Friday, December 21, 2012
Description Job Title Internship/Central Records and Documents Management (CRDM) Organization Name OSCE Secretariat Location Vienna,AT Grade Closing Date of application 27-12-2012 No. of Posts 1 Background Please note that the OSCE is not in a position to pay any remuneration or cover any expenses incurred by the intern during his/her stay in Vienna nor reimburse travel expenses Central Records and Documents Management (CRDM) is responsible for developing, implementing and overseeing the records management framework and programme within the OSCE. It ensures the capture, distribution, storage and management of records in accordance with accepted standards and best practices. Its scope of work includes registration and distribution of official correspondence, providing guidance on handling paper and electronic records, facilitating transfers of semi-active and inactive records, overseeing authorized destruction of records and training OSCE staff in using organization-wide records management tools and resources. Tasks and Responsibilities CRDM is looking for an internship candidate who will work with all members of the team and will be tasked with the duties outlined below: Assisting the CRDM team in conducting a records survey at the Secretariat which includes: interviewing staff, identifying record types, documenting survey information, compiling results Reviewing files to identify contents and determine appropriate metadata Digitizing records including document preparation, scanning, performing quality control and assigning metadata to digitized documents in OSCE’s Electronic Document and Records Management System (DocIn) Assisting with reorganization of files in central filing room and storage rooms Assisting with file transfers as required Necessary Qualifications Applicants should be under the age of 30 and from an OSCE participating State; Students in the final year of higher education (university or other accredited institution) at graduate or postgraduate level, i.e. within one year of graduation, or recent graduates or postgraduates, with a background in archives or records management; Professional fluency in English with excellent communication skills; knowledge of other OSCE working languages would be an asset; Working experience with Electronic Document and Records Management Systems (such as LiveLink); Advanced computer skills; Strong analytical, research and drafting skills; Good organizational skills with ability to process and synthesize information quickly and efficiently; Detail-oriented; Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity. Remuneration Package The internship lasts three (3) months and does not constitute a commitment to future employment with the OSCE. The selected intern will participate in the group health insurance scheme at his/her own expense but the OSCE will cover life and disability insurance. How To Apply If you meet the above requirements and wish to apply for this internship opportunity, please use the OSCE's online application link found under http://www.osce.org/employment Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 The OSCE is committed to achieving a better balance of women and men within the Organization. No application fees or information with respect to bank account details are required by OSCE for our recruitment process.
Temporary Documents and Records Management Assistant, G-3. OSCE, ODIHR, Warsaw. Open until 31 December 2012
Description Job Title Temporary Documents and Records Management Assistant Organization Name OSCE Office for Democratic Institutions and Human Rights Location Warsaw,PL Grade G3 Closing Date of application 31-12-2012 No. of Posts 1 Background This is a short-term position. The financial remuneration is calculated and paid based on the number of hours worked during a calendar month. The planned duration of the project is for a period of one year. The Office for Democratic Institutions and Human Rights (ODIHR) is OSCEfs principal institution 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. ODIHRfs assistance projects and other activities are implemented in participating States in accordance with ODIHRfs 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 backlog of retroactive records weeding and digitalization.@DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval.@ Due to a highly increased workload over the last year in relation to other taskings, DRM seeks temporary assistance to process the backlog of material. Finalized processing is required for full compliance with official OSCE Records Management policies and initiatives as outlined in the revised versions of FAI3 and the Records Management Manual, both in development for 2013. Tasks and Responsibilities Under the direct supervision of the Documents and Records Management Officer, the incumbent is responsible for following duties: Scanning old correspondence and uploading scanned PDF files to ODIHR Correspondence database entering all necessary metadata; Checking all letters migrated to ODIHR Correspondence database for all the necessary metadata and attachments; retroactive editing of letter entries to ensure completeness of information; Re-housing documentation currently on file into acid-free archival boxes for permanent retention; Weed paper material stored in records rooms and re-house them in archival boxes; Scan election observation forms older than 2 years; together with a member of the DRM unit review elections media for retention or disposal; Assess for retention, scan, and upload documents relating to project coordination within ODIHR and extra-budgetary donations; Upload significant documents to OSCE database; save PDF scans of project documents on local network drive; Necessary Qualifications Completed secondary education; At least two years of demonstrated experience working with documents in a library, archive, international organizations or other related organizations; Ability to critically absorb and assess materials, apply current selection standards, process information on a variety of subjects and in various formats, and communicate clearly with colleagues and people requesting information; Working knowledge of standard computer applications including scanning software, Adobe and MS Office; ability to maintain simple databases; Experience with and knowledge of basic archival and/or records management principles and activities; Good knowledge of English; knowledge of Polish and of other OSCE languages, particularly Russian, is desirable. Ability to co-operate effectively with people of different national and cultural backgrounds. Remuneration Package Hourly remuneration is approximately 23.53 PLN per hour. OSCE salaries are exempt from taxation in Poland. How To Apply If you wish to apply for this position, please use OSCEfs online application link found under http://www.osce.org/employment . The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE, as an equal opportunity organization, encourages female candidates to apply. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 . No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.
