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Friday, September 11, 2020

2020 Young Professionals Program Exam: Global Communications, P-2. United Nations. Open until 31 October 2020

 

Posting Title:2020 YPP Exam: Global Communications (for external applicants), P2
Job Code Title:ASSOCIATE PUBLIC INFORMATION OFFICER
Department/Office:Department of Operational Support
Duty Station:NEW YORK; ADDIS ABABA; BANGKOK; BEIRUT; GENEVA; NAIROBI; SANTIAGO; VIENNA; OTHER;
Posting Period:01 September 2020 - 31 October 2020
Job Opening Number:20-Public Information-DOS-138706-E- (G)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

These positions are located primarily in the Department of Global Communications (DGC) and its worldwide network of information centres, as well as in the UN field offices. In addition, a number of other departments such as the Department of Peace Operations, the Department of Political and Peacebuilding Affairs and the Office for the Coordination of Humanitarian Affairs have need for Global Communications expertise. Global Communications Associate Officers typically report to a senior officer, i.e., a unit chief or section chief.

Responsibilities

The Young Professionals Programme examination in Global Communications covers a wide range of topics in the areas of public information and communication (public relations, campaign management, marketing and strategic communications, media monitoring and analysis), information and knowledge management (library, archives and records management), and multimedia production (audio-visual, print, photo, social media).

Some of the key responsibilities of an Associate Officer in Global Communications would be (These duties are generic and may not be carried out by all Global Communications Associate Officers):

• Track, research and analyse information on assigned topics/issues; gather information from diverse sources and help to assess news value and other potential impact, as well as to evaluate the effectiveness of communications campaigns.
• Draft/compile a specific type or types of information products for target audiences, including press releases, media packets and reports, brochures, briefings, video clips, newsletters, websites, social media content, etc.
• Create multimedia products for placement on web-based / social media or other platforms.
• Organize the production, clearance and distribution of information materials.
• Prepare initial drafts and edits of articles or chapters for inclusion in UN newsletters, periodicals, reports and books.
• Identify and propose information and advocacy opportunities, activities and approaches, taking into account the situation/topic and target audience.
• Identify key contacts/constituencies and opportunities for strategic partnerships to facilitate communications efforts and maintain working relationships with the same.
• Organize, or participate in the organization of, conferences, seminars, special events, press briefings, interviews, etc.; prepare briefing materials for senior officials prior to their participation in such events.
Respond to a variety of inquiries and information requests internally and externally; prepare related correspondence and input to reports.
• Research, write, narrate, produce and broadcast scripts, story synopses, news and feature and taped programmes (Radio, TV…) from UN Headquarters and the field including Peacekeeping Missions.
• Cover meetings of the General Assembly and its Main Committees, as well as the Security Council and other major bodies of the United Nations; summarize them, highlighting the most newsworthy elements.
• Monitor and analyse global media coverage of the United Nations, the Secretary-General and/or relevant international issues and events in order to prepare press reviews and analyses for UN officials
Organize, classify, catalogue and preserve print and electronic information resources.
Participate in the development and maintenance of digital libraries, repositories and archives for UN content, including use of current and emerging metadata standards, tools and systems for the capture, maintenance and access to digital files and records, digitization of historical records and indexing functions.
Supervise and undertake archival processing activities, records accession and disposition functions, including records appraisal, by liaising with records-creating offices on the transfer and/or disposal of records and analysing and evaluating records for evidential and informational value in support of records appraisal.
Review a variety of professional sources to evaluate and identify appropriate materials to be added to the library collections and electronic resources subscriptions that meet the information needs of the Organization and its primary clientele (delegates and staff at UN Permanent Missions, UN Secretariat staff); organize, classify and catalogue/create metadata for print and electronic information resources.
Provide targeted knowledge services to internal clients and partner organizations; provide reference assistance and research support to internal and external clients; search and compile information from a variety of online and traditional reference tools, including catalogues, discovery systems, databases, print indexes, etc.; develop and conduct training and instructional programmes in the use of a variety of research tools and online databases.
Develop and maintain online research tools and websites to allow easy access to United Nations information and data sources including document repositories, news feeds, newsletters, audio-visual files, e-conferences and other media; design, develop and populate supporting databases; document standard operating procedures; integrate with existing information systems.
Participate in outreach activities and marketing efforts, in particular via social media, to increase exposure and to highlight products, information resources and knowledge services to clients.
•Participate in the training of internal and external end users about information resources as well as products and services of the Unit.

