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Saturday, February 10, 2018

Records and Information Management Officer (Junior position). AIIB, Beijing. Open until 14 February 2018



The Records and Information Management (RIM) Officer provides general information support services to AIIB. The selected candidate will be responsible for contributing to the delivery of Library, Archives and Records Management services to AIIB staff and stakeholders.


Responsibilities:


    i) Records Services:
  • Play a support role in the execution of the RIM program by providing a full range of administrative and secretarial services.
  • File, index and verify records in the electronic system(s).
  • Scan documents, photographs and images as required.
  • Support the annual records disposition process.
  • Search and find information when requested.
  • Organize and participate in various RIM meetings and initiatives.
    ii) Archival Services:
  • Help accessioning incoming historical records to the archival collection.
  • Ensure that all database records are updated with timely and accurate information.
  • Provide archival reference assistance services by conducting information research requiring historical documents.
  • Summarize information and communicate results to clients in a clear and concise manner.
  • Receive and respond to requests for archived materials.
  • Assist in overall preservation of archival collection.
  • Help ensure security of archives facilities and integrity of collection.
    iii) Library Services:
  • Support and administer all library support services within AIIB.
  • Receive, catalog, circulate and maintain library collection.
  • Provide document delivery services.
  • Provide reference help as and when received.
  • Direct library patrons to appropriate sources.
  • Guides patrons in the use of the library’s catalog and e-resources.
  • Respond to inquiries interpreting library procedures.
  • Maintain AIIB-wide subscriptions to databases and information resources.
  • Update web and intranet sites.
  • Perform other duties as library priorities change.

Requirements:


  • Minimum 5 years of related experience in the fields of information management, library, archives and/or records management.
  • Equivalent direct experience with a multilateral development bank or an international financial institution will be given due consideration.
  • Proficient in various office applications including experience using a document management system (i.e., SharePoint, Documentum, etc.) would be considered an asset.
  • Experience using library electronic databases would be considered a strong asset.
  • Demonstrated meticulous, methodical and analytical skills to ensure that a high level of accuracy is maintained.
  • Demonstrated capability to work with minimal supervision.
  • Solution-oriented with the ability to think independently.
  • Ability to deal with multiple priorities simultaneously.
  • Client-focused with good interpersonal skills and the ability to adapt to different personality types and work styles.
  • Master’s degree or equivalent in library science, information management, archival science, English language or any other relevant field with completion of certificate program at a recognized institution in a relevant discipline, i.e., library, archives and/or records management.
    Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.

Records and Information Officer. AIIB, Beijing. Open until 14 February 2018



The Records and Information Officer will be responsible for contributing to the maintenance of a broad range of records and information management (RIM) functions at AIIB. The selected candidate will support day-to-day operations of the RIM program and help maintain electronic and physical records systems. The officer should have the right experience to provide significant assistance in overseeing the entire records life cycle including the creation, use, storage, retrieval and ultimate disposition of records.


Responsibilities:


  • Deliver RIM support services such as indexing, classifying, storing and safeguarding electronic files and physical documents in the records repositories.
  • Verify electronic records and metadata in the system.
  • Provide necessary support to AIIB staff in the maintenance of their records.
  • Assist in implementing retention schedules, file plans and vital records programs.
  • Document and maintain stand-alone records systems and business applications.
  • Assist in maintaining the annual disposition process of both physical and electronic files, including archiving of AIIB records.
  • Scan, index and assure the quality of scanned documents per RIM standards.
  • Respond to internal and/or external records requests and RIM-related inquiries.
  • Provide RIM system user orientation and training support to staff.
  • Identify RIM issues and recommend improvements.
  • Assist in maintaining modern AIIB library services.
  • Help maintain RIM system user accounts.
  • Complete other RIM-related tasks as assigned.

Requirements:


  • Minimum 5-8 years of practical RIM work experience.
  • Hands-on experience with all aspects of RIM services including maintaining a RIM system. Hands-on experience in modern library services considered an advantage.
  • Experience with file plans and retention schedules.
  • Good understanding of the information life cycle concept and its impact on the management of records and information, including retention/disposition and access controls.
  • Solid knowledge of RIM standards and tools.
  • Strong computer skills in different software systems including expert knowledge of Microsoft Office.
  • Ability to work independently and as part of a team.
  • Strong interpersonal, communication and customer service skills.
  • Strong written and verbal English communication skills.
  • Attention to detail and the ability to multitask.
  • Experience with SharePoint and its Records Center is an asset, as is experience in developing and delivering training materials.
  • Master’s degree in library and archival studies or information management or related fields from an accredited institution.
      Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.