Tuesday, December 18, 2012
NATO UNCLASSIFIED INTERNATIONAL MILITARY STAFF ETAT-MAJOR MILITAIRE INTERNATIONAL STAFF VACANCY IMS/004/2012 12 December 2012 DIVISION: Support Activity Information Management Support Services TITLE: Head, Information Management Support Services GRADE: A-3 POST CONTEXT 1. A post as Head, Information Management Support Services (IMSS) in the Support Activity of the International Military Staff (IMS) which is responsible for the efficient functioning of IMSS, the execution and implementation of the release policy and the Public Disclosure Programme. The incumbent is a staff officer who is responsible to the Executive Coordinator, IMS through the Head, Support Activity, IMS. PRINCIPAL DUTIES 2. Duties include: a. providing overall advice and service for effective information management in the IMS in accordance with the NATO Information Management Policy, including close coordination with other NATO bodies; b. providing relevant support for the IMS, the Chairman and members of the Military Committee (MC), NATO Headquarters C3 Staff (NHQC3S) and NATO Standardisation Agency (NSA); c. being responsible for the management and administration of all military and civilian staff employed in the IMSS; d. developing policy and providing advice on the release of information and the implementation of the release policy for MC/IMS originated documents in accordance with current related security agreements; e. being responsible for the efficient functioning of : (1) the Short Term Information Processing Unit and the Reproduction/Distribution & Graphic Design Unit; (2) the Long Term Information Processing Unit and the Public Disclosure Unit; (3) the NS/CTS/ATOMAL Information Processing Unit; f. maintaining courier schedules and the official receipt, control, recording, accounting, issue, maintenance and distribution of documents, messages and mail of all classifications, including COSMIC TOP SECRET, ATOMAL and SIOP; g. being responsible for the management of records, indexing, retrieval, utilisation, retirement and disposal of files; h. being responsible for the printing/reproduction and graphics design of all MC/IMS publications and those of NSA; i. being responsible for the management and implementation of the Policy of Public Disclosure of NATO Information; j. carrying out the duties of the MC/IMS COSMIC and ATOMAL Control Officer and the MC/IMS NATO SECRET Control Officer. ADDITIONAL DUTIES 3. The incumbent may be required to: a. work irregular hours; b. perform other similar duties as may by directed, albeit in a different organisational element to which he/she normally works. ESSENTIAL QUALIFICATIONS 4. Professional/Experience. The incumbent must have: a. wide administrative experience and at least 5 years experience in information and records management; b. the ability to supervise both military and civilian staff of mixed nationalities. 5. Education/Training. The incumbent must have: a. a university degree or equivalent educational level qualifications; b. a comprehensive knowledge of automated office management systems. 6. Automated Data Processing. The incumbent must have a broad experience with Information and Communication Technology (ICT) systems and current office software packages and their application to document processing, record keeping and information management. 7. Security Clearance. COSMIC TOP SECRET/ATOMAL - (if not currently held, incumbent must be eligible for this level of clearance). 