• Assist in the preparation of the calendar of conferences, meetings or trainings for the current and future years.
• Prepare charts, statistics and reports on the evolution of the activity of his/her unit.
• Monitor the performance of vendors and exchange partners and recommend changes where necessary.
• Supervise General Service staff relating to functions cited above.
• Perform other related duties, as required.

Competencies

• PROFESSIONALISM: 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.

• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• 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.

Education

At least a first-level university degree (i.e., bachelor's degree or an equivalent degree of at least three years) in any of the following Fields of Study:

•Fields of Study (listed under “Arts”): Design, Communication Design, Audio-Visual Arts, Graphic Design, Graphic and Audio-Visual Arts
•Fields of Study (listed under “Business and Administration”): Finance, Management, Management Systems, Marketing, Advertising & Publicity, Public Administration, Public Relations, Administration
•Fields of Study (listed under “Computing”): Computer Graphics, Computer Programming, Information Technology
Fields of Study (listed under “Journalism and Information”): Archival Sciences, Communication Studies, Documentation Techniques, Information Management, Radio and Television Broadcasting, Library, Media studies, Multimedia, Museums and Similar Repositories, Journalism
•Fields of Study (listed under “Humanities”): Native languages, History, Foreign languages and cultures, Foreign languages, Modern history, Area studies, Cultural Studies
•Fields of Study (listed under “Social and Behavioural Science”): Economics, Gender Studies, Human Resources, Human Rights, International Economics, International Relations, International Studies, Development Studies, Sociology, Political Science, Peace and Conflict Studies

Important: when preparing your application in Inspira, please choose the field of study that is closest to your degree, from the "Field of Study" dropdown menu, and write the exact title of the degree (both in its original language and its translation in English or French). Do not select "other" for main course of study or field of study.

Work Experience

No work experience is required. Relevant work experience may be taken into consideration as an additional screening criteria when more than 60 candidates from the same country apply to the same exam area.

Languages

Fluency (speaking, reading, writing, understanding fluently) in one of the working languages of the UN Secretariat, English or French, is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

Assessment

The assessment process is divided into 3 stages:  
1. Screening of applications, 
2. Written examination taken online, 
3. Oral examination.  

Knowledge of UN languages may be tested at any of these stages. 

• Applications will be screened based on the eligibility criteria in this Job Opening.   

 • The written examination will be conducted via an online testing platform.  Candidates convoked for the written examination will be responsible for identifying and securing a location suitable for them to complete the examination (i.e., a computer with a reliable internet connection). Further information regarding the online testing platform and exam preparation guidance will be provided to those convoked for the examination.   

The written examination is planned to be offered in two parts, with the following tentative timeframe (exact dates to be announced on the UN Careers YPP Page):  
• Part I, in early 2021, consists of 1) the General Paper, which assesses written communication and other competencies and abilities critical to success in working in an international affairs context, and 2) first part of the Specialized Paper, multiple choice questions which assess knowledge and attributes relevant to the exam area. 
• Part II (1-2 months after part I) consists of the second part of the Specialized Paper, constructed response items (i.e., open-ended questions) which assess knowledge and attributes relevant to the exam area. Only examinees successful in part one of the online exam will be invited to participate in the second part. 

• Only examinees who are successful in the overall written examination will be invited to the oral examination. The oral examination will be conducted via online video conference.  The oral examination will assess the key competencies for the job family, as described in the Job Opening. Part of the final assessment stage, either before, during or after the oral examination may include an element to verify the candidate’s answers given in the Specialized Paper as well as the information in the Personal History Profile submitted.  The anticipated timeframe for the oral examinations is sometime in Spring/Summer 2021.  