Tuesday, January 9, 2018

Information Management Specialist. ECB, Frankfurt

Vacancy Notice ESCB/IO Information Management Specialist





Your team

The Information Governance Division (IGO) of the Directorate General Secretariat of the European Central Bank (ECB) is seeking an Information Management Specialist for its Information Management Solutions Team.


The IGO Division is responsible for:
·         developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
·         managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as disposing of information in accordance with the ECB’s information retention policy;
·         managing the ECB library and providing staff with print and electronic publications and information services;
·         supporting the further development of Enterprise Information Management and coordinating the
·         selection of systems and tools for archives and library management, as well as for collaboration, document and records management;
·         providing relevant user training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board (ESRB), the Single Supervisory Mechanism (SSM) and the Single Resolution Board (SRB).

The Information Management Solutions Team is responsible for:
·         coordinating and developing information management solutions, especially DARWIN (the ECB’s electronic documents and records management system operating on OpenText Content Server);
·         designing and configuring business solutions, such as communities, reports and workflows in DARWIN;
·         providing DARWIN user support;
·         user community and training management.

Your role
Information Management Specialist within the team will be entrusted the following main tasks:
·         provision of information, advice, tools and functional support to ECB/SSM key users (including ESCB Committee and ESRB secretaries) and key contact persons in other organisations using DARWIN;
·         provision of specialist functional support to Records Management Specialists, Librarians and Archivists in the ECB;
·         resolution of functional issues/questions;
·         day-to-day communication with and animation of user communities;
·         design and configuration (using DARWIN functionality) of standard workflows, reports and customised web interfaces, etc.;
·         participation in the collection, evaluation and prioritisation of functional improvements to DARWIN or to other information management solutions;
·         analysis of requirements and process optimisations; design, implementation, testing and delivery of business change requests from business areas, projects or committees/collaboration groups;
·         participation in the testing of maintenance releases and business continuity readiness for information management solutions, including collaboration with the Directorate General Information Systems;
·         maintenance of toolkits and knowledge databases for users and the IS Service Desk;
·         monitoring and reporting on application functional support activities;
·         contributing to the selection, implementation and support of new information management solutions.

Main qualifications:
·         bachelor’s degree (ideally in IT, business administration, information management or related subjects);
·         at least three years’ recent full time equivalent experience in the field of information, knowledge, records, archives or library management or a similar discipline;
·         experience in configuration, implementation and functional support of ECM solutions;
·         experience in business analysis and process optimisation;
·         working knowledge of standard office applications (Word, Excel, PowerPoint);
·         advanced command of English with proven drafting ability;
·         working knowledge of at least one other official language of the EU.

The contract will happen under the framework the ESCB & International Organisations framework and are between 3 and 36 months. We have a preference for a longer term contract.
For further information, please contact Petri.Salminen@ecb.europa.eu, Tel: +49 69 1344 7056.
 

Friday, December 29, 2017

2 Archivists (Contract Agent GF III). EEAS, Brussels. Open until 18 January 2018

EEAS Vacancy Notice Contract Agent III – Archivists

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 her tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in her capacity as Vice President of the Commission with regard to her 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 is responsible for assisting the EU's network of 139 Delegations worldwide to achieve and maintain outstanding document management and archives standards that ensure traceability and retrievability of records and archives.
We propose:
Two positions of Archivists in the Information Management Sector.
Key responsibilities of the position will in particular entail:
  • Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
  • Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
  • Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
  • Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
  • Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
  • Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of  Document Management Coordinators in HQ and 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
  • Contribute to handbooks concerning the internal procedures
  • Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
  • Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
  • 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

We look for:

Candidates for this contract agent III post should:
(i) have passed a valid EPSO CAST in FG III ; or
(ii) be registered in the Call for expressions of interest  for contract staff -function group III in generalist profiles (AMI -EU CV on line). http://ec.europa.eu/civil_service/job/cvonline/index_en.htm or
Please note that under current General Implementing Provisions (GIPs) contract agents may be recruited via the call of expression of interest- AMI. However, after the entry into force of the new GIPs (March 2018 tbc) all candidates will have to be registered in the EPSO PERMANENT CAST and will have to successfully pass the tests in order to be eligible for recruitment.
  • a post-secondary education attested by a diploma, or
  • a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years with exposure to archival matters.
  • 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.