8. Languages: a. ENGLISH (SLP 4444) (listening/speaking/reading/writing – very good) b. FRENCH (PLS 3232) listening/speaking/reading/writing –good/fair) DESIRABLE QUALIFICATIONS 9. Education/Training The incumbent should have a good knowledge of Information Technology, Document Management Systems and other office automation tools. PERSONAL ATTRIBUTES 10. The incumbent must be willing to work beyond normal office hours and be able to demonstrate diplomacy, tact and courtesy at all times. MANAGERIAL RESPONSIBILITIES 11. The incumbent is responsible for: a. the supervision of a total of 22 staff members, both civilian and military of varied grades; b. the administrative control of several sub-registries c. budgeting for IT and Reproduction equipment. PROFESSIONAL CONTACTS 12. The incumbent will be expected to maintain professional contact with: a. Internal and external (NATO) staff in meetings/conferences/working groups at the same or higher level on administration, registry policy, security, courier/postal matter, information management systems, release of information, etc; b. External (Private Sector) staff in civil/industrial companies, organisations and universities concerning the exchange of information, product information, etc. CONTRIBUTION TO THE OBJECTIVES 13. IMSS is a key player in the efficient operations and support of the IMS and the MC. Tasks performed are essential to the organisation to achieve its objectives. WORK ENVIRONMENT 14. Normal NATO office working environment. DATE LIMIT 15. Applications for this post must be made in writing, using the standard NATO application form which can be downloaded from the intranet at (http://hqweb.hq.nato.int/em/hr/en/recruitment/applicationForms/ExternalApplicationForm.doc) or the Internet at (http://www.nato.int/cps/en/natolive/86753.htm) and submitted before : Thursday 31 January 2013 16. Applications should be sent electronically to firstname.lastname@example.org Alternatively, candidates may send a hard copy of their application to Ms. Carla Sparrow, Human Resources Office, International Military Staff, Room H-144, NATO Headquarters, Boulevard Leopold III, 1110 Brussels, Belgium. 17. Candidates are requested to mention their telephone extensions in their applications. Applications from NATO international civilian personnel should be made through the candidate’s Head of Human Resources. Applications from candidates who do not meet the required qualifications will not be taken into consideration. Applications submitted after the date limit indicated above may be accepted provided they arrive in time for the candidates concerned to be considered for the selection process. 18. The successful applicant will be offered a three-year definite duration contract which may be renewed. If the successful candidate is seconded from a national administration, public institution or the armed forces of a NATO member state, he/she will be offered a three-year definite duration contract which may be renewed for a further period of up to three years. The maximum time of service in post for seconded staff is six years. Serving NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 19. Appointment will be subject to the deliverance of a COSMIC TOP SECRET/ATOMAL security clearance by the national authorities of the selected candidate and approval of the candidate’s medical file by the NATO Medical Adviser. 20. A written test may be held as part of the selection procedure. NOTE: 1. In preparation for the transition to the new NATO HQ, the IMSS will probably undergo an organisational review in the near future which may have an impact on its structure. L. VITIELLO Civilian Human Resources Manager International Military Staff N.B. Please note that the International Military Staff at NATO Headquarters in Brussels, Belgium, is a nonsmoking environment.
