Follow by Email

Wednesday, February 22, 2017

Associate Information Management Officer, P-2. OCHA, Diffa (Niger). Open until 23 February 2017

Posting Title: Associate Information Management Officer (TJO), P2 (Temporary Job Opening)
Job Code Title: ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office: OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS
Duty Station: DIFFA
Posting Period: 09 February 2017 - 23 February 2017
Job Opening Number: 17-Information Management Systems-OCHA-73919-J-Diffa (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                   


Special Notice
• This temporary position is intended to fill the functions of short-term duration for six months, with the possibility of extension. The selected candidate is expected to start as soon as possible.
• The duration of the appointment is subject to the availability of funds.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position.
• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing conditions of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
• Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
• Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

Org. Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Niger, Diffa. The Associate Information Management Officer reports to the Deputy Head of Office. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.

Responsibilities
Within delegated authority, the Associate Information Management Officer may be responsible for the following duties:

•Web Management: Manage content on relevant web platforms, undertake quality control for the platform and ensure content is current, comprehensive and follows relevant metadata standards; work with external counterparts on related web platforms such as agency and cluster websites and ReliefWeb to facilitate cross-site search and interoperability.

•Data Management: Support the design and development and manage the content of databases, spreadsheets and other data tools; understand, document, and ensure the quality of high-value humanitarian data for accuracy, consistency and comparability; support the consolidation of operational information on a regular schedule to support analysis.

•Data Analysis: Support the evaluation and analysis of location specific datasets through meaningful statistical techniques; participate in the development and revision of data standards (e.g. the Humanitarian Exchange Language); understand, document and ensure the quality of high-value humanitarian data for accuracy, consistency and comparability.

•Assessment Analysis: Support assessment and needs analysis activities, including humanitarian needs overviews, secondary data reviews, preliminary scenario definitions and multi-cluster initial rapid assessments; support the management of platforms and tools that support data collection and analysis such as KoBo Toolbox and Open Data Kit (ODK).

•Geographic Information System (GIS) and Mapping: Assist with the maintenance of spatial baseline and operational datasets in accordance with relevant standards and guidance; support the production and updating of high-quality map products and online services; maintain a repository of spatial data and ensure that the data are documented and accessible to all humanitarian partners through local and/or online services.

•Visualization: Assist in the production and updating of information products such as reports, charts and infographics by turning data into graphical products to convey messages and a storyline; develop advocacy materials including posters, presentations and other visual materials.

•Performs other related duties, as required.

Competencies
PROFESSIONALISM: Knowledge of information management and record keeping in electronic media. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
Education
An advanced university degree (Master's degree or equivalent degree) in information management, information systems, social sciences or related field is required. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.

A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience
A minimum of two years of progressively responsible experience in information management, information systems, web management, data management, GIS & mapping, data visualization, or other related area, is required. Information management experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable. Experience in the the region is desirable.

No experience is required for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Languages
French and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in both French and English (oral and written) is required.

Assessment
Evaluation of qualified candidates may include a desk review of the applications, an assessment exercise and/or a competency-based interview.

United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Friday, January 20, 2017

FG IV Archive Officer. European Commission, JRC, Brussels. Open until 31 January 2017


2017-BRU-A3-FGIV-8104 FG IV Archive Officer

Position for:

FG IV Archive Officer

As the science and knowledge service of the Commission, the mission of DG Joint Research Centre is to support EU policies with independent evidence throughout the whole policy cycle.

The JRC is located in 5 Member States (Belgium, Germany, Italy, the Netherlands and Spain). Further information is available at: : https://ec.europa.eu/jrc/

This position is part of DG JRC Institutional History Project (iHiP) and will be located at the DG JRC Inter-institutional, International Relations & Outreach Unit.

The mission of the Unit is to manage DG JRC's relations with its strategic stakeholders in the EU institutions, Member States, Countries Associated with H2020 and international partners. To co-ordinate the Education and Training Actions of the DG JRC, to facilitate open access to DG JRC research infra-structure, to co-ordinate DG JRC's standardisation activities, to raise the profile and reputation of the DG JRC and its activities through the coordination of the JRC communication strategy.