SELECTION CRITERIA:

Candidates should:
  • 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 archival practices within the EEAS;
  • have extensive experience with the corporate recordkeeping tool of the EEAS, ARES
Furthermore: 
  • experience of working in a team in multi-disciplinary and multi-cultural environment; and
  • experience developing retention schedules; and  
  • experience in the archives service of a European Institution or other international organisation
would be considered as strong assets.

PLACE OF EMPLOYMENT

Brussels, Belgium

PRACTICAL INFORMATION

Contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).
Starting date :  01.03.2018 TBC  
Interviews will be scheduled in the second part of January 2018 (only short listed candidates will be contacted).
Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT (gustavo.castaner-marquardt@eeas.europa.eu)  by 18/01/2018.

Monday, December 25, 2017

Records Manager. Permanent Court of Arbitration, The Hague. Open until 10 January 2018

Records manager (temporary employment)

Applications are currently being accepted for a temporary Records Manager position at the International Bureau of the Permanent Court of Arbitration (PCA). It concerns a project-based assignment for the duration of one year. The position is an amalgamation of records management, knowledge and information management as well as data protection. The successful candidate will be assisting the PCA, among other things, with the establishment of an effective control mechanism that appropriately manages the organization’s records from their creation through to their eventual disposal.
The PCA is the oldest intergovernmental organization in The Hague, founded at the first Hague Peace Conference in 1899 to provide a forum for the resolution of international disputes through arbitration and other peaceful means. It is situated in the Peace Palace, which was constructed to house the PCA and completed in 1913. The staff of the PCA is comprised of approximately 50 legal, editorial, and administrative staff members of various nationalities, dedicated to facilitating the resolution of disputes involving states, state entities, international organizations and private parties.
Duties will include:
• Reviewing current records management systems and processes, and implementing improvements that suit the organization’s needs in a way that its information can be stored, shared, assessed, and refined in the most practical yet safe manner. In doing so, the current use of overlapping resources, databases and platforms should be addressed and brought down to a minimum.
• Designing, developing and implementing of a records management policy and a business classification scheme;
• Designing, developing and implementing retention and disposal schedules including scope notes;
• Establishing a standardized referencing system and a Thesaurus of Index Terms;
• Procuring archival module software or specialist cataloguing software;
• Cataloguing the archival collection plus archival description;
• Appraising the archival collection for digitization including basic damage assessment;
• Managing the digitization process of the archival collection;
• Designing, developing and implementing a paperless intake system for records;
• Designing, developing and implementing an information security policy (including safeguards to ensure the longevity of electronic material);
• Establishing a disaster recovery/emergency plan;
• Promoting good records management practice and adherence through day to day advice; delivering training sessions and presentations to managers and staff at all levels to ensure the consistent application of standards.
The ideal candidate will have the following skills, qualities, qualifications and experience:
• Thorough knowledge and understanding of the theory and practice of records management, information management, archiving and data protection, obtained through a post-graduate qualification in related field(s);
• High level of computer literacy and in particular a good grasp of IT systems to support record management;
• Extensive working experience in abovementioned fields;
• Good project management and organisational skills;
• Strong discipline and ability to work against specific deadlines;
• Capacity to manage a busy workload and commitment to delivering a high standard of work;
• Excellent problem-solving and analytical skills;
• Skilled communicator who can work easily with a diversity of people and is able to communicate complex and detailed information in both written and verbal form to staff at all levels; ability to bridge potential differences effectively;
• Affinity with or working experience within legal environments and/or intergovernmental organizations is an asset;
• Fluency in written and spoken English is a requirement; working knowledge of French is an asset.
The PCA, being an intergovernmental organization, enjoys certain privileges and immunities in the Netherlands. Remuneration is to be discussed with qualified applicants.
The deadline for applications is 10 January 2018. Interested applications should send a cover letter and CV by e-mail to: recruitment-recrutement@pca-cpa.org.

Knowledge Management Program Specialist. ESO, Paranal. Open until 11 January 2018

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.
ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA and APEX), and the ESO Headquarters are located in Garching, near Munich, Germany. At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory. ESO is a major partner in ALMA, the largest astronomical project in existence. And on Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope, which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.
 
