Documentalist Information Management Advisor – 260821-HKO-001

Documentalist / Information Management Advisor Water Systems & Waterways (Central Netherlands)

For Candidates Who Wish to Apply

Role Overview

The assignment focuses on document management digital archiving file management and guiding project teams on information governance across three water and infrastructure projects.

Key Details

• Location: Utrecht and Lelystad the Netherlands
• Hours per week: 24
• Intended period: ASAP September 30 2026
• Application deadline: August:00
• Required level of education: MBO Level 4 (with HBO working and thinking level required see Candidate Requirements)

Working Environment / Office Days (Hybrid)

• Monday: Lelystad (Storm Surge Barrier Ramspol project)
• Tuesday: Lelystad (Waterways North project)
• Wednesday: Utrecht (National Flood Barriers Programme)

Remaining hours can generally be arranged in consultation though the assignment includes explicit fixed on-location team days as outlined above.

Assignment Description

This assignment involves working as a documentalist across three projects related to the main water system and the network of waterways in the Central Netherlands region:

• National Flood Barriers Programme (team day: Wednesday Utrecht)
• Storm Surge Barrier Ramspol project team (team day: Monday Lelystad)
• Waterways North project team (team day: Tuesday Lelystad)

The assignment is to be carried out within project guidelines under the direction and guidance of the Project Control Managers associated with each project.

The role involves managing archiving within the document management system carried out by (project) staff. This includes activities such as registering applying metadata organizing and classifying (confidentiality of) documents and information.

In addition the role involves maintaining an up-to-date filing plan appraising files authorizing staff providing training/instruction to (project) staff and ensuring the necessary resources are in place. Certain project files must also be prepared for and transferred to the central Archive.

A key responsibility is coaching project staff so they are aware of their tasks and responsibilities regarding document management and archive formation and carry these out adequately continuously improving the information management function.

Key Responsibilities & Deliverables

Tasks associated with managing a digital project archive include:

• Drafting and maintaining an up-to-date authorization matrix
• Granting and revoking authorizations for the document management system in use
• Creating relevant standard views or standard search queries within the document management system as needed by staff
• Instructing (new) project staff so they can independently and adequately carry out their own document management and archiving tasks
• Adding organizing appraising selecting and modifying new (sub-)files within the filing structure
• Keeping all documents related to project archive management up to date
• Moving documents and/or (sub-)files
• Overseeing correct processing of incoming internal and outgoing documents in accordance with applicable frameworks
• Ensuring timely availability of the correct information to the correct person (routing post and email items)
• Reporting faults to Local Functional Management (LFB) e.g. the Information Provision and Management department (IV-B)
• Identifying and reporting improvement suggestions for applications in the form of functional requirements in accordance with the LFB process
• Cleaning up project files of draft documents missing metadata and duplicate files
• Checking the mailbox for archive-worthy documents
• Checking whether such documents are already present in Connect
• Assigning BSD codes and retention periods
• Writing a transfer plan
• Requesting a MAT analysis from DIM

Assignment Deliverables:

1. Structured project files in line with agreements made with the client and meeting RWS quality requirements (including organization appraisal and selection and application of metadata)
2. Up-to-date document management and archiving resources (including authorization matrix work instructions manuals filing structure)
3. Transfer of project files from completed assignments to the central archive

Supervisory Responsibility: Yes

Candidate Requirements (Knock-Out Criteria)

1. Demonstrable HBO/ Bachelors degreeworking and thinking level combined with a completed MBO/ Bachelors degreequalification in information management or an equivalent field
2. Demonstrable minimum of 2 years of work experience with a Document Management System (DMS) and in the field of digital archiving
3. Demonstrable experience with and knowledge of (documentary) information management and information services and the use of DIM-related ICT tools
4. Demonstrable experience independently drafting work instructions and guidance documents

Preferred Qualifications & Expertise

1. Demonstrable knowledge of and experience applying relevant frameworks and regulations (e.g. WOO/Dutch Open Government Act GDPR Baseline Information Management for Central Government)
2. Demonstrated possession of the listed competencies and skills (assessed via CV motivation letter and/or interview)
3. Experience with records management within the Microsoft 365 SharePoint application

Core Competencies

• Analytical thinking (ability to identify connections)
• Service-oriented and customer-focused approach
• Hands-on mentality (able to think in terms of possibilities and workable solutions)
• Strong oral and written expression skills including the ability to draft reports and supporting materials
• Instructional skills for training and guiding users
• Active listening (able to identify the underlying question)
• Precision and accuracy
• Organizational awareness (understanding of what is happening within the organization)
• Proactive attitude
• Planning and organizing (able to independently structure own work and meet deadlines without stress)
• Self-development (learns from environment and situations and applies this to work)
• Independence (able to work independently takes initiative to improve matters and reaches out to colleagues when needed)