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Wednesday, November 25, 2020

Senior Archives Assistant, G-5. UNHCR, Geneva. Open until 1 December 2020


Snr Archives Assistant




Geneva, Switzerland


Salary Grade



Hardship Level



Family Location Type



Procedures and Eligibility

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).


Duties and Qualifications

Senior Archives Assistant



Records and Archives Section (RAS) is responsible for ensuring that the Organization's records are   managed through their life cycle in accordance with international standards and UN regulations, as a foundation for the governance and accountability of the organization. RAS makes the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities. Also, RAS provides information to meet the research needs of the persons of concern to UNHCR, UNHCR Staff and stakeholder, the scholarly community, and the general public.

The Senior Archives Assistant functions under direct supervision of a professional Archivist who provides regular guidance and advice. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues.





- UNHCR records are transferred to RAS, stored, organized, disposed, preserved, protected and accessed according to UNHCR Records and Archives procedures and guidelines in the established recordkeeping and archival systems and facilities.



- Proactively guide and assist units, offices and working groups to implement filing structures compliant with UNHCR standards and adapted to their needs.

- Implement UNHCR Records and Archives procedures and guidelines.

- Monitor digital and physical records centres and archival repositories.

- Maintain access and permissions of electronic filing systems.

- Support and train users.

- Arrange digital and physical spaces.

- Monitor compliance with recordkeeping procedures and guidelines and take necessary actions to correct errors.

- Produce accurate inventories of physical records transferred to Archives.

- Apply records schedules to electronic and physical records.

- Manage transfers of records from UNHCR units and offices.

- Maintain electronic and physical repositories in good order and use the space efficiently.

- Take the necessary actions to ensure the integrity and  security of files in the repositories

- Search for and provide information to users and researchers in accordance with UNHCR access policy.

- Prepare files for researchers.

- Monitor the research room.

- Digitize records and archives for preservation and dissemination when requested by the Archivist.

- Facilitate digital access to physical records in the Archives.

- Coordinate with archival and logistics service providers.

- Perform other relevant duties as required.



- Correct errors in recordkeeping systems.

- Search for, access and view all type of materials in the recordkeeping systems and within the Archives.

- Withdraw or redact confidential materials, under the instructions from the Archivist.

- Manage access and permissions in UNHCR recordkeeping systems.

- Prepare records for destruction.

- Access and process transfers of documents.

- Retrieve and provide files to internal researchers.

- Capture specified significant records for maintenance in recordkeeping systems and archival repositories.



2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

- Experience using digital recordkeeping systems.

- Fluency in English.



- Training in Archives and/or Records Management.

- Fluency in French.


Position Competencies

C001L2 - Accountability Level 2

C002L2 - Teamwork & Collaboration Level 2

C003L2 - Communication Level 2

C004L2 - Commitment to Continuous Learning Level 2

C005L2 - Client & Result Orientation Level 2

C006L2 - Organizational Awareness Level 2

X005L2 - Planning and Organizing Level 2

X008L2 - Stakeholder Management Level 2

X009L2 - Change Capability and Adaptability Level 2


Language Requirements

Knowledge of English is Essential, and knowledge of French is Desirable.


Additional  Information

Candidates will be required to sit a test for this Job Opening.


Closing Date

Closing date for submissions or applications is 01 December 2020.

Document Management Officer, AST 3. EUI, Florence. Open until 30 November 2020


The European University Institute (EUI), based in Florence, Italy

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)


Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,


The Institute also hosts the Historical Archives of the

European Union.

More on our Institution:


Our Unit

The mission of the Real Estate and Facilities Service (REFS) is

to offer to the community of users and to all visitors the optimal

work and life environment for the duration of their stay at the EUI.

The REFS manages the overall infrastructure of the EUI Campus. It

operates and maintains all of the Institute's buildings and their

services, developing them and implementing plans for sustainable


The service takes care of the day-to-day running of the EUI, managing canteens, the crèche,

housing service, postal service, welcome service, ordinary maintenance and site security.

Other areas which come under the remit of the Real Estate and Facilities Service are the

central filing and protocol office, the organisation of conference and seminar rooms, the

management of audio-visual equipment, document reproduction and printing, environmental

services, the purchase office and translation work.



cf. Annex II


Your Key Responsibilities

The Real Estate and Facilities Service (REFS) is looking for a

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

tools and systems for document and records management (RM),

and providing information services to EUI services and departments.