Special Notice

• The purpose of the present Job Opening is to invite applications from external candidates who wish to take the 2020 Young Professionals Programme (YPP) examination in Global Communications. Applicants are strongly encouraged to visit the YPP Careers Page to learn more: careers.un.org/ypp. UN Secretariat staff members who are eligible to apply through the “G to P” or “G to N” track must not apply through this Job Opening. 

Applicants must meet the following eligibility requirements:  
1. Have at least a first level university degree (Bachelor’s degree or at least a three-year equivalent) in the main course of study listed in the Education Section of this Job Opening; 
2. Be 32 years old or younger by the end of this year (born on or after 1 January 1988);  
3. Be fluent in either English or French; and 
4. Have the nationality of a participating Member State. The participating Member States for the 2020 YPP are: 


Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Congo, Cuba, Cyprus, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Gambia, Georgia, Grenada, Guinea-Bissau, Haiti, Iran (Islamic Republic of), Iraq, Israel, Japan, Kazakhstan, Kiribati, Kuwait, Lao People's Democratic Republic, Latvia, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Micronesia (Federated States of), Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Seychelles, Solomon Islands, South Sudan, Sudan, Suriname, Thailand, Timor-Leste, Tonga, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Venezuela (Bolivarian Republic of)

If more than 60 applicants from the same country apply for the same exam area, those applicants will be further screened and ranked according to points given for the following additional qualifications: highest level of education completed, knowledge of official UN languages, and relevant work experience. The “top 60” applicants per country per exam area will be convoked to the first stage of the online exam. A maximum of 40 applicants per country per exam area will move forward from the first stage of the online exam to the second stage, based on exam performance. 

• APPLICANTS MUST SUBMIT SCANNED COPIES OF THE FOLLOWING DOCUMENTS, AS ATTACHMENTS IN THEIR APPLICATIONS, TO BE CONSIDERED. 
1. Passport or a valid identification document issued by a state authority, showing your name, birth date and nationality, including a clear photograph; 
2. Documentation of University degree(s) (e.g., diploma, transcript or similar official document), reflecting the main course of study selected. 

 • Submitting applications for more than one YPP exam in a given year will result in automatic disqualification in all. 

• Success in the YPP exam process will result in placement on a roster of eligible candidates for selection into specific vacancies which may arise over the course of a three-year period (beginning from when the roster is established). 

• Upon selection, successful YPP candidates will be initially appointed at the P-1 or P-2 level depending on their qualifications.  Those appointed at the P-1 level shall be promoted to a position at the P-2 level following a minimum of two years of satisfactory performance and depending on the availability of posts.  

• Applicants should monitor the UN Careers YPP Page (careers.un.org/ypp) frequently. Important notifications and updates will be posted there. 

• Click “apply” to activate the Virtual Assistant or Chatbot, Alba, in Inspira. Alba will answer questions about YPP.

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

Wednesday, September 9, 2020

Information Resources and Services Officer (Records and Archives), NS-2. ADB, Manila. Open until 23 September 2020

 

Information Resources and Services Officer (Records and Archives)

IMPORTANT INFORMATION

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).

OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and nonelectronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.

To view ADB Organizational Chart, please click here.

Job Purpose

The Information Resources and Services Officer (Records and Archives) provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR) and outsourced personnel providing ADB document conversion and microfilming services. The incumbent will report to the designated International Staff and senior National Staff.

