Scanning and Digital Archiving Assistant
Organizational Context
The International Organization for Migration (IOM) is a UN-related organization providing migration services and advice globally. In Sri Lanka, IOM operates within the UN System, focusing on addressing evolving migration challenges. The Migration Health Division (MHD) manages a significant volume of sensitive personal and medical data from approximately 50,000 annual health assessments. This role supports MHD's transition to enhanced digital records management, ensuring compliance with data protection and improving accessibility and efficiency.
Job Purpose
This role supports the Migration Health Division (MHD) in digitizing and archiving sensitive medical documentation generated from approximately 50,000 annual migration health assessments. The primary purpose is to ensure compliance with data protection regulations, enhance secure record management, and optimize storage capacity. By systematically scanning and archiving records, the assignment aims to improve document accessibility, retrieval efficiency, and overall operational workflow. The UN Volunteer will contribute to MHD's transition towards a robust digital records management system, ensuring the secure preservation and efficient management of critical health assessment information under the guidance of Migration Health personnel.
Responsibilities
The UN Volunteer will support the Migration Health Division in scanning and digitally archiving medical documents from IOM's health assessment centers. Key duties include retrieving and sorting documentation, preparing records for scanning by removing bindings, and performing the scanning process while adhering to prescribed file-naming conventions. The role involves organizing electronic files in designated folders, conducting quality checks to ensure scanned document legibility and accuracy, and properly rebinding and returning physical records. Additionally, the volunteer will assist in preparing eligible documents for authorized disposal according to IOM procedures. Maintaining strict confidentiality and protecting applicant information is paramount throughout the assignment. The UN Volunteer will work under the supervision of Administrative Assistants and the Chief Migration Health Officer, ensuring timely and accurate completion of tasks.
Work Experience
No prior experience is required. Essential skills include basic to intermediate computer literacy, proficiency in Microsoft Word and Excel, ability to operate document scanners and basic scanning software, and good typing/data entry skills. The candidate must be able to accurately follow standardized procedures and file naming conventions for organizing electronic files.
Skills
Key competencies include accountability, adaptability, flexibility, judgment, decision-making, planning, organizing, professionalism, and self-management. Technical skills required are in administration, information technology, and record processing/data logging. The ability to maintain strict confidentiality and adhere to data protection requirements is crucial.