This is a substantially reshaped and strategic role focused on developing and managing the

document and records management policies of the EUI.


Level of Expertise:

 In-depth knowledge of applicable rules regarding records management (retention,

archiving) and applicable data protection regulations;

 Identifying, examining, and evaluating major publications and trends in the records

management profession with particular regard to activities in EU institutions;

 Regularly assessing the EUI document management policies, by investigating on security

classification schemes and by testing audit trails.


Technological awareness:

 Understanding applicability and limitation of technology to the work of records


 Actively applying technology to appropriate tasks; being open to learn new technologies;

 Liaising with EUI ICT service and external (IT) companies in order to secure system



Policy/ Strategy Making:

 Developing and maintaining document management policies;

 Cooperating with the administrative staff in organising and maintaining the EUI central

archives in accordance with existing rules and standards applicable to the EUI;

 Implementing rules and procedures concerning registration, filing, archiving and retention

of documents and files;

 Managing the various electronic document management systems in place at the EUI;

 Leading strategic discussions and working groups with regard to the EUI RM programme;

 Facilitating administrative staff‘s access to EUI electronic document management

systems, and leading the transition towards digital and digitised archives;

 Participating actively in the relevant working groups.



 Providing advice and organising workshops to ensure knowledge of and compliance with

the EUI records management programme;

 Developing and maintaining the contents of the EUI RM programme web pages;

 Liaising with staff of EUI services and departments to ensure the EUI documents are

managed in a secure way;

 Participating in and contributing to the profession through external training and

networking activities.


Level of autonomy and accountability:

 Working with a high level of autonomy; accountable for the work of others;

 Reporting directly to the REFS Director.


Role in administrative processes:

 Managing the document and records management policies of the EUI;

 Taking into account relevant provisions on information security and protection of personal

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

 Managing the EUI records and archives management systems and applications;

 Working with and providing hands-on training to staff to ensure the information is

managed and retained in an appropriate and secure way;

 Providing support and assistance on all document management-related questions to

administrative and academic staff.


People management:

 Supervising project staff, contractors, external collaborators and trainees;

 Providing regular training for EUI administrative services and academic units, in particular

all users involved in document and records management;

 Conducting evaluation of the training provided;


Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.


Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.


Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results


Competencies specific to the unit and the role include the


 Organizational skills for own and others’ work and ability to meet deadlines and to set


 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.


What We Offer

 A role in an inspiring community of young scholars with an

exclusive focus on doctoral and post-doctoral studies;

 A world-class research library, the Historical Archives of the

European Union, and many other excellent research


 Language courses and soft skills trainings;

 Access to all EUI facilities: library, crèche, cafeteria, gym,

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

 A healthy work-life balance in a family-friendly environment.


How To Apply

Applications must be submitted electronically using the V/AD/REF/1/2020 online application

form available at


Before completing the online application form you are invited to read ANNEXES I

& II that represent an integral part of this vacancy notice.


Annex I – Eligibility and Selection Criteria



On the closing date for online applications, you must fulfil all the following general

and specific conditions:


1. General conditions

 Being a national of a Member State of the European Union;

 Enjoying full rights as a citizen attested by a recent extract from judicial records and/or

certificate of good conduct proving no previous conviction for a criminal or

administrative offence that could call into question his/her suitability for performing

the duties of the post;

 Having fulfilled any obligations imposed by the laws on military service;

 Being physically fit to perform the duties.


2. Specific conditions

2.1 Education (Qualifications)

A level of post-secondary education attested by a diploma, or

a level of secondary education attested by a diploma giving access to higher education,

and appropriate professional experience of at least three years. This professional

experience will be considered part of the educational qualification and will not be taken

into account in the required numbers of professional experience under 2.2.2.

2.2. Professional experience2

By the deadline for applications, and in addition to the qualifications required above, you

must have at least three years of relevant professional experience gained after obtaining

the diploma required under 2.1.

2.3 Knowledge of Languages3

 Main language: have a thorough knowledge of one official language of the European

Union; and

 Second language: a satisfactory knowledge of another official language of the

European Union to the extent necessary for the performance of the duties.



2 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or selfemployment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account.

Completed and remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once.

3 Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a thirdEU language.





 University degree in Archives Science and/or Records Management;

 At least 3 years of relevant work experience in document, records or archives

management programmes, including the use of dedicated systems;

 Experience with IT tools applied to document, records and archives management;

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal


 Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).


