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Tuesday, July 27, 2010

Records Manager, P-2. International Telecommunication Union. Geneva. Open until 6 August 2010

INTERNATIONAL TELECOMMUNICATION UNION
General Secretariat
Geneva, 16 July 2010
Place des Nations
CH-1211 Geneva 20
Switzerland
Telephone: +41 22 730 51 11
Telefax: Gr3: +41 22 733 72 56
Gr4: +41 22 730 65 00
E-mail: recruitment@itu.int
Website: www.itu.int/employment
TEMPORARY VACANCY NOTICE Nº. 684
Organ General Secretariat Unit Information Services Department
Job Title
Grade
Duration of Appointment
Records Manager
P.2
11 months
Date of entry
Deadline for
applications
As soon as possible
6 August 2010
GENERAL SECRETARIAT
The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of
information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including
conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and
the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

ORGANIZATIONAL UNIT
Within the General Secretariat, the Information Services Department (IS) is the focal point for the ITU information technology infrastructure which includes standards, user support and training, communication services (postal mail, voice,
image, video, data), network services (file, print and computing), information exchange services (messaging, database, document base), desktop services (office productivity tools), administrative applications and software development
environments. The Information Services Department manages the physical, human and organizational resources needed to design, deploy, operate, maintain and support the ITU information infrastructure. It also represents ITU in interorganization
meetings and committees related to information technology management.

DUTIES
Reporting to the Head of the Library and Archives Service, and working in close collaboration with the Archives Services, the ITU business units and the ITU EDRMS/Documentum team, the incumbent will be responsible for developing and
maintaining the information management aspects of a new Electronic Document and Records Management System (EDRMS), for drafting policies, procedures and user guides and for training and coaching in the use of the system and
information management principles. The person will undertake the following activities:
 Working within the framework of a high-level corporate file classification scheme (functions-based), conducts
research, interview with business units and file inventories to develop lower levels of the classification scheme.
Implement approved classification categories in the EDRMS (Electronic Document and Records Management System), including mapping business unit files to the classification scheme.
 Under the coordination of the Head of Archives Service, appraise records and recommend retention and disposition decisions based on legal and regulatory requirements and business needs; implement and maintain approved
records retention schedules in the EDRMS.
 Design training tools and deliver initial and ongoing training to users of the EDRMS. Training must cover use of the EDRMS and the file classification scheme as well as raising awareness of information management principles and responsibilities. Training could be delivered in various formats: group, one-on-one, online.
 Create and maintain user guides and other tools to assist business units in their use of the EDRMS. User guides must be updated as modifications and new developments to the EDRMS are rolled out.
 Coach users, one-on-one or in small groups, on how to identify and name the files they need and how to map those files to the file classification scheme.
 Draft guidelines for application of access/confidentiality restrictions, file and document naming conventions, information management responsibilities in the context of the EDRMS and other guidelines as required.
 Establish and manage access controls for the electronic records system based on organizational policies and departmental agreements.
 Monitor use of the system to identify problems, difficulties or misunderstandings and develop training, user guides and/or other tools to mitigate the problems.
 Participate in identifying and analyzing user requirements, business requirements and information management requirements for the EDRMS.
 Perform other related duties.

QUALIFICATIONS REQUIRED
 University degree in archival science, records management, information management science, information management systems or a related field OR education in a reputed college of advanced education, with a diploma of equivalent standard to that of a university degree in one of the fields above.
 At least three years of progressively responsible experience in records management or information management systems . An advanced degree in a related field can be considered as a substitute for one year of working experience. A doctorate in related fields can be considered as a substitute for two years of working experience.
 Excellent knowledge of one of the six official languages of ITU (Arabic, Chinese, English, French, Russian, Spanish) and very good knowledge of English or French. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)

COMPETENCIES
 Hands-on experience in supporting and maintaining an EDRM system is essential (not just end-user experience).
 Experience in the development and maintenance of functions-based file classification schemes is essential.
 Experience in the development and maintenance of records retention schedules is desirable.
 Knowledge of ISO 15489, Information and documentation – Records management.
 Experience in liaising with business unit staff and IT staff to define and clarify business requirements and associated information needs.
 Strong organizational and analytical skills and attention to detail.
 Excellent communication skills including verbal, written (including report writing) and presentation skills are essential.
 Experience working with Documentum is desirable.
 Ability to make decisions under pressure.
 Ability to work on own initiative, managing competing demands and deliver work to tight deadlines.
Important:
The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62. Only applicants who are expected to complete a term of appointment will normally be considered.
Permanent and temporary staff as well as candidates who have already worked at ITU are requested to update their internal Curriculum Vitae or their Personal History Form before the closing date.
Applications for temporary posts should be sent through the usual channels to the Director of the Bureau or the Chief of the Department concerned who forward them to the Administration and Finance Department in cases where secondment is feasible.
According to the Staff Regulations and Staff Rules of the Union, in general, staff in the general service category (grades G.1 to G.7) shall be recruited from among persons resident in Switzerland, or in the French territory within a radius of 25 kms from Geneva.
Remark:
Primarily for Union staff members holders of either a permanent, fixed-term or short-term appointment. If the detachment of an official of the Union is impossible, applications from roster candidates will be submitted to the Department concerned. Forms and Vacancy Notices may be obtained from our website.
Advertised posts are open equally to women and men.
The ITU is a smoke-free environment

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