Senior Consultant, Archive & Library Specialist - Functional, FAAS, Riyadh

In Financial Accounting & Advisory Services (FAAS) within Assurance, we assist our clients to address the accounting and financial reporting challenges facing their business.  You will be part of a team that provides insight and services that accelerate analytics, decision-making and innovation to build a stronger and more efficient finance function. You will experience ongoing professional development through diverse experiences, world-class learning, and individually tailored coaching.

That is how we develop outstanding leaders who team to deliver on our promises to all our stakeholders, and in so doing, play a critical role in building a better working world for our people, for our clients and for our communities. 

Sound interesting? Well, this is just the beginning. Because whenever you join, however long you stay, the exceptional EY experience lasts a lifetime.

The opportunity

EY is seeking a dedicated Archive & Library Specialist for Functional role to join our team and play a pivotal role in assisting our clients in assessing and enhancing their documents and archival management operations. The successful candidate will be responsible for the effective assessing, designing and implementing the archives and records operating model including policies/ processes, records definition/ indexing/ classification framework, organizational structure design, and KPIs & governance mechanism, ensuring the preservation and accessibility of vital documents. This role offers the opportunity to contribute to the safeguarding of our clients’ organizational knowledge and history, while supporting their ongoing compliance requirements and documents & archive management needs.

Your key responsibilities

• As a senior consultant you will be responsible expertise in handling various record types, including but not limited to, paper documents like legal documents, financial records, organizational communications, maps, historical artifacts, and digital assets like photos, audio-visual files, emails, and online shared folders.
• Has familiarity with applicable national policies and procedures for documents and archives management including digitization and can develop and implement work plans for compliance with them.
• Skilled in defining organizational policies and procedures for every record type in the lifecycle of documents and archives, (e.g., policies and procedures for saving and archiving emails)

Policies and Processes – Archival lifecycle

Collection- Demonstrate expertise in evaluating and selecting records for archiving, and in establishing secure document transfer and receipt procedures to maintain integrity and chain of custody, especially for sensitive or classified materials. Has familiarity with Personal Data Protection Law from SDAIA and security guidelines from NCA.

Classification & Indexing - Ability to prepare and utilize a comprehensive records definition, indexing, and classification framework to ensure efficient document retrieval. Proficiency in maintaining compliance with standards for document categorization and cataloging (e.g., ISO 15489 (Information and documentation — Records management) using standardized taxonomies for consistent classification and indexing.

Retention, Storage & Preservation - Ability to define document retention schedules based on legal, regulatory, and operational requirements, and advise on secure storage and preservation methods. Has familiarity in working with on-premises platforms, as well as cloud-based platforms compliant with CST’s Cloud Computing Services Provisioning Regulations for data storage & processing. Skilled in the proper storage and preservation techniques to maintain the integrity and longevity of physical and digital records.

Access & Usage - Proficient in defining policies and procedures for lending documents (public and confidential). Skilled in detailing processes for granting, monitoring, and revoking access to documents, including the management of check-out systems and digital permissions. Capable of managing controlled access to records, facilitating research and information requests while maintaining confidentiality and security.

Destruction/Disposal - Knowledge of criteria and processes for the secure and compliant destruction/ disposal of documents, in accordance with established retention schedules and legal mandates.

Policies and Processes – Digitization - Competence in assessing digitization capabilities, identifying gaps, and benchmarking against best practices and national guidelines. Ability to define clear digitization policies that cover preparation of source records, metadata collection and creation, scanning and OCR, information flow between scanning systems and document management systems & archive storage systems, and the overall electronic workflow for digitization. Can determine digitization specifications (individual and quantitative). Expertise in designing comprehensive digitization workflows compliant with industry standards like ISO/TC 42, utilizing metadata standards (e.g., Dublin Core, METS, etc.) to ensure consistency and collaboration across units. Familiarity with KSA’s regulatory guidelines concerning digitization process (e.g., guidelines from SDAIA)

Governance - Hands-on knowledge on developing governance mechanism – governance committees, roles, responsibilities, and assisting clients in establishing decision-making protocols. Can participate in or lead teams on the ground to plan and conduct targeted inspections of archival programs and processes, including background research, project planning, site visits, report preparation, and monitoring programs or projects for compliance with applicable national laws, regulations, and guidance. Capability to design and implement governance processes that facilitate decision-making, risk management, and compliance, including auditing and evaluation mechanisms. Can design internal SLAs for guiding the workflows between organizational units and external SLAs for working with regulators and service providers. Can oversee reporting activities by government entities about records management compliance activities. Can collaborate with client teams, and regulatory organizations as a subject matter expert (SME) in the engagement. Proficiency in creating and managing Excel dashboard (in online tool preferably) for tracking governance activities, ensuring that KPIs are in line with strategic objectives. Skill in developing and monitoring KPIs related to document management and archival processes, ensuring alignment with organizational goals. Experience in defining quality control policies, procedures/protocols (e.g., defining pre-scanning source document quality requirements and target scanning resolution for digitization) and conducting regular audits and validation checks to maintain high standards throughout the document lifecycle. Familiarity with Adaa requirements on KPIs reporting (prior experience on KPIs reporting to Adaa is highly valued).