 Proven ability to work as part of a multinational and multidisciplinary team in an

international environment;

 Experience working with European Union institutions or in a university or research


 Knowledge of additional languages of the European Union.

Assistant, Information Management Support Service, B-3. NATO HQ, Brussels. Open until 27 November 2020




DIVISION: International Military Staff

Office of the Executive Coordinator

Information Management Support Service (IMSS)

TITLE: Assistant (IMSS)



Please note that the competition for this post will be conducted on-line and is

tentatively scheduled to be completed in the first half of February 2021, pending the

evolution of the ongoing COVID-19 crisis. This competition will also serve as a

basis to compile a reserve list for multiple vacancies that will become available in

the near future as a result of an ongoing restructuring of the IMSS.


1.       Post Context. An Assistant post in the IMSS.


2. Principal Duties May Include:

Information Support and Archives

 Control Military Committee (MC) and Military Committee Memoranda (MCM)

documents prior to signature by the Director General IMS (DGIMS) to ensure

continuity, coherence, and adherence to protocol and layout;

 Monitor quality, layout, and classification of documents and associated metadata to

conform to NATO/MC/IMS standards;

 Update IMSS systems (e.g. NATO Docs, Asset Management Tool, MC Interaction

System (MCIS), SharePoint Portal, Tasker Tracker Enterprise, etc.) with all the

relevant control data and metadata in accordance with all applicable IMS procedures;

 Conduct updating, destruction, downgrading and declassification of

documents/information, media and other material;

 Assist in the provision of professional guidance and advice with regard to Information

Management and Security of Information policies, directives and procedures;

 Assist the MC/IMS NCA Control Officer or Deputy Control Officer;

 Assist in the execution of inspections and spot-checks on NATO accountable

information and material (physical and digital formats);

 Assist in maintaining up-to-date access lists and specimen signatures of personnel

authorised to collect classified information;

 Assist in the archival of Summit, Ministerial, NAC and MC meeting records of political

and historical value.

 Identify, prepare documents for downgrading by content and examine the identified

information against the NATO exemptions;

 Prepare and list all information with permanent value earmarked for public disclosure;

 Assist in the research and retrieval of stored documentation upon request;

 Assist in the maintenance of filing systems and archives.

Information Processing

 Act as Information Controlling Processor, responsible for the verification of all

received information and for checking all official registered information in the EDRMS

(NATODocs), on their content and metadata;

 Responsible for the timely registration and distribution of all officially received

information following the life-cycle best practices;

 Update IMS Information and Knowledge Management systems with all relevant data

following the applicable IMS procedures;

 Assist in the creation of Distribution Lists and Access Control Lists ;

 Assist in managing the IMS references in the NATO Reference Generator;

 Update the cryptographic system ‘Pemheart’ on a monthly basis;

 Assist in the maintenance of filing systems and archives;

 Assist in the provision of professional guidance and advice with regard to Information

Management as directed in the NATO Information Management Policy and NATO

Security Policy;

 Distribute all incoming external messages.

3. Special Requirements and Additional Duties. The incumbent may be required to:

 Perform additional related duties, albeit in a different organisational element to which

the individual normally works;

 Provide or support training to the staff of the section on the daily working procedures

and handling of document management systems;

 May be called upon to provide support in the training of IMS IM processes;

 Travel both within and outside of NATO boundaries;

 Attend as directed additional training and specialised courses relevant to the

aforementioned duties;

 Perform a role in the IMS Crisis Management Organisation during exercises and in

times of tension, crisis and war;

 Provide courier services;

 Work irregular hours and perform overtime whenever necessary.


4. Essential Qualifications.


 A minimum of three years of experience in the handling of NATO documentation and

information management systems;

 Knowledge of NATO’s structure, information management, and NATO security


 Knowledge of ICT systems, current office software packages and their application to

document processing, record keeping and information sharing.

Education/Training. Higher secondary education or equivalent (ISCED level 3,

category 35 subcategories 3/4)

Languages. Candidates must have a very good level of spoken and written English.

The working language in the IMS is English and therefore candidates will be required

to pass a one-hour multiple-choice computer-based test in English at the required

level as well as to demonstrate their abilities in the written test and interview.

Computer Literacy. Use of MS-Office applications in crucial to the effective and

successful execution of daily duties. Good working user experience with Word,

Outlook, Excel, PowerPoint, SharePoint and web applications.