The position relates to the creation of a DG JRC history archive (detection, collection, inventory, archiving of documents, document and records management, digitalisation, EC internal and external information and communication activities and administrative support, etc.) for the purpose of creating an institutional history book of the Directorate-General Joint Research Centre.

The project consists of 3 objectives:

1. Short term: Communication-products for the 60th JRC anniversary activities.

2. Medium term: Streamline and digitise the JRC archive and produce historically correct highlights of the history of the JRC.

3. Longer term: Realise a fully digitised, well organised JRC archive and write an authoritative and scientifically correct history of the JRC.

Qualifications:

Two years of job-related experience is desirable, either at the European Commission or equivalent in archives, document/records management (EC archive rules and standards and recommendations of the International Council on Archives). An MA in archivist studies with a strong background in history is important.

Very good knowledge of English (C1), French, German and Italian both written and oral (B1/B2), high organisational and drafting skills, knowledge about traditions and innovations in the archiving and digitisation sector and extensive experience with scientific and/or public service (history) archives represent an asset.

Directorate

Unit

Strategy and Workprogramme Coordination

Interinstitutional, International Relations & Outreach

Indicative duration

12 months initial contract with possible renewals up to maximum 6 years


JRC Site

Country

Brussels

Belgium


Rules and eligibility

The candidate must be on a valid EPSO reserve list for Function Group IV contract staff or have applied for COM/3/2013/IV via EU CV Online database:

http://ec.europa.eu/civil_service/job/cvonline/index_en.htm

Auxiliary contract staff: https://ec.europa.eu/jrc/en/working-with-us/jobs/temporary-positions/contract-staff-members

Please note that due to the high number of applications received only shortlisted candidates will be contacted.

Please note that applications which have not been updated for 6 months will be deactivated from EU CV Online. Before applying for this vacancy check that your application for COM/3/2013/GFIV is still valid in the database otherwise you might not be considered eligible for this position

Reference Archivist, P-1/P-2. UNESCO, Paris. Open until 30 January 2017

 

Information Management Officer, P-4. UNOG, Geneva. Open until 27 January 2017

Posting Title: INFORMATION MANAGEMENT OFFICER
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: UNITED NATIONS OFFICE AT GENEVA
Duty Station: GENEVA
Posting Period: 29 December 2016 - 27 January 2017
Job Opening Number: 16-Information Management Systems-UNOG-71970-R-Geneva (X)
Staffing Exercise N/A
                       
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    

Special Notice
Extension of appointment is subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures
Org. Setting and Reporting
This extra-budgetary position is located in the Institutional Memory Section, Library, UNOG, Geneva.
Responsibilities
Under the supervision of the Chief, Institutional Memory Section, UN Library at Geneva, and within delegated authority, the incumbent will be responsible for the following duties:

•Plans and directs the Digital Preservation and Access component of the Total Digital Access to the League of Nations Archives project; monitors the progress of this component of the project, ensures compliance with international, UN, UN Library at Geneva and Institutional Memory Section’s standards and guidelines; ensures that this component of the project meets established budget and deadlines as well as technical quality.
•Ensures the availability, performance and security of the Digital Preservation and Archives Management Systems.
•Ensures compatibility and interoperability of the Digital Preservation and Archives systems with the existing UN Library at Geneva systems, including the Discovery tool, as well as with ongoing similar projects implemented by ARMS/UNHQ and by other UN entities.
•Oversees systems continuous development for the Project.
• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization's non-current records and archives and delivery of reference services, archival description and systems management.
• Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
• Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
• Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping and digital preservation system; to plan and develop migration strategies for archival preservation of electronic records,
• Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
• Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware and liaises with ITSD on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the Section's electronic recordkeeping and digital preservation system .
• Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section's holdings; and assures the delivery of records and/or copies.
• Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination.
• Manages information security by enforcing security-classification restrictions; and ensures the physical security and safety of the Organization's records.
• Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
• Develops client outreach strategy and programme and coordinates its implementation.
• Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.
• Performs other duties as assigned.
               