Responsibilities

Contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

  • Assists the Unit Head, OAIS-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
  • Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, including outsourcing of services.
  • Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
  • Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
  • Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
  • Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
  • Supervises the development and maintenance of the ADB Archives Gallery.
  • Supervises the development and implementation of the annual records management training/workshop for HQ and field offices staff.
  • Supervises the technical support given by the records and archives group to the Resident Missions, including e-file transmissions of delegated project documents.
  • Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAIS-IR, Director, OAFA and/or Principal Director, Office of Administrative Services.
  • Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with Facilities Planning and Management Unit.
  • Verifies work effectiveness, decorum and punctuality in the team; and provides information for staff performance evaluation.
  • Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of Culture and Talent Division.
  • Provides technical support to ADB's Departmental Files assisting Departmental File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
  • Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
  • Supports the leadership and oversight of ADB's electronic document filing systems.
  • Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
  • Ensures environmental, intellectual, and physical control over ADB's archival collection.
  • Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
  • Performs other duties that may be assigned as reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree in Archives Administration, Library Science, or other information management discipline; preferably with advanced training in archives and records management.
  • At least 8 years of experience in records management and archives
  • Thorough knowledge of archival operations and preservation techniques.
  • Comprehensive knowledge and understanding of international best practices on records management policies and procedures.
  • Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage.
  • Advanced SharePoint knowledge, focused specially on records management features
  • Effective report-writing and communication skills in English.
  • Supervisory experience for a team of 3-4 people
  • Able to work collaboratively with teams as a constructive team member.
  • Strong oral and written communications skills.
  • Please refer to the link for ADB Competency Framework for National Staff Levels 1-2

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.

Contract Agent FGIII, Deputy DMO. EEAS, Brussels. Open until 28 September 2020

 

We are

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the records management and archives policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in line with existing policies. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool for the management of EU restricted documents.

We propose

The position of Document Management Officer (DMO) – Deputy DMO in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

Key responsibilities of the position will in particular entail:

  • contribute to the implementation and follow-up of archiving, document management and related areas in the EEAS, HQ and delegations;
  • assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting;
  • initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents;
  • assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents;
  • develop training modules, materials and procedures concerning data management, the records management and archives policy and related issues;
  • provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot).
  • assist colleagues and services; ensure mentoring and / or coaching; answer to all document management related questions addressed by HQ or delegations to the relevant functional mailboxes;
  • organise and supervise the network of DMO Correspondents at HQ and of DMOs in delegations;
  • report to management on progress and outcomes of administrative activities;
  • provide staff and management with information on procedural issues via Intranet and other channels.

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS)1.
The successful candidate will be offered a contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post
    or
  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
  • have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
  • Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria:

Candidates should:

  • have a very strong knowledge of Document Management (e-Domec framework or similar);
  • have a proven knowledge and understanding of international standards in document and information management;
  • have a very strong experience with document and information management tools;
  • have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
  • be committed to customer service and passionate about promotion of excellent document management practices;

Furthermore:

  • have extensive experience with the corporate recordkeeping tool of the EEAS, ARES;
  • have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;
  • experience in designing and providing training to users both in person and/or remote;
  • experience in document management services of a European Institution or other international organisation
  • a degree in the field of archival, information, library studies or equivalent
    would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal Opportunities

The External Action Service applies an equal opportunities policy.

Application procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to ivan.donadello@eeas.europa.eu(link sends e-mail)

Deadline for applications: 28 September 2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address: https://europa.eu/europass/en/create-europass-cv.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: November 2020

Monday, July 6, 2020

3 Traineeships in the Information Governance Division. ECB, Frankfurt. Open until 15 July 2020

Traineeships in the Information Governance Division

Reference 2020-298-TRA

Type of contract Traineeship

Who can apply EU nationals eligible for our traineeship programme
(https://www.ecb.europa.eu/careers/what-weoffer/
traineeship/html/index.en.html)

Salary The trainee grant is €1,070 per month plus an accommodation
allowance.

Working time Full-time

Place of work Frankfurt am Main, Germany

Closing date for
applications

15 July 2020

Your team
You will be part of the Information Governance Division in the Directorate General Secretariat. Our
Division provides records management and archival services, including managing the ECB’s
document and records management system, and library information services. In addition, the Division
develops, maintains and guides the implementation of information management policies and
procedures and is responsible for related training, maintenance and support.
We are currently devising an Enterprise Information Management strategy and laying the foundations
for a knowledge management programme, which will involve taking a holistic approach to managing
the ECB’s information and knowledge assets.