For the Director's Office of the LPO Observatory, ESO is opening a an International Staff member position as:
Knowledge Management Program Special


Paranal
Deadline 11/01/2018
Our organization, La Silla Paranal Observatory within ESO (European Southern Observatory) is supported by a large knowledge body which includes project and operational documentation regarding ESO instruments, telescopes and facilities. This knowledge is spread among multiple sources and used across the organization to solve operational issues, define and document new projects, train new staff and other uses. Today we require a better way to organize, populate, and retrieve information using the current sources and fostering the share of knowledge among different organizational units. We have decided to develop a knowledge management program whose goals are: create awareness within the organization; define and implement a knowledge management strategy; and deploy the required tools for the program.

Main Duties and Responsibilities:

  • To take the lead in defining and implementing the organization's Knowledge Management Strategy within the La Silla Paranal Observatory (an internal working group already developed a roadmap)
  • To advise the Observatory Director and Department heads on knowledge management and information usage.
  • To ensure that the information needs of the organization are met in a timely, effective and efficient manner.
  • To oversee the development of a Knowledge Management program including the implementation across the different areas of the observatory.
  • To drive the implementation of the Knowledge Management Strategy. This will involve working closely with the Department Heads and technology implementation areas to agree planning priorities and work plans.
  • Managing the relationship with software providers (internal and third party) for the website, intranet, databases and workflow and BPM tools. Providing the team leadership in knowledge management matters that will impact all observatory employees.
  • To drive and lead the changes in work culture required to successfully use Knowledge Management in our daily work, this includes people training, measurement of the results on the use of Knowledge Management tools, and reporting on the results and effectiveness of the program.
  • To ensure that all systems supporting Knowledge Management work in an integrated fashion and are appropriately supported and developed to guarantee a high and continuing level of efficiency benefit to the organization.
  • To lead the technical implementation of knowledge management tools in collaboration with IT and Software providers:
  • Defining and implementing information classification within the internal systems. And mapping internal information into these classifications.
  • Managing interfaces with internal systems: Remedy, CMMS, document management tools, Wiki Content Management, and others.
  • Include knowledge management tools and goals in the new related initiatives to ensure their proper participation in the Knowledge Management Program.
  • Implementing an information retrieval tool to improve the usage of internal knowledge.
  • To monitor and share the data illustrating the organisation's progress in achieving the knowledge management objectives.
  • To maintain effective surveillance of the multiple information sources to ensure that relevant material is extracted and propagated to the appropriate information users.

Reports to:

Position reporting directly to the LPO Director.

Experience:

  • Several years of experience with both a strategic and hands-on role in a Knowledge Management Program or a large Information System deployment.
  • Document management
  • Managerial experience in Planning, Problem solving, project management and team management.
  • Knowledge of workflow processes in operations, incident management and problem management in complex engineering environments.
  • Knowledge and experience in information retrieval tools applied to knowledge management solutions.
  • Program management experience in Software related projects, ideally implementing information classification and retrieval.
  • Team leadership and management.
Desirable
  • Software development processes.
  • Software programming of database-related applications
  • Database design and implementation.
  • Administration of web environments such as content management (wikis, content management systems).

Key Competences:

  • Proven communication skills within multicultural teams.
  • Excellent personal strengths (creativity, eagerness to learn, self-motivation). Leadership. Organizational networking

Qualifications:

  • Bachelor or master's degree in information systems or information technology, software systems, education or any related field in an accredited university
  • Post graduate qualification on a related subject, such as a master degree or professional qualification such as librarian or information professional with 4 years of experience in knowledge management roles.
  • Project/Program coordination or management experience
Language Skills: Fluent in English, proficiency in Spanish highly desirable.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family. The contract is for a fixed term duration of three years, based in Chile, mostly working at the Paranal Observatory in a shift system. For any further information, please visit http://www.eso.org/public/jobs/conditions/intstaff.

Duty Station:

Paranal Observatory, located 120 km south of the city of Antofagasta, Chile. The working schedule will be a mixed shift system between the Paranal Observatory (accommodation provided on site) and Vitacura, with some visits to the La Silla Observatory too.

Application:

If you are interested in working in areas of frontline technology and in a stimulating international environment, please visit http://www.eso.org for further details. Applicants are invited to apply online at http://recruitment.eso.org/. Applications must be completed in English and should include a motivation letter and CV.
Closing date for applications is 11 January 2018.
No nationality is in principle excluded however, recruitment preference will be given to nationals of Australia, Austria, Belgium, Brazil, the Czech Republic, Denmark, Finland, France, Germany, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland and the United Kingdom irrespective of gender, age, disability, sexual orientation, race or religion.