Head of Digital Archives, Records & Library Unit, P-4. STL, Leidschendam. Open until 29 December 2012
Head of Digital Archives, Records & Library Unit Vacancy Ref NL-OTR-CMSS-P4-501 Deadline for Applications 29 December 2012 Issuance Date 30 November 2012 Location Leidschendam Organ / Section Registry / Court Management Services Section Post Level P-4 Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The functions and reporting lines of the appointment may vary depending on the outcome of a planned restructuring of Registry Information Technology and Management services. The appointment shall be limited to the Special Tribunal for Lebanon (STL). A Fixed-Term Appointment of one year duration will be offered.This appointment and any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The STL is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, the STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Responsibilities Under the direct supervision of the Chief Court Management Services Section and within the limits of the delegated authority, the Head of Digital Archives: Records & Library Unit is responsible for planning, budgeting, management, supervision and daily operation of the Digital Archives, Records and Library Unit (DARLU). Subject to restructuring, this post will report to the Chief of the Information Management Technology Services Section (IMTSS) and join the senior management team of that new Section; Serve as focal point for all records management and archives activities for the STL including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry. Manage records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; perform an appraisal to identify/eliminate duplicate records and to minimize creation of duplicates in the future; assure that the retention schedules, registration and physical aspects of records transfers meet established standards; oversee space management, internal repositories and commercial storage facilities/contracts to insure adequate storage space is managed in accordance with best practice records storage standards; keep current with and apply state of the art preservation techniques and strategies to permanent records; Manage archival processing activities by overseeing adherence to preservation, international legal description and database standards. Perform and supervise reference functions by advising internal and external users about records holdings and accessibility; maintain communication with other Information Management Officers and records archives specialists (including, but not limited to, the UN ARMS, other UN ad hoc tribunals, universities, NGO's, legal research networks, etc. Evaluate records management and reference tools for adoption by the STL. Participate in the development of stakeholder outreach strategies and in their implementation. Ensure access to records with continuing value by appraising records according to their administrative, legal, financial and/or historical value; develop and implement appropriate retention schedules with records originating offices; monitor compliance with records transfer standards; Ensure strict adherence to information security access and restrictions policies. Contribute to the formulation of policies, procedures, objectives and guidelines affecting the development and maintenance of the STL's current and non-current records and archives and delivery of reference services, archival description and systems management. Provide Organization-wide advisory services on recordkeeping practices based on needs, business process, workflow, technical architecture, information resources analysis and Legacy strategy; Serve as the Registrar's adviser on Legacy issues relative to the permanent records of the STL; conduct relevant research, prepare options studies/feasibility analyses and prepare position papers on information management, recordkeeping and archives matters. Conduct policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Organization-wide policies, guidelines and procedures in keeping with technological developments. Research, analyze and evaluate new applications of information technology for their applicability to the management of STL records, both for current business practices and in preparation for the Legacy. Participate in recordkeeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation; Lead the Digital Archives & Records team, comprising an Associate Information Management Officer and a Senior Archives & Records Assistant. Supervise the Librarian in all matters relating to planning and organizing the library and reference services of the Tribunal; The post holder will work in close cooperation with the Head of IT and Courtroom Technology to ensure the implementation of information management policies and standards, including system recordkeeping functionality, metadata capture and digital preservation. The post holder will also work closely with Information Security to implement security policies. Knowledge and Skills •Professionalism - Good theoretical background in information management or a related field, with specialization in archival or information science. Domains of professional knowledge include the following: the nature of records and recordkeeping, including records in electronic media and audiovisual records; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge or research practices and trends, Demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, coming up with conclusions and making recommendations. •Planning and Organizing - Ability to establish priorities and to plan, coordinate and monitor own work and those under her/his supervision. • Leadership - Proven managerial supervisory and technical skills. Ability to coordinate major needs assessment, planning, development and implementation and maintenance of information/records systems, taking the lead in initiating projects to evaluate related practices, policies and procedures. Ability to maintain effective working relations, both as a team member and team leader. • Communication - Proven and sustained communication (verbal and written skills, including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups. • Teamwork - Proven interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment. Qualifications • Education: University degree (Bachelors Degree or equivalent) with specialization in archival science and/or information systems. • Work Experience: A minimum of 9 years of progressively responsible experience in modern archives and/or information management functions, of which at least three years should be at the national or international level. Experience must include the management and preservation of electronic records, with emphasis on migrating and maintaining digital archives and applying information technology to archives functions. Possession of an advance university degree in a relevant field may be considered in substitution of years of experience. • Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post, proficiency in oral and written English is required. Knowledge of the other languages is an asset.