The Division is seeking to recruit three trainees: two in the Archives and Records Management team
within the Information Governance Policies Section and one in the Library team within the Knowledge Solutions Section.
The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role
 
As a trainee in the Archives and Records Management team you will:
be part of the centralised Archives and Records Management Support Service and be involved
in a wide range of operational tasks related to how information is created, processed, stored
and preserved for future use, in a highly specialised environment;
specify and/or test functional requirements for electronic records management and archives
management/digital preservation systems;
support the quantitative and qualitative monitoring and reporting of information management
practices;
support the implementation of the ECB’s retention policy for paper and digital records;
help to acquire, appraise and describe archival material to meet business and organisational
needs;
contribute to the Division’s information management projects, including digital archiving and
preservation, external collaboration, digitalisation of archival material and the opening of the
ECB’s historical archives to the general public.
help to develop and update the ECB’s information management policies, procedures and
guidance;
help to streamline guidance and raise staff awareness to encourage adherence to the ECB’s
information management policies and procedures.

As a trainee in the Library team you will:
provide reference services and research support, using print and electronic information
resources;
help to provide customised information services to meet business and research needs,
including by scanning relevant publications, searching online databases, monitoring news and
setting up alerts;
help to develop tailored alert services and prepare annotated reading lists on topics related to
the ECB;
promote and raise awareness of available resources and services.
The traineeship offers you an excellent opportunity to gain experience in providing information
services in an institutional environment and to gain insight into various topics related to the ECB’s
activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential:
a bachelor’s degree or higher qualification in information, archives and/or records management
or library studies, or, if your first degree is not in this field, a postgraduate diploma, master’s
degree or higher qualification – or enrolment in a postgraduate course – in any of these
subjects;
a working knowledge of Microsoft Office, in particular Word, Excel, PowerPoint and Outlook;
an awareness of and interest in the role and functioning of the ECB;
an advanced (C1) command of English and an intermediate (B1) command of at least one
other official language of the EU, according to the Common European Framework of Reference
for Languages,
https://www.coe.int/en/web/common-european-framework-reference-languages/table-1-cefr-3
.3-common-reference-levels-global-scale.

Desired:
for the traineeship in the Archives and Records Management team: knowledge of a document
management system such as OpenText Content Server, digital preservation software such as
Preservica, and/or archival cataloguing tools such as Calm and Adlib;
for the traineeship in the Library team: experience in providing library services and knowledge
of library management systems.
You are curious and eager to learn, and want to further develop your ability to analyse complex
information. You are keen to collaborate with others, pursue team goals and learn from other people’s
diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need
for change and propose alternative solutions.

Further Information
Traineeships of six months, extendable up to 12 months in total.

Application and selection process
For further information on how to join us,
http://www.ecb.europa.eu/careers/before-you-apply/html/index.en.html.

Document Management Officer, AST 4. SRB, Brussels. Open until 13 July 2020

SINGLE RESOLUTION BOARD
VACANCY NOTICE
DOCUMENT MANAGEMENT OFFICER (SRB/AST/2020/001)

Type of contract
Temporary agent

Function group and grade
AST4

Duration of contract
3 years (renewable)

Area
SRB Secretariat

Place of employment
Brussels, Belgium

Estimated monthly basic salary
€ 4 315.85

Deadline for applications
13/07/2020 at 12:00, Brussels time

Reserve list valid until
31/12/2020

Probation period
9 months

The SRB
The Single Resolution Board (SRB) is the central resolution authority within the Banking Union (BU). Together with the National Resolution Authorities (NRAs) of participating Member States (MS), it forms the Single Resolution Mechanism (SRM). The SRB works closely with the NRAs, the European Commission (EC), the European Central Bank (ECB), the European Banking Authority (EBA) and National Competent Authorities (NCAs). It contributes to safeguarding financial stability.
Its mission is to ensure an orderly resolution of failing banks with minimum impact on the real economy and on public finances of the participating Member States and beyond. Therefore, the SRB is granted with specific tasks and responsibilities to prepare for, and carry out, the resolution of banks that are failing or likely to fail.
The SRB is also responsible for managing the Single Resolution Fund, as established by the SRM Regulation, to ensure that medium-term funding support is available while a bank is being restructured and/or resolved.
The SRB is a self-financed agency of the European Union.