5. Desirable Qualifications.


 Good working experience with Microsoft SharePoint.


 NATO Security Course (if not held, it will be provided upon joining);

 NATO IKM Course (if not held, it will be provided upon joining).

 Non-specified training that will allow the incumbent to remain current or gain new

skills associated with existing or emerging requirements of the post.

Languages. An elementary level of French.


6. Personal Attributes. High level of competency in judgement, flexibility, initiative, tact,

diplomacy, team culture, client focus and good communication skills. Be able to perform

tasks with little guidance or supervision.

 Candidates must demonstrate the following competencies:

o Clarity and Accuracy: Checks own work;

o Customer Service Orientation: Takes personal responsibility for correcting


o Empathy: Listens actively;

o Flexibility : Acts with flexibility;

o Initiative: Is decisive in a time-sensitive situation;

o Organizational Awareness: Understands the Organisation’s structure;

o Teamwork: Expresses positive attitudes and expectations of team or team



7. Professional Contacts. Regular professional contact at the level of Staff Officers,

Executive Officers, and Registry Staff with IMS authorities and agencies, Military

Representatives (MilReps), International Staff, other HQs/Commands, Ministries of

Defence, Embassies, and NATO Liaison Offices.


8. Contribution to the Objectives. Actively contribute to the fulfilment of the

objectives of the Section by:

 processing, controlling, preserving and safeguarding/protecting highly classified and

other valuable current and historical information and assuring an effective and

efficient flow of this material to and from the IMS and the MC;

 processing information in accordance with the existing Public Disclosure policy and

advising senior management on the public disclosure of that information in order to

improve NATO’s transparency.


9. Remarks.

 Security Clearance – NATO SECRET (up to a maximum of COSMIC TOP

SECRET/ATOMAL (CTS/A) if not currently held, the incumbent must be eligible for

this level of clearance).

 Work Environment – Normal office environment.


10. How to apply.

Applications must be submitted by 27 November 2020 (23:59 Brussels time) using one of

the following links, as applicable:

 For NATO civilian staff members only: please apply via the internal recruitment portal

(for more information, please contact your local Civilian HR Manager);

 For all other applications:

Applications are automatically acknowledged within one working day after submission. In

the absence of an acknowledgement please make sure the submission process is

completed, or, resubmit the application.


11. Additional Information.

The successful applicant will be offered a three-year definite duration contract which may

be renewed. If the successful candidate is seconded from a national administration, public

institution or the armed forces of a NATO member state, he/she will be offered a three-year

definite duration contract which may be renewed for a further period of up to three years.

The maximum time of service in post for seconded staff is six years. Serving NATO

international civilian personnel will be offered a contract in accordance with the NATO

Civilian Personnel Regulations.

Appointment will be subject to the deliverance of the appropriate security clearance (up to a

maximum of CTS/A) by the national authorities and approval of the medical file by the NATO

Medical Adviser.

A written test will be held as part of the selection procedure.

Applicants who meet the necessary requirements and who prove to be competent for the

post but who are not successful in this particular competition, will be placed on a reserve list

to be considered for posts of a similar nature which will become vacant in the near future

following the restructuring of IMSS.

NATO as an employer values diverse backgrounds and perspectives and is committed to

recruiting and retaining a diverse and talented workforce. NATO welcomes applications of

nationals from all Member States and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values

commitment to the principles of integrity, transparency and accountability in accordance with

international norms and practices established for the defence and related security sector.

Selected candidates are expected to be role models of integrity, and to promote good

governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone

or e-mail enquiries cannot be dealt with.

The nature of this position may require the staff member at times to be called upon to travel

for work and/or to work outside normal office hours.

The IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in

working opportunities regardless of sex, race or ethnic origin, religion, disability, age or

sexual orientation.

The IMS is a non-smoking environment.

Information Management Specialist - Records Manager. WTO, Geneva. Open until 26 November 2020


Vacancy Notice No.: EXT/F/20-55
Title: Information Management Specialist - Records Manager
Grade: 6
Contract Type: Fixed-term
Starting Salary: CHF 84,440 net per annum (approximate)
Issued On: 29 October 2020

Application Deadline: 26 November 2020
Division:   Knowledge Management, Information Management, Academic Cooperation and WTO Chairs' Programme

Duration:  Two years with the possibility of extension  
In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations.
The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave.
Additional information on the compensation package is provided on the WTO website:

The Secretariat of the WTO is seeking to fill a position of Information Management Specialist - Records Manager in the Records and Archives Management Section of the Knowledge and Information Management, Academic Outreach and WTO Chairs Programme Division.