Competencies
               
• PROFESSIONALISM: Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Sound knowledge of metadata standards for libraries and archives. Sound knowledge of digital preservation and related standards. Sound knowledge of digitization workflows and standards. Knowledge of Library discovery tools, preferably Primo. Knowledge of Open Archives Initiative (OAI) harvesting methodologies. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
               
Education
Advanced university degree (Master's degree or equivalent) in archival, information science, information systems, computer science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Certification in project management methodology, preferably Prince2 is desirable.
               
Work Experience
A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area, including at least 5 years of experience at the international level. Experience administering an Archives Management System and managing a Library discovery tool is desirable.
               
Languages
Fluency in both the working languages of the UN Secretariat, English and French, (both oral and written) is required; knowledge of another UN official language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
               
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Annual Meeting of SIO/ICA. Arusha (Tanzania), 8-10 May 2017

If you're interested in archives of International Organizations , you should really consider joining us in Arusha from 8 to 10 of May 2017.


SIO is the Section of International Organizations of the International Council of Archives.Within ICA's general objectives of working for the advancement of archives through international co-operation, SIO aims at:
  • promoting professional and scholarly co-operation and communication between archives and archivists of international organizations;
  • achieving recognition of the existence and value of archive services within international organizations;
  • achieving recognition of the professional status of archivist for the international civil servants in charge of archives, and to assist their basic and continuing training;
  • studying the question of preservation, appraisal and description of archives of international organizations;
  • developing access to archives of international organizations;
  • promoting co-operation with historians and the research community.


Tom Adami and his team of the Mechanism for International Criminal Tribunals (http://www.unmict.org/en) will be our hosts this year. The meeting itself will take place from 08 May until 10 May 2017 at the fantastic new premises of the MICT in Arusha, Tanzania (http://www.unmict.org/specials/arusha-facility/index.html).


We are preparing an exciting meeting with a stimulating one day workshop followed by presentations / speeches from our colleagues . You will meet in Arusha the who is who of archives of International Organizations.


Later this month we will provide a draft agenda and more,information on hotels, etc.


I hope to meet you all in Arusha for a succesful and inspiring meeting.


Gustavo Castaner, SIO/ICA Chair




Not a member of SIO? Join ICA for an annual membership fee of 100 € a year, request membership in our Section and come to Arusha to meet with us!

 



 



 


Monday, January 16, 2017

Associate, Records Management & Archives. EBRD, London

Associate, Records Management & Archives

                            

Posting Date: 12-Jan-2017
Location: London, GB
Company: EBRD
           
Requisition ID1821
Office CountryUnited Kingdom
Office CityLondon
DivisionVP, Human Resources & Corporate Services
Dept. / Bus. GroupInformation Technology
Business UnitRecords Management and Archives
Contract TypeFixed Term
Contract Length2 years
Posting End Date 

The Records Management and Archives (RM&A) team organises and protects the Bank’s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.

Accountabilities & Responsibilities:

  • Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
  • Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
  • Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
  • Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
  • Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
  • Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
  • Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
  • Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
  • Has own area of expertise and/or responsibility which may include the following:
    1. Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
    2. Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
    3. Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
    4. Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
    5. Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
    6. Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
    7. Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications:

  • University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
  • Very good technical knowledge of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Ability to supervise and coach staff
  • Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
  • Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
  • Ability to generate and drive projects, ability to generate new initiatives and to work creatively
  • Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
  • Excellent team player
  • Concern for accuracy and attention to detail
  • Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
  • Ability to work independently, to tackle issues and propose practical solutions
  • Ability to work under pressure and meet deadlines
  • Flexible in working hours and willingness to travel
  • Fluent English, both written and oral.
  • Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential



Please note: this position is a two year fixed term contract.


Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance

Monday, January 9, 2017

Information Management Officer, P-3. UN-OPCW Joint Investigative Mechanism, New York. Open until 16 January 2017


Posting Title: INFORMATION MANAGEMENT OFFICER
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: OFFICE FOR DISARMAMENT AFFAIRS
Duty Station: NEW YORK
Posting Period: 05 January 2017 - 16 January 2017
Job Opening Number: 17-Information Management Systems-ODA-72500-J-New York (T)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    

Special Notice
The selected staff member needs to be released immediately to take up this position.

Notes:

•A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

•Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

•Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

•While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

•The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

•Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

•For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

•The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
               
Org. Setting and Reporting
This position will be located in the Planning and Operations Support Office of the Organisation for the Prohibitions of Chemical Weapons (OPCW) - United Nations (UN) Joint Investigative Mechanism (JIM), established by Security Council resolution 2235 (2015) and its renewal resolution 2319 (2016). This position will be based in New York. JIM is established for a period of one year. This temporary job opening is initially until 16 November 2017, subject to availability of funding. The Information Management Officer reports directly to the Senior administrative Officer. The selected candidate needs to be released immediately to take up this position.
               
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:

• Provides advisory services on document and records management practices including: needs and business process analysis; organization and maintenance of information assets; documents and records preservation; and building solutions architecture, with an emphasis on technological applications.
• Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritization of preservation and description programme requirements.
• Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
• Develops detailed systems, functional specifications and standards for the JIM Document/Records/Content Management System, together with user documentation.
• Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating JIM offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; and performs records appraisal.
• Understands, keeps current with and applies preservation techniques and strategies for JIM records in all media.
• Oversees the design, installation and commissioning of the JIM’s Offices' Local Area Network; drafts specifications and standards for the office covering PCs, peripherals, network equipment/appliances, and connectivity; provides support for the development of technical specifications for procurement of equipment.
• Provides technical advice to users, analyzing users’ requirements, and then translating them into a business solution; proposes and determines application systems integration and linkage issues.
• Maintains, upgrades, and improves existing systems; troubleshoots and provides continuing user support, to include resolving challenging problems, advising on the use of new techniques, monitoring transactions to measure performance and continued effectiveness of assigned systems, etc.
• Handles technical aspects of contract administration, facilitates communication between Information Technology (IT) provider and clients, sustaining good client relations. Serves as coordinator in the development and maintenance of Service Level Agreements (SLA), for specific IT services or general IT support, and always keep in mind of any charge back mechanisms.
               
Competencies
•Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Knowledge of IT systems with adequate skills for leading a team through the installation, maintenance and operation of these systems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to demonstrate conceptual and analytical skills in identifying and assessing issues, formulating options and making conclusions and recommendations.
•Communication: Speaks and writes clearly and effectively; listens to others, understand issues problems from clients/users perspective, correctly interprets messages from others and responds appropriately; asks relevant questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing relevant information and keeping people informed.
•Teamwork: Works collaboratively with colleagues to achieve the goals of the Office; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team goals before personal agenda; supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•Technological Awareness: Keeps abreast of available technology; able to conduct independent research; understands applicability of the technology to the work of the office; actively seeks to apply new technology to address given tasks at hand; shows willingness to learn new technology.
               
Education
Advanced university degree (Master’s degree or equivalent) in information systems, information management or related field. A first-level university degree in combination with 2 additional years of qualifying experience may be accepted in lieu of the advanced university degree.
               
Work Experience
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience in website development, web content management, data/records management, and data visualization is desirable. Knowledge and certification of Sharepoint or other Document/Records Management system is an advantage. Certification in ITIL and Prince2 is desirable. Experience in carrying out programmatic/administrative tasks necessary for the functioning of the Unit/Section, including preparation of cost estimates, budget reporting, and recruitment of staff is desirable.
               
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required. Knowledge of the other is desirable. Knowledge of other UN official language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
               
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
               
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.