The job
The SRB is organising a call for expressions of interest with a view to establishing a reserve list of Temporary Agents for the position of Document Management Officer.

1. Profile
The Document Management Officer will work under the supervision of the Head of Unit of the SRB Secretariat, who reports to the SRB Chair, with the overall objective for supporting the institutional information and knowledge management. The Document Management Officer will constitute a centralised function for establishing and maintaining sound and consistent document management and records retention practices. He/she will also contribute to the safe handling and processing of confidential information. In particular, the jobholder will put in place policies, procedures and tools in the above referred domains, and monitor their implementation centrally within the SRB. Moreover, he/she will provide day-to-day guidance to the SRB business areas and coordinate the use of document and records management systems.

1.1 Tasks
The jobholder will be asked to perform the following job specific tasks:
 Contribute to the development and maintenance of policies and procedures for the SRB’s document management and records retention, as well as for protection of confidential information;
 Assist the SRB staff and business areas in the implementation of policies and procedures in the above mentioned domains;
 Work together with other relevant support functions (e.g. IT) to establish and maintain effective electronic document and records management systems, as well as physical archiving services;
 Provide advice, training and support to the SRB business areas on all aspects of document management and retention, as well as on protection of confidential information;
 Provide access to archived information when requested and necessary;
 Establish and maintain robust knowledge management practices (e.g. a physical library, Unit Intranet Section, databases);
 Represent the SRB and liaise on behalf of SRB with comparable institutions in networks and information exchanges related to document management ;
 Carry out any other tasks requested by line management in the interest of the service.

Qualifications and Other requirements

2. Eligibility criteria
Only complete applications registered via EU CV ONLINE and before the deadline for applications as mentioned in this document will be considered. Applications must include a motivation letter and a CV, both submitted in English to be considered; applications received in other languages than English will not be considered eligible.

2.1 General conditions
By the closing date of this call candidates must:
 be nationals of a Member State of the European Union;
 enjoy their full rights as citizens1;
 have fulfilled any obligations imposed by national laws concerning military service;
 meet the character requirements for the duties involved;
 be physically fit to perform their duties2.

2.2 Education
a) a level of post-secondary education attested by a diploma;
OR
b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.
Candidates must indicate in their applications the official graduation dates for all the diplomas they have obtained.
Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In case of qualifications issued by authorities outside EU Member States, the proof of recognition of equivalence by the relevant EU Member State authorities must be specifically mentioned in the online application form under `Additional information’.

2.3 Experience
Candidates must have, at the closing date for applications, professional experience of at least nine (9) years3 (acquired after the education referred to in Section 2.2 Education) in a field relevant to this position.

2.4 Language skills
As the predominant working language of the SRB is English, candidates must have an excellent command of spoken and written English (note: native English speakers will be required to demonstrate the ability to work in a second EU language at interview stage).

1 Prior to the appointment, the successful candidate will be asked to provide a certificate of good conduct, confirming the absence of any criminal record.
2 Before taking up his/her duties, the successful candidate will undergo a medical examination by one of the institutions’ medical officers.
3 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to the profile in question. Only duly documented professional activity (i.e. remunerated employment or self-employment) is taken into account. Part-time work will be considered in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account. Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once (e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period of the former).

Candidates must also have a satisfactory knowledge of another official language of the European Union4 to the extent necessary for the performance of his/her duties.

3 Selection criteria

Essential
3.1 Specific experience
 Suitability to perform the tasks described in Section 1.1;
 After obtaining the qualifications mentioned in Section 2.2 specified above, out of the nine (9) years of professional experience indicated in Section 2.3, candidates must have acquired at least six (6) years of professional experience in the area of document management and retention;
 Proven operational experience in drafting and implementing rules on data classification, access rights, document registration, filing and retention of documents, etc., using document management technologies;
 Operational experience in monitoring documents’ lifecycle and handling confidential information, taking into account information security and protection of personal data.

