1.    Job Details:

Position Title: Documentary Manager                     

2.    Job Purpose:

Primary Function:

This role has four functions:

1.   The establishment and management of a system (including both technology and personnel) for the collection, archiving and distribution of high quality materials for historical, promotional and event purposes.

2.   The preparation of a chronicle(s) and documentary film(s) in order to foster development of understanding of the Qatar Foundation

3.   The preparation of a detailed business proposal for the establishment of a film unit that will be responsible for producing world class ‘corporate communications’ films at reduced cost to the Qatar Foundation.

4.   To advise on all film production projects undertaken by the Qatar Foundation.

Function 1.

The Documentary Manager serves as the manager responsible for developing and managing the systematic collection and maintenance of historical information and other records.  The individual in this position is responsible for fulfilling the Qatar Foundation’s (QF) mission to collect, catalogue, and archive proceedings, documents, images, audio, and other items important to the country and to the Foundation for historical, promotional, and event purposes.

The Documentary Manager will support the chronicling of the QF’s development and accomplishments and provide input and items for the creation of displays and documentary films that build understanding of QF and its program.  Through outreach, the Documentary Manager will also promote awareness and understanding about the Documentary function, items that should be maintained and the collections process, as well as the availability of historical documentation for research purposes.

May be designated according to subject matter specialty as Archivist, Economic History; Archivist, Military History (profess. & kin.); Archivist, Political History The Documentary Manager will fulfil responsibilities in accordance with the principles of QF accountability, transparency, and policies and procedures.

Functions: 2, 3 and 4.

The Documentary Manager will be responsible for detailed marketplace analysis, feasibility studies and Best Practices Research, as well as full management of the establishment of the Unit.

The Documentary Manager will have a proven understanding and experience of media asset management systems as well as a track record in successful communications using video at broadcast quality as a minimum.

The Manager must have a proven background in communications to be able to undertake the editorial role in film production and also offer a robust knowledge of modern film production, technology and business.

In respect of the development of a business plan for the film unit, the manager will be expected to demonstrate experience of managing both creative teams and responsibility for P+L.

This highly specialized role requires a unique combination of business management, technical understanding, people skills and creative editorial flair. Existing work experience of/with the Qatar Foundation and the ability to mediate at the highest level would also be of benefit in order to deliver value quickly Qatar Foundation.

Direct reports:

Estimate minimum of 1 staff.  This estimate requires analysis of workload, defined scope of division responsibilities and identification of outsourced tasks.

3. 4. Key Result Areas:

Primary Responsibilities:

1.      Oversee and manage the QF Documentary Unit.

2.      Supervise the work of Documentary Unit personnel in the appraisal, transfer, storage, retrieval retention, and disposition of records to ensure an effective, efficient and reliable document and records management system.

3.      Manage the system administration of an electronic document management system

4.      Appraise and edit permanent records and historically valuable documents. participates in research activities based on archival materials, and directs safekeeping of archival documents and materials.

5.      Analyze documents, such as government records, minutes of board meetings, letters and charters of non-profit foundations, by ascertaining date of writing, author, or original recipient of letter, to appraise value to posterity or to QF.

6.      Prepare or direct preparation of document descriptions and reference aids for use of Documentary, such as accession lists, indexes, guides, bibliographies, abstracts, and microfilmed copies of documents.

7.      File and cross index selected documents in alphabetical and chronological order.

8.      Develop and establish new processes for internal procedure and training manuals on record keeping, electronic document management system usage, and general guidelines and standards of appraisal, transfer, storage, retrieval, and retention schedule development.

9.      Develop and manage the provision of training for QF employees in records management and keeping, as well as the usage of the tools and applications of the document and records management system.

10.  Advise government agencies, scholars, journalists and others conducting research by supplying available materials and information according to familiarity with Documentary and with political, economic, military, and social history of period.

11.  Request or recommend pertinent materials available in libraries, private collections, or other Documentary.

12.  Select and edit documents for publication and display, according to knowledge of subject, literary or journalistic expression, and techniques.

13.  Certify the destruction of national and/or agency records as authorized.

14.  Confer with national representatives in the application of records retention standards.

15.  Initiate and oversee records management audits of each department and subsidiary to enforce existing schedules and identify surplus filing equipment needs for budgetary purposes.

16.  Maintain knowledge on latest industry trends and the latest tools and applications

17.  Provide leadership with quarterly performance reports on all Documentary Unit activities and progress.

18.  Prepare, develop and implement a detailed business proposal for the establishment of a film unit at Qatar Foundation.

19.  Manage and/or advise on internal and external Qatar Foundation film production projects as requested.

20.  Develop and manage strategic initiatives that will foster development of understanding of Qatar Foundation through Film, Video, and Audio Visual communications tools.

5. Knowledge, Skills & Experience:

Job Requirements:

Masters Degree in Library Studies/library Science, Political Science, History, Museum Studies with Archival coursework. Bilingual in Arabic and English. Six years of progressively responsible experience in records appraisal, cataloguing and management, and public records and micrographics applications; two years experience in supervisory or managerial capacity; and two years experience processing special collections or manuscripts.

Specific Skills:

Experience processing large complex collections, political collections and creating digital exhibits. Thorough knowledge of the principles, methods, and practices of records management. Comprehensive knowledge of archival theory and practice, and of collection management requirements. Considerable knowledge of government and local standards as they affect public records. Considerable knowledge of micrographics principles, equipment, applications, and management. Comprehensive knowledge of record and document management and retrieval software applications and recordkeeping standards and practices. Demonstrated expertise in the appraisal, processing, and description of a variety of research collection materials. Demonstrated knowledge of MS Access data management applications. Working knowledge of Qatari protocol and state affairs. High level interpersonal and staff management skills. Ability to appraise records for historical, administrative, fiscal, and legal value. Ability to conduct effective records seminars, surveys, and audits. Ability to develop and implement comprehensive retention and disposition schedules. Ability to develop technical manuals, handbooks, guidelines, and special reports. Ability to appraise records for historical, administrative, fiscal, and legal value. Ability to establish and maintain good working relationships with others. Demonstrated high level skills in the indexing and classifying of documents/records. Demonstrated excellence in oral and written communications - ability to write clearly, concisely, and fluently, to tailor descriptions to their purpose and audience, and to edit documents as necessary. Demonstrated experience in contemporary management practices for recordkeeping.