Friday, January 22, 2010

Documents and Records Management Officer, P-2 OSCE (Warsaw). Open until 23 February 2010


Job Title Documents and Records Management Officer

Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services

Location Warsaw,PL

Grade P2
Closing Date of application 23-02-2010
No. of Posts 1


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.

Tasks and Responsibilities

Under the general supervision of the Second Deputy Director/Chief of Fund Administration (CFA), the incumbent will lead a team of three persons and be responsible for documents and records management. In particular, he/she will perform the following duties:

Acting as the primary focal point in ODIHR for records, document management and archiving as well as providing guidance on these matters to staff and Departmental management;
Responsible for the creation and maintenance of ODIHR electronic and paper archives for the entire Office;
Reviewing documents for content and defining their initial distribution. Determining documents for retention and for retirement/destruction;
Proposing and implementing office-wide standards and policies for the distribution and storage of documents, including organization of electronic systems, archive indexes, databases and spreadsheets;
Coordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the OSCE Secretariat, Vienna;
Coordinating transfer of relevant historical documents to the Prague Office;
Conducting training for ODIHR staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System;
Co-ordinating and supporting document distribution at ODIHR conferences and their post-event processing;
Supervising two fixed-term general service assistants at the ODIHR office and 2-3 temporary assistants during events;
Performing other duties as assigned.

Necessary Qualifications

First level university education in political science, international relations, history or similar field; additional training in library science, records or information management, information classification and retrieval or archives; professional qualifications in one of the following fields: certification from a recognized professional association in archives or a university/graduate degree in records and information management;
Minimum of six years increasingly responsible professional experience in the field of archiving/ records or information management within an international organization;
Supervisory experience;
Excellent working knowledge of English; knowledge of other OSCE languages, particularly Russian would be an asset;
Good communication and interpersonal skills;
Experience in providing training would be an asset;
Ability to establish and maintain effective working relations with people of different national and cultural backgrounds.

Remuneration Package

Monthly remuneration, subject to social security deductions as well as monthly changes in the post adjustment multiplier and exchange rate, is approximately EUR 3,700 (single rate) and approximately EUR 3,840 (dependency rate). OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme and OSCE Provident Fund maintained by the OSCE. The Organisation contributes an amount equivalent to 15% of the employee's salary to this Fund and the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System.

How To Apply

If you wish to apply for this position, please use OSCE's online application link found under

In case of difficulty applying on-line, applications may optionally be sent by e-mail to or by regular post (to arrive by the deadline) to OSCE / ODIHR Human Resources, Al. Ujazdowskie 19, 00-557 Warsaw, Poland.

Only applications made on the OSCE application form, which can be found under the above link, will be accepted. Shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

The OSCE is committed to the principle of staff rotation; therefore the maximum period of service in this post is 7 years.

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