Chief of Information Management, Technology and Security Section, P-5. STL, Leidschendam. Open until 13 January 2013
Chief of Information Management, Technology and Security Section Vacancy Ref NL-OTR-ITMSS-P5-506 Deadline for Applications 13 January 2013 Issuance Date 14 December 2012 Location Leidschendam Organ / Section Registry / Information Technology Services Section Post Level P5 Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The functions and reporting lines of the appointment may vary depending on the outcome of a planned restructuring of the delivery of the Registry's Information Management, Technology and Security Section. The appointment shall be limited to the Special Tribunal for Lebanon (STL). A Fixed-Term Appointment of one year duration will be offered.This appointment and any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The STL is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, the STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Responsibilities Under the direct supervision of the Registrar and within the limits of the delegated authority, the Chief of Information Management, Technology and Security Section (IMTSS) is responsible for steering developments and directing service delivery in the fields of information technology, (including information systems, data networking and communications, courtroom technology, and audio visual systems), information management, digital archives, records management, library services, and information security in line with best practices and the needs of the Organs to realise the STL’s objectives and outreach strategy; provide leadership to the innovation, awareness and adoption of new tools and technology-enabled work practices that will improve productivity and effectiveness; provide strategic input and support the implementation of a continuous change management process harnessing the use of information and technologies. The post holder will lead the IMTSS Senior Management Team (SMT). The composition of the SMT as envisaged below is subject to the final outcome of the restructuring of the delivery of the Registry’s Information Management, Technology and Security Section and reporting lines of those listed as currently comprising the SMT are subject to change. The SMT comprises the a) Head of IT and Courtroom Technology responsible for the overall management of all audio-visual services and all judicial information system services within the STL's courtroom and serves as the primary interface to CMSS for all court operational IT support matters; supervising unit Heads responsible for information systems, data networking and communications, courtroom technology and audio visual systems. b) the Head of Digital Archives, Records & Library Unit responsible for planning, budgeting, management, supervision and daily operation of the Digital Archives, Records and Library Unit (DARLU), and c) the Information Security Officer responsible for the appropriate maintenance and implementation of information security standards and managing the risk relating to the STL’s information assets. Establishes the vision and mission statement for IMTSS in consultation with the Registrar; creates a compelling vision to enable business change and facilitate policy decisions to ensure a timely and strategic response to key internal and external developments; advises the Registrar, provides guidance on information architecture and development strategy and for Information Management, Information Technology governance and Information Security; drafts intra and inter-organ policies and procedures to implement strategy; actively engages senior management and provides leadership on information governance in the role of chairperson of the Information Management steering group. Provides substantive input in the preparation of position papers and reports for presentation to bodies such as the STL Management Committee. Provides programmatic and substantive reviews of drafts prepared by others. Ensures that all IMTSS services comply with standards set by the Information Technology Infrastructure Library (ITIL) and best practices in Information Management. Ensures the correct functioning of all IMTSS end-to-end services, including but not limiting to the efficient functioning of the STL courtroom; ensures that the services defined within the IMTSS service catalogue maintain high-quality standards measurable against defined service levels. Plans and oversees the management of activities undertaken by the IMTSS; ensures that substantive work programmes and programmed activities are carried out in a timely fashion, coordinates diverse projects in the IMTSS, and, in liaison with other international tribunals as appropriate; manages, supervises and carries out the work programme of the IMTSS using professional programme and project management methodologies (e.g. PRINCE2). Ensures that IT systems, communication networks and technologies are cost effectively harmonized across the organization and, in that regard, also engages with other UN organizations to strive for system-wide coherence; provides oversight of information security, and issues related to cyber-security; ensures that IMTSS operational risks are identified and managed and that IMTSS facilities are robust and available to support business continuity under a range of operating scenarios. Ensures that long-term physical and digital records preservation is provided. Carries out programmatic/administrative tasks necessary for the functioning of the IMTSS, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, reporting on budget/programme performance, preparation of inputs for the budget, evaluation of staff performance (PAS), interviews of candidates for job openings and evaluation of candidates; recruits staff for IMTSS taking due account geographical and gender balance and other institutional values as well as demonstrated technical abilities. Manages, guides, develops and trains staff under his/her supervision; Fosters teamwork and communication among staff in the IMTSS and across organizational boundaries. Represents the Organization at inter-tribunal meetings and international seminars. Knowledge and Skills • Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities. • Planning and Organizing: Ability to establish priorities and to plan, coordinate and monitor own work and those under her/his supervision. Develops clear goals that ensure end to end service delivery; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Leadership: Serves as a role model to others; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; ability to make difficult decisions. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. • Communication: Proven and sustained communication (verbal and written skills), including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups; Listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. • Technological & Technical Awareness: Demonstrated knowledge and experience in the development of Information Management, Information Systems and Information Technologies within an International environment. Working knowledge of EMC Documentum. Able to evaluate situations and identify technological solutions which meet the organizations needs in the longer term. Good theoretical background in information management or a related field, demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, coming up with conclusions and making recommendations. Capability to establish and lead an information governance framework for the organization and to integrate those with relevant standards such as COBIT, ITIL, ISO15489 and ISO27000. Ability to produce reports and papers on technical issues and to review and edit the work of others. Ability to apply established STL rules, regulations, policies and guidelines in work situations. Qualifications Education: Advanced university degree (Master’s degree or equivalent) in Computer or Information Sciences, Archives, Records, Information Management, Information Security or Business Administration within an information context. A first-level university degree in these areas with an extensive senior experience in the field may be considered in lieu of an advanced university degree. Work Experience: A minimum of 10 years (12 if in possession of a Bachelor level degree) progressively responsible experience in Information management, Information Systems or Information Technology. Demonstrated experience in at least two of these areas is preferred, of which at least three years should be at the national or international level. Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post, proficiency in oral and written English is required. Knowledge of the other languages is an asset.