The Division develops and coordinates WTO knowledge and information management policies and is responsible for academic outreach activities with universities and the WTO Chairs Programme. The Records and Archives Management Section is in charge of the custody and control of Secretariat records and informational assets, in both paper and electronic formats, by leading their management, access, retention, storage, preservation and disposition, with the purpose of protecting them as evidences of actions and of ensuring accountability to present and future users.

General Functions

Under the supervision of the Chief of the Records and Archives Management Section, the incumbent will work in the deployment and maintenance of the WTO electronic document and records management system (EDRMS). The incumbent will perform the following functions:

1. Develop, implement and maintain tools to manage active and semiactive records, such as classification plans, retention schedules and controlled vocabularies, based on international standards and best practices.

2. In line with the overall Divisional Knowledge Management mandate and workplan, and in accordance with the Records and Archives Management Strategy, participate in the implementation of the EDRMS in compliance with records management best practices, including: mapping and analysis of records and information processes, optimization of workflows, and refining, indexing and migration of records to the new EDRMS.

3. Contribute to drafting and implementing records and archives management guidelines and procedures, such as metadata schemas, digitization guidelines, transfer of custody or digital preservation.

4. Liaise with relevant stakeholders of Knowledge Management policies and strategies; mobilize and keep engaged knowledge and information management focal points, particularly by ensuring organizational understanding of the interrelationship between records and business processes, providing training to staff on how best to access, use and share WTO information resources and knowledge through the records management systems and the knowledge management portal when required.

5. Manage the central repository of active and semiactive records. Prepare lists for the disposition of records not qualified for permanent preservation in accordance with the approved retention schedules.

6. With infographics and other visualization tools, support promotion and information campaigns on knowledge management, including the design and preparation of customized presentations and messages, as well as collaborating with other Divisional staff in the dissemination of information and knowledge resources.


Advanced university degree in information science, knowledge management, archival science or records management. Alternatively a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.

Knowledge and skills:

Technical knowledge and skills:

Knowledge of and demonstrated professional experience in developing tools for the management of active and semi active records according to internationally recognized standards.
Knowledge and demonstrated experience of state-of-the art electronic records and archives management systems. Knowledge of trusted digital repositories would be an asset.
Excellent command and use of IT (Information Technology) tools relevant to information management and retrieval. Knowledge of programming languages would be an asset.
Proficiency in MS suite of applications (e.g. Word, Excel, PowerPoint, Access, etc.).

Behavioural skills:

Solid organizational skills. Ability to work under pressure and meet tight deadlines.
Excellent communication and presentation skills including the ability to relay technical information in simple language.
Ability to come up with creative solutions to solve problems.
Excellent interpersonal skills: ability to work as part of a team in a multicultural environment; tact and discretion; contribute to the collective good of the Division; work well as a member of a team, while also capable of working independently to complete his/her assignments.
Work Experience:

A minimum of two years of relevant experience. Experience gained in intergovernmental organizations would be an asset.


Excellent command of English, both oral and written, is required. A good working knowledge of French or Spanish would be an asset.

Additional Information:

Only applications from nationals of WTO Members will be accepted.

For WTO staff members on fixed-term or regular contracts, only those who have spent minimum two years on their current post are normally considered eligible to apply, as per administrative memorandum 976 paragraph 46.

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks.

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.



Please note that all candidates must complete an online application form.
To apply, please visit the WTO's E-Recruitment website at: The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the
closing date - Geneva (Switzerland) time - stated in the vacancy announcement.

Friday, November 20, 2020

Digital Reading Room Consultant (Records and Archives). UNHCR, Geneva. Open until 22 November 2020

Terms of Reference

Digital Reading Room Consultant (Records and Archives)

Records and Archives,

Division of External Relations (DER)

Title: Digital Reading Room Consultant (Records and Archives)

Duty Station: Home-based due to Covid-19

Duration: Starting immediately, for a period of maximum 3 months, starting December 2020

Contract Type: UNHCR Individual Consultant

Closing date: 22 November 2020

Organisational context

Based within the Division of External Relations, UNHCR Records and Archives’ (RAS) holdings contain information from the founding of the Organization in 1950 to the present day in both paper and digital format. RAS Digital information is held in both the UNHCR EDRMS (Open Text ECM system) and a Digital Preservation System (Arkivum). The point of access to UNHCR Archives is the online catalogue which provides access to the records held in the Archives at Headquarters. Due to COVID19 and the general increase in demand for remote access to digital or digitised files, UNHCR is looking for a consultant to review and present tools and solutions for a Digital Reading Room (DRR).