3.2 General competences
 Excellent analytical and problem-solving skills and ability to think creatively;
 Very good organisational skills and very good command of office equipment and applications (e.g. word processing, spreadsheets, presentations, electronic communication, internet, etc.), especially document management systems;
 Ability to maintain accuracy and speed while working under pressure.

Advantageous
 Experience of working in multicultural organisations;
 Proven experience in document management policies and practices at EU or national level;
 Formal education and/or professional training relevant to the position.

4 Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, Swedish.

The selection process
4. How to apply
Candidates must apply through the EU CV Online system5 via this link:
https://ec.europa.eu/dgs/personnel_administration/open_applications/CV_Cand/index.cfm?fuseaction=premierAcces
Before applying, candidates should carefully check whether they meet all the eligibility criteria.
To be able to apply online via the EU CV online database, candidates must first create an account or sign in to an existing account. If not done already, candidates must first fill in the electronic CV, write the motivation letter and apply to the call for expressions of interest.
Applications shall be made in English to be considered.
It is the sole responsibility of each applicant to complete ALL relevant fields of his/her online application and to submit it before the deadline for submission. All technical questions concerning EU CV online must be sent through the Contact page of EU CV online.
It is strongly advised not to wait until the last few days before the deadline for applying, since heavy internet traffic or connection difficulties could lead to problems.
Once the deadline has passed, candidates will no longer be able to register.
Deadline for applications: 13/07/2020 at midday (12:00 Brussels time).
No supporting documents are required at this stage – these will be required at a later stage.
On completion of the online registration, candidates will receive on screen a registration number, which they must note. This will be the reference number of the candidate in all matters concerning his/her application. If the candidate does not receive a number, the application has not been registered.
After a correct submission of an application, candidates will receive an automated acknowledgement of receipt of their application to the email account indicated in their application. It is the candidate’s responsibility to verify that he/she provided the correct e-mail address.
Candidates are invited to indicate any special arrangements that may be required if invited to attend the assessment.
If the candidate requires more information, he/she will have to send an e-mail to SRB-RECRUITMENT@srb.europa.eu.

5 EU CV Online is the tool used by the European Commission for recruitment of staff on temporary basis.

5. Steps of the selection procedure
5.1 Admission to the selection procedure
After the deadline for online registration, the Selection Panel will verify the submitted applications against the eligibility criteria described in Section 2 “Eligibility criteria”. Applications satisfying these conditions will then be assessed against the “Selection criteria” under Section 3.

5.2 Assessment of the eligible applications
The Selection Panel will analyse the motivation letters and CVs of eligible applicants with reference to:
 The Selection Criteria (“Essential” and “Advantageous”)
 The overall assessment of the quality & suitability of the application based on the requirements of the post.
Upon completion of the assessment, the Selection Panel will establish a shortlist of candidates best matching the needs of the Agency for the functions and duties mentioned in this vacancy notice and non-retained candidates will be notified of the status of their application.

5.3 Invitation to assessment phase
Following the evaluation of the applications, the most suitable candidates for the post will be invited to an assessment, which will be held in Brussels.
Details of the time, date and address of the assessment will be communicated to candidates in due time.

5.4 The assessment phase
An interview and a written test, and/or other tests with the Selection Panel will enable it to carry out an assessment of the candidate according to the “Selection criteria” described in Section 3.
The assessment phase will be conducted in English.

5.5 Verification of documents and scrutiny
The candidates' applications will be checked against supporting documents provided in order to confirm the accuracy and eligibility of the application.
The candidate will be disqualified from the selection process if at any stage of the procedure it is established that the information provided in the application has been knowingly falsified or incorrect.
You will also be disqualified if you:
 do not meet all the eligibility criteria;
7
 do not provide all the required supporting documents.

