiving applicant documents.]

[Please ensure that the job title, posting number, and your name is posted in the subject line.]

 

or via U.S. Mail to:

 

Careers at Phuran Philanthropic

4301 50th Street, Suite 300

Washington, D.C. 20003 U.S.A.

   

 


All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, nationality or national origin, disability, or sexual orientation.

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