Sunday, December 9, 2012
Job Title: ARCHIVIST PROJECT MANAGER, P3 Department/ Office: International Criminal Tribunal for Rwanda Duty Station: ARUSHA Posting Period: 30 November 2012-30 December 2012 Job Opening number: 12-IMA-ICTR-25231-R-ARUSHA (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting International Criminal Tribunal for Rwanda. Office of the Registrar, Archives and Records Management Working Group, Arusha, Tanzania Responsibilities Under the overall general supervision of the Deputy Registrar and the direct supervision of the Chief of Information and Technology Services Section, the incumbent will provide the following services: . Overall responsibilities for the paper archiving project across the ICTR. Develop a global strategy and methodology for ICTR paper archives. Plan a phased transfer of the paper archives to the Arusha Branch of The International Residual Mechanism for Criminal Tribunals (IRMCT). . Formulates strategy and implements projects for the management of ICTR records including born-digital records. . Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assure that retention schedules, registration and physical aspects of records transfers meet established standards. . Assists in programme administration, including provision of assistance to or supervision of contractual employees staff, formulation of consultant and institutional contracts and subsequent implementation and development of the programme budget, etc; . In coordination with the originating offices, participates in the appraisal and analysis of the collections. Apply approved records retention schedules and security classifications and determine office of records. . Organizes trainings for head of sections; archives support staff and sections focal points. Continuously mentor junior staff under supervision. . Provides regular progress reports to the Archives and Records Management Working Group. . Undertakes research and access request from authorized users on archives holdings. . Performs other related duties, as required. Competencies Professionalism : Knowledge of information management and record keeping. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: -Speaks and writes clearly and effectively -Listens to others, correctly interprets messages from others and responds appropriately -Asks questions to clarify, and exhibits interest in having two-way communication -Tailors language, tone, style and format to match the audience -Demonstrates openness in sharing information and keeping people informed Teamwork: -Works collaboratively with colleagues to achieve organizational goals -Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others -Places team agenda before personal agenda -Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position -Shares credit for team accomplishments and accepts joint responsibility for team shortcomings Planning & Organizing: -Develops clear goals that are consistent with agreed strategies -Identifies priority activities and assignments; adjusts priorities as required -Allocates appropriate amount of time and resources for completing work -Foresees risks and allows for contingencies when planning -Monitors and adjusts plans and actions as necessary -Uses time efficiently Technological Awareness: -Keeps abreast of available technology -Understands applicability and limitations of technology to the work of the office -Actively seeks to apply technology to appropriate tasks -Shows willingness to learn new technology Commitment to Continuous Learning: -Keeps abreast of new developments in own occupation/profession -Actively seeks to develop oneself professionally and personally -Contributes to the learning of colleagues and subordinates -Shows willingness to learn from others -Seeks feedback to learn and improve Managing Performance: -Delegates the appropriate responsibility, accountability and decision-making authority -Makes sure that roles, responsibilities and reporting lines are clear to each staff member -Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills -Monitors progress against milestones and deadlines -Regularly discusses performance and provides feedback and coaching to staff -Encourages risk-taking and supports creativity and initiative -Actively supports the development and career aspirations of staff -Appraises performance fairly Education Advanced university degree (Master’s degree or equivalent) in Archives, Information mangement, Library or related area. A first-level university degree in combination with seven years experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in archives management, records management, library, information management or related area. An experience of work in a legal environment will be an added advantage. A familiarity with the cases of the ICTR would be a definite asset. A demonstrated understanding of the importance of confidentiality and security at the ICTR is required. Experience in managing an organisation wide project will be an added advantage. Languages Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Assessment Method The short-listed candidates will be required to do a competency based interview. Special Notice Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Thursday, November 29, 2012
