About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work are accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding. CRS re-established its presence in Nigeria in 2000 and currently focuses on vulnerable children, agriculture, health and HIV, extractives and governance, and peace-building programming.

Job Summary:

You will ensure the coordination, day-to-day management, and oversight of CRS Nigeria’s records management and archival functions to support high-quality programs serving the poor and vulnerable.

Together with the Leadership of the respective units, you will implement and maintain the CRS Nigeria Records Retention Policy, ensuring compliance with CRS global policies, Nigerian laws, and donor requirements. Your role will be crucial in supporting programs, MEAL, Finance, HR, and other departments on best practices for document management, retention, and destruction while ensuring the preservation of historically significant records.

Primary Function:

The Archivist serves as the key custodian for CRS Nigeria’s records management system, ensuring compliance with global CRS policies, Nigerian laws, and donor requirements. This role is responsible for the records retention policy and overseeing the lifecycle of all organizational documents from creation to destruction or permanent archiving. Key responsibilities include overseeing the secure destruction of outdated records, maintaining permanent archives, conducting regular compliance reviews, and training staff on proper document handling procedures.

Roles and Key Responsibilities:

• Implement and maintain the CRS Nigeria Records Retention Policy, ensuring CP adheres to specified retention schedules for various document types.
• With supervision from the HOA, collaborate with department heads to identify, collect, and preserve essential documents and data, particularly those designated for permanent retention.
• Manage the secure destruction process for records that have exceeded their retention period, including coordinating approvals and maintaining destruction certificates.
• Develop and implement a system for managing permanent archives, including the transfer of physical records to electronic formats where appropriate.
• Provide advice to departments on record-keeping practices, retention schedules, and compliance with legal and regulatory requirements, including the Nigeria Data Protection Regulation (NDPR).
• Manage the digitization of physical records and the implementation of digital archiving systems to ensure long-term preservation and accessibility of information.
• Develop and maintain a classification system for organizing and cataloging archival materials, ensuring easy retrieval of documents when needed.
• Ensure the security and confidentiality of sensitive documents and information, implementing proper security controls for both physical and electronic records.
• Conduct annual compliance reviews of the records management system, as delegated by the Country Representative.
• Train staff on proper document management, retention, and destruction procedures.
• Manage relationships with external vendors for archival supplies and secure destruction services, collaborating with Procurement to ensure purchases align with CRS standards.
• Monitor archival systems operations and provide analytical reports on records management metrics and trends.
• Liaise with Finance and SCM departments to ensure proper retention and management of financial and supply chain records.

Required Languages – English

Travel – Must be willing and able to travel up to 25%.

Knowledge, Skills and Abilities 

• Good planning, organizational, and time management skills
• Strong customer service orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality.
• Proactive, resourceful, solutions-oriented and results-oriented
• Ability to work effectively in a cross-cultural environment.

Preferred Qualifications

• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.
• Experience working in international development or humanitarian organizations.
• Knowledge of data protection and privacy regulations.
• Familiarity with donor compliance requirements for document retention.

Supervisory Responsibilities: Assistants and Interns 

Key Working Relationships: 

Internal: Management Team, Finance staff, Program staff in other CRS Country Programs.

External: Representatives of other Projects, Contractors, Government representatives and stakeholders of the CRS Nigeria Program.

Basic Qualifications

• A bachelor’s degree in library science, archival studies, or a related field is required. An equivalent combination of relevant experience and a Bachelor’s degree may substitute. Master’s will be a plus.
• Certification from a recognized archival association is preferred.
• Minimum of 4 years of progressively responsible related professional experience in archives or records management. Experience with a local or international NGO a plus.
• Some Experience in the implementation and management of digital archiving systems.

Agency REDI Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity – Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest.
• Builds and Maintains Trust – Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually look for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

What we offer

CRS offers a comprehensive benefits package including medical, dental, life insurance, vision, generous retirement savings plan and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Safeguarding:

CRS is committed to ensuring the safety and well-being of all people who interact with our work. We uphold the highest standards of safeguarding and expect all staff and partners to respect and protect the dignity and rights of everyone from any form of harm, abuse, harassment, or exploitation. All staff are required to follow CRS’s safeguarding policies and procedures and to complete mandatory safeguarding e-learning courses upon hire and on an annual basis.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Note:  All positions requiring residence or frequent travel outside their home country must undergo and clear a pre-employment medical examination.

CRS talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people – especially children and vulnerable adults – to live free from abuse and harm.

EOE/M/F/D/V – CRS is an Equal Opportunity Employer. (For all US and International positions)

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

CRS’ talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people – especially children and vulnerable adults – to live free from abuse and harm.

CRS welcomes candidates from the countries and regions in which we work. In the event the successful candidate is an expatriate or global telecommuter, the anticipated duration of the assignment is informed by a term limit, based on the type and level of the job and the needs of the agency.

CRS is an Equal Opportunity Employer