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Saturday, October 8, 2011

Documents and Records Management Assistant, G-5. ODIHR, Warsaw. Open until 6 November 2011

Job Title Documents and Records Management Assistant

Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services, Documents and Records Management Unit

Location Warsaw,PL

Grade G5
Closing Date of application 06-11-2011
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.

The Documents and Records Management Unit (DRM) is primarily responsible for managing all information produced and received by ODIHR. The unit processes information in all formats including paper documents, digital files and media items. The unit was established in 2009 and is currently handling a large backlog of processing activity. DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval. DRM staff currently includes three full-time employees and a temporary assistant.

Tasks and Responsibilities

Under the general supervision of the Documents and Records Management Officer the incumbent will perform the following duties:

Work with DRM Officer to maintain paper and digital files for ODIHR departments and units.
Review the content of documents; determine appropriate retention period and destruction date using OSCE Retention Schedule.
Weed and process paper and digital files for the office.
Coordinate shredding pickups and occasional document transfers to the OSCE Prague Office.
Help to implement office-wide standards and policies for information organization including but not limited to: office-wide digital and paper files; correspondence; financial documents; conference documents; digital repositories and network drives.
Provide individual and/or group guidance on records management to all ODIHR staff as requested.
Train ODIHR staff on various aspects of records management including paper and digital information management and the use of DocIn (OSCE electronic repository).
Organize and manage physical and digital research resources and library materials for ODIHR.
Coordinate and support documents distribution at two annual ODIHR conferences and contribute to their post-event processing.
Provide staff orientation and separation briefings and attend meetings/events for the DRM Officer when necessary.
Contribute to developing new DRM initiatives and projects within the department and office.

Necessary Qualifications

Completed secondary education; supplemental training in records or information management, information classification and retrieval is an asset.
At least four years of relevant working experience. Primary preference- library, museum, historical society, archive, records center; Secondary preference- international organization, NGO, embassy or other relevant organization.
Excellent knowledge of English, including communication skills sufficient to interact with ODIHR staff and external researchers; working knowledge of other official OSCE languages or Polish is an asset.
Demonstrated working knowledge of relevant computer applications such as MS Office applications and Adobe software is essential; demonstrated working knowledge of databases and other relevant software programs is an asset.
Ability to think critically and work independently, under pressure and in confidence.
Consistent accuracy and attention to detail in all aspects of the position are essential.
Tact in dealing with external parties and colleagues requesting information, files or searches with archiving software.
Ability to conduct training sessions for ODIHR staff; topics may include databases and search tools, archival standards, and records management procedures.
Ability to work with people of different cultural backgrounds.
Readiness to work in an environment that may contain dust/dirt and to perform tasks that involve lifting, bending and repetition;
Ability to independently lift boxes and objects weighing up to 20 kg.

Remuneration Package

Monthly remuneration, subject to social security deductions, is approximately 6,500 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme (current approximate deduction for a staff member is 39 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

How To Apply

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

Only the OSCE on-line applications will be accepted and short-listed applicants contacted.

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

The OSCE, as an equal opportunity organization, encourages female candidates to apply.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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