 The consultant will work under the general supervision of the RAS Chief of Section and in close

collaboration with the reference and the digital archivists and will be tasked to identify tools and

solutions for the above.

UNHCR Digital Reading Room

UNHCR Digital Reading Room should be an online platform/portal which will allow archivists to

securely share content with researchers online. Researchers will have access to select, request, and

consult digital documents online. Archivists will be able to review, redact and share securely the

material with researchers. Ideally it should also provide analytical tools. 

Overall purpose and Scope of Assignment:

Under the overall supervision of RAS, the consultant will research and provide a review (based on

UNHCR requirements and the infrastructure of the information landscape within UNHCR Records and

Archives), of tools and solutions for a Digital Reading Room. This can be based in the Cloud.

Tools and solutions are needed for the following:

• Review and Redaction processes for Archivists.

o E.g. Tools for flagging, masking and insertion of replacement pages

o E.g. Systems that can review and redact large amounts of data

• Delivery portal/viewing platform for researchers

Delivery of variety of formats

• Internal and external portals for delivery

• Security and Identity management

• Storage solutions for a DRR

• Analytical tools

• Any other aspects identified as the project develops

Based on UNHCR RAS information management systems and tools, the consultant will:

• Research and analyze the current offering of tools available for Digital Reading Rooms.

• Review well performing models that are operational in other institutions.

• Present how the tools identified meet UNHCR requirements.

• Recommend solutions, tools, technology and ideas for UNHCR RAS.

• Cost each solution.

• Present the tools in a comparative table against UNHCR requirements.

• Present the solution which can be implemented in phases.

Essential minimum qualifications and professional experience required

Education (Level and area of required and/or preferred education):

• Advanced degree ideally in areas of information management; technology or digital



Work Experience:

• 8 years of experience and knowledge of archives, digitization, digital archives, access to archives

as well as experience implementing technology. Knowledge of the landscape of archives and

online tools for providing secure access to archives. 

Key Competencies:


• At least 6 years working within archives sector, preferably with experience of large memory

institutions/UN agencies/international organisations.

• Demonstrated ability and experience of working with technology and archives

• Strong project management skills

• Ability to establish and maintain effective working relationships with people in a multi-cultural,

multi-ethnic environment with sensitivity and respect for diversity

• Fluency in written and spoken English is required.


• Knowledge of another UN language

To apply

Interested applicants should submit an updated and signed UNHCR Personal History Form (P11) and a

maximum 2 page proposal for the consultancy with a workplan and an approximate budget in English

by 22 November 2020 to

The UNHCR workforce consists of many diverse nationalities, cultures and languages. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working

environment for its entire workforce. Applications are encouraged from all qualified candidates

without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual

orientation and gender identity.

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application,

interview, meeting, travelling, processing, training or any other fees).

Closing date: 22 November 2020

Saturday, November 14, 2020

Information Management Coordinator, B5/B6. EUMETSAT, Darmstadt. Open until 6 December 2020






Darmstadt, Germany


Qualification or professional certification in information management, records management or archives management


The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have some knowledge of French.


6 December 2020


In the EUMETSAT matrix organisation, the Technical and Scientific Support (TSS) department provides support to the development and operations of EUMETSAT satellite systems, in particular ground systems; as well as quality assurance and management support services to the full organisation, through its Process Assurance and Management Support Division (PRS).

The Information Management (IM) Competence Area of the PRS Division provides IM expertise, knowhow and support across EUMETSAT.

Reporting to the Competence Area Manager, the Information Management Coordinator provides records and information management support to all EUMETSAT business areas and contributes to the implementation and evolution of the overall IM framework.



Contribute to the effective management of information throughout its life cycle, in liaison with business areas:

Ensure that records and information conform to applicable processes, procedures and working practices;

Promote awareness and use of policies, procedures and tools;

Contribute to the safe handling and processing of confidential information;

Maintain and evolve electronic filing systems, templates, and baselined information in liaising with engineering teams.