Archival operations team structure, key positions, roles, and responsibilities

• Has strong understanding of archival operations team structures, including the identification of key positions and the definition of roles and responsibilities within the team.
• Has understanding on the interaction of archival team with the larger organization and key touch points.

Functional Knowledge on Archival Processes in Systems

• Has awareness of emerging technologies for records management, methods, and techniques.
• In-depth functional knowledge of Document Management Systems (DMS) and scanning & digitization systems, including their operation and integration.
• Proficiency in utilizing archival storage systems and technology to enhance document preservation, retrieval, and accessibility.

Functional Knowledge on Archive Warehouses

• Familiarity with archive warehouse management, including environmental controls, space optimization, and security measures.
• Ability to advise on the design and maintenance of archive storage facilities to ensure the long-term preservation of physical records.
• Skilled in the proper storage and preservation techniques to maintain the integrity and longevity of physical and digital records.
• Proficient in designing the policies, procedures and methods of numbering, coding, barcode, housing, shelving, and internal transfer at archival warehouses.

Skills and attributes for success

Pro- activity, accountability, and results- driven people will flourish in this environment. Dealing with competing priorities, understanding how to manage resources, and communicating effectively are key skills. This will have a huge impact on those around you and help promote a positive work ethic.

To qualify for the role, you must have

• Bachelor's (compulsory) or master’s degree (preferred) in Library Science, Information Management, Archival Studies, or a closely related field from accredited university
• Certification in records management e.g., Certified Records Manager (CRM) or archival studies e.g., Certified Archival Professional (CAP) is highly desirable.
• A minimum of two years of professional experience in an archive, library, or documents/records management setting at government ministries, corporate, consulting, technology, or other organizations in a functional role
• Project Management Professional qualification (preferred) Strong analytical and time management skill
•  Excellent attention to detail and accuracy
• Ability to lead and manage junior client personnel on ground effectively, ensuring clear communication and efficient task allocation among team members.
• Ability to work independently and as part of a team, fostering a collaborative and inclusive work environment.
• Strong communication skills, with the ability to understand and articulate the client’s key problems, challenges, and needs effectively.
• Strong interpersonal skills, with ability to build client relationships. 
• Ability to independently interact with clients from middle and junior management layers across government and non-government sectors.
• Adaptability to changing processes & technologies landscape. 
• Commitment to confidentiality and ethical handling of sensitive information
• Ability to generate innovative ideas that challenge the status quo and offer new perspectives on business strategies.
• Ability to envision future possibilities and translate them into actionable items, demonstrating a balance between theoretical and practical thinking.
• Can provide guidance and innovative solutions to complex problems, often with limited information.
• Ability to conduct research based on web-based desktop research and personal interviews, develop excel models preparing and giving PowerPoint presentation to clients.
•  Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.

Ideally, you’ll also have

• Track record with a leading consulting firm
• Proficiency in the Arabic language

What we look for

We are seeking a self-motivated Archive & Library Specialist for a Functional role who exhibits a passion for preserving the past while keeping an eye on the future. The ideal candidate will be someone who thrives in a dynamic environment, is meticulous about managing information, and is proactive in enhancing archival landscape by assisting our clients. We value individuals who can bring innovative solutions to the table and are eager to contribute to the team's success.

We're interested in versatile people with the ability to take on new responsibilities and listen to clients to get things done. We're not just looking for archival experience - we're after genuinely interesting people with the ability to build relationships, negotiate and think in unique and creative news ways. If you're a confident leader with a curious mind and the ability to solve complex issues, this role is for you.

What we offer

• At EY, we offer a collaborative and inclusive culture where your expertise in archiving and records management will be valued and nurtured. We provide opportunities for professional growth and development, along with the chance to work with a global network of professionals. You will be part of a firm that appreciates your unique talents and supports your journey towards achieving your career aspirations, all while maintaining a healthy work-life balance.
• Under our flexible vacation policy, you'll decide how much vacation time you need based on your own personal circumstances. You'll also be granted time off for designated EY Paid National Holidays, Annual Leaves, Personal/Family Care, and other leaves of absence when needed to support your physical, financial, and emotional wellbeing.
• Continuous learning: You’ll develop the mindset and skills to navigate whatever comes next. 
• Success as defined by you: We’ll provide the tools and flexibility, so you can make a meaningful impact, your way. 
• Transformative leadership: We’ll give you the insights, coaching and confidence to be the leader the world needs. 
• Diverse and inclusive culture: You’ll be embraced for who you are and empowered to use your voice to help others find theirs. 

If you can demonstrate that you meet the criteria above, please contact us as soon as possible. 

The exceptional EY experience. It’s yours to build. 

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