Medical Information and Knowledge Management Officer

CONTEXT 

The medical department of MSF Belgium (OCB - Operational Center Brussels) plays a strategic role by defining the modalities of implementation of MSF’s medical strategy so that both coherence and quality can be safeguarded. Strategical support is given along the phases of the project cycle. It has a normative role and technical support function regarding implementation and follow-up of the projects. The medical department (MED) ensures knowledge transfer to the medical workforce and stimulates research and innovation by challenging current medical practices and scanning of new approaches. 

It is composed of multiple specialists based across a network of units worldwide (Belgium, Brazil, Ivory Coast, Lebanon, Luxembourg, and South Africa) and works in close collaboration with operations, other OCB departments and MSF movement. We are also supporting the projects of MSF WACA. 

Information & Knowledge Management (IKM) is part of the OCB strategic ambitions. The overall vision is for OCB to continue to build on a culture of capturing and sharing information and knowledge, enabling effectiveness in operations as well as individual and organizational learning. Because of its key role in undertaking a strong Information and Knowledge Management culture, the Medical Department will continue to improve Information and Knowledge Management.

The MED Information and Knowledge Manager is a member of the OCB COP Working Group and serves as the backup for the Technical Deputy Medical Director in the OCB IKM Steering Committee. This role includes collaborative interaction with the Learning & Development Unit, the Information and Communication Technology (ICT) department, and of course the head office - and project team users at the medical department.

As the Medical IKM officer, you ensure the application of a strong IKM culture in the medical department and is the team leader of the IKM group. The IKM group is composed of the Knowledge and Editing Officer and the Documentalist.

MAIN RESPONSIBILITIES

IKM – Med dept – Strategy and roadmap implementation

• Update the roadmap of the MED IKM Strategy in collaboration with the IKM strategic group (composed of the medical director and the deputy directors)

• Develop and implement the action plan for knowledge management and internal communication.

• Review and monitor the IKM medical budget

• Maintain exchange of info and ideas between the medical IKM strategy and the OCB IKM Steering Committee (SC) decisions through the Technical Deputy Medical Director who is part of the IKM SC

• Coordinate the IKM Circle and establish priorities and agenda.

• Lead the identification of missing procedures and IKM policies and responsible for the drafting and working with various stakeholders (responsible for ensuring finalization and validation of procedures, Standard Operating Procedures (SOPs) and policies)

• Organise user’s consultation, feedback exercises and surveys, as needed.

• Leads the IKM group – Line manages the Knowledge and Editing Officer and the Documentalist

Information & Knowledge Access

• Keep an inventory of existing knowledge sources.

• Identify new needs for information and knowledge development and ensure continuous improvement.

• Maintain the medical knowledge base (active follow up of topic holders to make sure all relevant documents are up to date, as needed in the key languages – English, French, etc.)

• Taxonomy – implementation and revision as necessary 

Knowledge storage

• Definition of standards and processes (workspace/intranet templates and layouts, standard libraries, taxonomies, metadata and content-types, document inventories, access permissions, naming conventions etc.) 

• Ensure proper Document Management in the department and provide guidance to the projects and the medical Department at the head Office

• Support the definition of an archiving strategy (with the collaboration of the OCB IKM coordinator and SC) for MED department electronic records and MED field records stored in headquarters (hardcopies and softcopies) liaising with the OCB digital archiving project

• Support data protection implementation and as needed the management of various data assets and data products in the medical department identified by the medical direction

Knowledge Sharing

• Promote actively Community of practices (COP) and champion project-driven initiatives

• Define the needs, and requirements for a Community of Practice for MED staff on the IKM topic. 

• Promote collaborative methodologies to share knowledge (e.g. meetings using collective intelligence)

• Guide and support technical advisors in all phases of their projects to develop dedicated Communities of practice

• Management of the MED COP (also Med-Operations (OPS) COP) creating the dynamic, build a safe space for interactions to happen, keeping members motivated and on-board.

• Provide guidance and advice on medical records management in projects to record management officers in projects

• Through digital events, support initiatives that could enhance capacity building of members of the communities (eg. ARO Support Plan)

• Brief and debrief medical staff on IKM  

  • Any new HQ Medical department 

  • Any new Medical Coordinator/Project medical referent and Key Medical staff

Internal communication

• Plan, edit, and write content for the internal communication of the department (newsletter, news and events intranet page, etc.)

Change Management

• Promote a culture where knowledge in general and the community of practice in particular are seen as central

• Ensure that knowledge management is structurally integrated (trainings/briefings, strategic objectives…)

REQUIREMENTS

Education & Experiences

• Bachelor’s degree in information and communication sciences & technologies or in Records Management or related area of study

• Minimum 2 years’ experience in Information and Knowledge management

• Minimum 2 years’ experience in MSF projects 

• Experience in project and change management and in the use of tools and software packages.

• INGO experience is an asset

• Academic background in Information and Knowledge management is an asset

• Medical or para medical background is an asset

• Experience in project and change management and in the use of tools and software packages 

Competencies

• Computer skills: proficiency in Office 365, MS Office Suite, good knowledge of information diffusion platforms (social media)

• Advanced communication skills

• Demonstrate creativity and the use of communication tools and practices.

• Demonstrated leadership in developing a team-oriented approach, collaborative environment.

• Excellent problem solving and analytical skills.

• Ability to adapt quickly and respond to changing work situations and priorities. 

• Ability to elicit cooperation from senior management and other departments

Languages

• Proficiency in English, written & spoken is mandatory

• Good knowledge in French is required

CONDITIONS

• Expected starting date: April 2025        
• Location: Brussels (Belgium)
• Mobility: 10% - 30% in MSF Projects
• Contract type:   Fixed-term contract – full-time  
• Contract duration: 2 years extendable
• Salary:  according to MSF-OCB HQ grid
• Meal Vouchers - Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 23rd March 2025 

HOW TO APPLY?

➢ Submit your application via the 'Apply here' button 

➢ You will be directed to the online application form for this position 

➢ It should take 5-10 minutes to complete. Thank you in advance for having your CV and motivation letter in English ready to upload (preferably in PDF format).

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

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