 Implement information and retention policies and participate in their quantitative and qualitative monitoring, as well as their update;

Contribute to the development and refinement of records management tools such as classification scheme and retention schedule;

Contribute to standardisation activities, for example with regard to metadata, document templates, reporting;

Provide support to migration and deployment of content management applications.



Proven experience using enterprise-wide content management tools in an information-intensive industry (e.g. aerospace, defence, finance, or similar);

Proven experience providing advice/guidance to users in order to ensure information management working practices are followed;

Knowledge of records management principles and practices;

Ability to handle peaks of workload by self-organisation and management of priorities;

Excellent communication and interpersonal skills and the ability to work as part of a team;

Strong service and customer focus;

Experience in information retrieval, taxonomy management, or digital preservation would be an asset.



The initial contract will be of 4 years’ duration, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and organisation requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

This post is graded B5/B6 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 5,217 per month (net of internal tax) which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.

EUMETSAT is committed to providing an equal opportunities work environment for men and women.

Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.


EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.

 EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.

 As an intergovernmental European Organisation, EUMETSAT has 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)

Associate Information and Evidence Officer, P-2. IIIM-Syria, United Nations, Geneva. Open until 19 November 2020


Posting Title:Associate Information and Evidence Officer, P2
Department/Office:Office of the IIIM-SYRIA
Duty Station:GENEVA
Posting Period:05 November 2020 - 19 November 2020
Job Opening Number:20-Information Management Systems-IIIM-SYRIA-144215-R-Geneva (R)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located within the Information Systems Management Section (ISMS) of the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM), located in Geneva, Switzerland. The incumbent will report directly to an Information and Evidence Officer, (P3), and secondarily to the Chief of Information Systems Management Section (ISMS), (P5).


Within delegated authority, the incumbent will be responsible for the following duties:

1) Supporting review and analysis tasks by:
•Translating the objectives of investigations into technical activities to assist teams in their examination of electronic content;
•Populating evidence selection systems in a manner that enables teams to select relevant information and evidence;
•Analysing structures and purposes of collected data in order to advise staff on appropriate measures to extract relevant information while maintaining the forensic integrity of the evidence;
•Assisting teams in building and executing search queries to identify material of interest;

2) Performing evidence handling and custodial obligations by:
•Ensuring the sound collection, preservation, registration, digitization, and secure permanent storage of collected material and maintains its chain of custody, provenance taxonomies, auditing, and authenticity;
•Performing data ingestion, processing, and indexing of registered material and populates review and analysis systems;
•Documenting efficient procedures regarding the review of evidence and information;
•Maintaining an end-to-end data model supporting efficient information flow within evidence handling business processes and enforcing the provenance of collected material and confidential classifications.
•Documenting eDiscovery requirements and workflows, including technical specifications for data harvesting and processing and required formats for the transfer of data;

3) Supporting operational aspects of system design, evaluation and implementation by:
•Preparing technical documents, gather requirements, and initiating standardization and procurement practices in accordance with United Nations procedures.
•Providing training on eDiscovery and its tools for both internal and external stakeholders;
•Acts as an administrator of eDiscovery tools;

•Performs other duties as requested.


•PROFESSIONALISM: Knowledge of data retrieval and analysis, data processing work or document review support work; Understanding of search strategies and technologies (both text and non-text), data and metadata, and technology assisted review; Knowledge of data protection regulations or practices; Knowledge of legal and evidentiary requirements. 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.

•PLANNING & 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.


Advanced university degree in information, computer, forensic, or library sciences; journalism; linguistics; Arabic, law; social science; or a related field is required. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
Certification in eDiscovery is desirable. Certification in project management is also desirable.

Work Experience

A minimum of two years of progressively responsible work experience in eDiscovery, evidence management, software engineering, database administration, litigation, analysis, investigation, or a related area is required.
Experience working with documents using right-to-left script and in informational retrieval techniques for Arabic is desirable.


English and French are the working languages of the United Nations secretariat. For the position advertised fluency in English is required. Fluency in Arabic is desirable.


Evaluation of qualified candidates may include a desk review and/or an assessment exercise which will be followed by a competency-based interview.

Special Notice

The appointment against this position is limited to the International, Impartial and Independent Mechanism for Syria (IIIM). Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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