5.6 Reserve list
The Selection Panel will place the most suitable eligible candidates on a draft reserve list. This draft will be submitted to the Chair of the SRB for approval. The adopted reserve list will be valid until 31/12/2020. The validity of the reserve list may be extended by decision of the Chair of the Board.
Candidates should note that inclusion on a reserve list does not imply any entitlement to employment in the SRB.
Prior to being offered a post, candidates on a reserve list may be required to undergo further evaluation by the SRB (e.g. including a further interview).

Other important information
6. General information
 
6.1 Equal opportunities
The SRB applies a policy of equal opportunities and accepts applications without discrimination on the ground of sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

6.2 Selection Panel
A Selection Panel will be appointed for this selection procedure and will be composed of at least 3 members (and alternates), including a member designated by the Staff Committee of the SRB.
The names of the Selection Panel members will be communicated to the shortlisted candidates in the invitation letter to their assessment.
Under no circumstances should candidates approach the Selection Panel, either directly or indirectly, concerning the selection procedure. The Selection Panel’s internal proceedings are strictly confidential and any contact with its members is strictly forbidden. The Chair of SRB reserves the right to disqualify any candidate who disregards these instructions.

6.3 Approximate timetable
The selection process may take some months to be completed; no information will be released during this period.

6.4 Appointment and conditions of employment
On the basis of the reserve list, successful candidates may be offered a contract as a Temporary Agent, AST4, in accordance with the SRB’s Implementing Provisions on the employment of Temporary staff under Article 2f of the Conditions of employment of other servants of the European Union for an initial period of 3 years (including a probationary period of nine months).
The contract may be renewed for a further period of three years. After the second period, the contract may be renewed for an indefinite period.
The place of employment is Brussels (Belgium), where the SRB has its premises.
Temporary Agents will be required to demonstrate before their first promotion the ability to work in a third official language of the EU.

6.5 Remuneration
Successful candidates who are offered a contract of employment will, on entry into service, be placed in step 1 or step 2 of the relevant grade, according to the length of their professional experience. The basic monthly salaries for grade AST4, as at 1 July 2019 in Brussels, are:
 Step 1: € 4 315.85
 Step 2: € 4 497.20
In addition to the basic salary, staff members may be entitled to various allowances depending on their personal situation, such as expatriation allowance, household allowance, dependent child allowance, education allowance, etc. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.

6.6 Protection of personal data
The purpose of processing the data submitted by candidates is to evaluate applications in view of possible recruitment at the SRB. The personal information requested by the SRB from candidates will be processed as required by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (Official Journal of the European Union, L 295 of 21 November 2018). This applies in particular to the confidentiality and security of such data. In this regard, please see the Privacy statement.

6.7 Appeal procedure
Pursuant to Article 90(2) of the Staff Regulations of Officials of the European Union, any candidate may submit to the SRB a complaint against an act adversely affecting him/her. Any such complaint should be made to:
SRB Single Resolution Board
For the attention of the Chair of the SRB
Selection procedure: Ref. SRB/AST/2020/001
Treurenberg 22
B-1049 Brussels
BELGIUM

The complaint must be lodged within 3 months from the date on which the candidate is notified of the act adversely affecting him/her.
Should the complaint be rejected, the candidate may request judicial review of the act adversely affecting him/her pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations, before:

The General Court
Rue du Fort Niedergrünewald
L-2925 Luxembourg
LUXEMBOURG
http://curia.europa.eu/jcms/jcms/Jo1_6308/
Any citizen of the European Union or any natural or legal person residing in a Member State may direct a complaint concerning instances of maladministration to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union:

The European Ombudsman
1 avenue du Président Robert Schuman
CS 30403
F-67001 Strasbourg Cedex
FRANCE
http://www.ombudsman.europa.eu/start.faces
Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 90 and 91 of the Staff Regulations for lodging complaints or submitting an appeal before the European Union Civil Service Tribunal according to Article 270 of the Treaty on the Functioning of the European Union.