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Tuesday, June 28, 2011

Chief, Records Management P-3. OSCE, Vienna. Open until 26 July 2011

Job Title Chief, Records Management

Organization Name OSCE Secretariat, Department of Management and Finance

Location Vienna, AT

Grade P3
Closing Date of application 26-07-2011
No. of Posts 1


The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization. DMF comprises Finance and Treasury Services, Budget and Internal Control Services, Information and Communication Technology Services, Mission Support Services, Conference and Language Services and the Prague Office.

Tasks and Responsibilities

Under the direct supervision of the Deputy Director for Mission Support Services, the incumbent will perform the following administrative and support duties:

Developing and implementing policies and procedures for OSCE documents management and archive across the Organization;
Proposing and implementing organization-wide standards and policies for the receipt, distribution and storage of documents, including organization of electronic systems, paper archive indexes, databases and spreadsheets;
Conducting training for OSCE staff on all aspects of records management and archiving and usage of the OSCE Electronic Document and Record Management System;
Monitoring field operations’ compliance with OSCE document management policy and supporting and assisting them in a closure mode;
Co-ordinating and monitoring the overall quality of the records management service across the organization and ensuring a consistent approach to document storage and archiving throughout the Organization;
Overseeing document management and archiving in the Secretariat, with special attention to the classification and control of confidential and restricted documents;
Creating and maintaining electronic and paper archives for all the Secretariat programmes, including identification and location of premises and physical record storage systems; providing guidance to field operations on physical archiving requirements and co-ordinating archives of closed field operations;
Identifying gaps in records management processes and co-ordinating internal working groups established for the purpose of improving records management in the Organization;
Developing and managing a correspondence tracking system for the Secretariat; supervising and co-ordinating distribution, maintenance, retention and retirement/destruction of Secretariat documents;
Advising on and co-ordinating transfer of relevant historical documents to the Prague Office from all OSCE Institutions and field operations;
Supervising the functioning of the Secretariat’s mail room;
Performing other related duties as assigned.

Necessary Qualifications

University degree in records management, archival science or a related field; post-graduate training or certification in specific fields of records management would be desirable;
A minimum of six years of practical relevant experience with increasing responsibilities, preferably in an international organization or another multilateral environment;
Practical experience in the implementation or use of ERMSs (especially Livelink) would be desirable;
Professional fluency in written and spoken English, including good communication and drafting skills; knowledge of other OSCE working languages would be an asset;
Computer literate;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Negotiations skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration will vary between EUR 5,567 (single rate) and EUR 5,964 (dependency rate) depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund. 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 the OSCE's online application link found under

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 a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

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