Document Management Officer Office location: Basel Department: General Secretariat Unit: Information Management Services Service: Information & Collaboration Employment - Duration: 3 years Contract type: Fixed-term FTE%: 100% Application Deadline: 09/12/2012 Description Purpose of the job: The Document Management Officer works in the Records and Archives team, under the supervision of the Document Management Supervisor. The job holder shares operational responsibility for centralised records and archives management at the BIS, working in line with applicable policies and to the highest professional standards. In addition, the job holder has primary responsibility for specific tasks in the areas of quality assurance and work process improvement. Principal accountabilities: • Ensure the timely processing (registration, scanning, distribution, filing) of all incoming and outgoing correspondence (mail, fax, e-mail), as well as defined internal records, in line with applicable policies and using the Bank’s electronic document management system; • Maintain the Bank’s paper and electronic files securely and in good order, ensuring that they can be searched and accessed in line with applicable regulations and restrictions; • Ensure that all internal enquiries regarding mail and records processing are dealt with promptly, including document retrieval on request; • Take primary responsibility for specific Records and Document Management tasks (eg deletion of obsolete records), and perform a quality assurance function in the area of records processing and archiving; • Liaise with the technical support services on issues related to the tools and systems used in Records & Archives; • Help realize efficiency gains by continuously reviewing and updating work processes in the Records and Document Management areas; • Work closely together with the Archives team in Records & Archives on all relevant issues, including archives research and visitor support; • Actively participate in unit- and bankwide project work. Qualification: • A good level of general education: Matura, Banking and/or commercial education. Skills: • An excellent team player who demonstrates initiative and has good communicative and interpersonal skills; • Absolute discretion in treating restricted and confidential information; • A hands-on and practical approach; • A sound understanding of information management and office collaboration needs; • Experience in working with and administration of computer applications, including an electronic document management system and automated scanning; • Prepared to work shift hours and occasional overtime if required; • Proficiency in English and a good knowledge of German. Additional knowledge of another of the BIS’s working languages (French, Italian, Spanish) a plus. Work experience: • At least 3 years job experience in a Registry or records/archives management function. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. Due to our status as an international organisation we are in the privileged position to be able to recruit any nationality.
Monday, November 5, 2012
Archiving and Document Management Assistant, FGIII. EU Agency for Fundamental Rights, Vienna. Open until 20th November 2012
Publication of Vacancy Notice Archiving and Document Management Assistant Ref.: CA-ARCH-FGIII-2012 JOB PROFILE 1. Job Framework Job Title: Archiving and Document Management Assistant Job Location: Vienna, FRA, Administration Department Area of activity: Administration Function Group: FG III Status: Contract Agent 2. Job Content Overall purpose: The Administration Department is responsible for supporting the operational work of the Agency enhancing its ability to function as a bestpractice, knowledge-based, lean and service-oriented public body. The Administration Department is composed of the following three teams: • Team Finance and Procurement • Team Quality Management • Team ICT and Facilities Services Functions and Duties: The Archiving and Document Management Assistant will be working in the team under the supervision of the Head of Sector ICT and Facilities Services and he/she will be responsible for: • Establishing the procedures for the registration, filing and archiving of documents including document management, registration and records management standards/rules; • Ensuring and supporting the use of document and records management policies and procedures, specifically to determine which documents are registered and classified as records, in close collaboration with involved staff; • Managing the use and evolution of the Mail registration, Document Management and Archiving systems; • Providing guidance and support the Document Management System users by offering training and assistance; • Defining the Document Management System taxonomy and archiving records nomenclature; • Conducting records inventories to ensure that existing information assets are identified, managed across the Agency; • Maintaining and updating a document management, classification plan, retention schedule for current and intermediate archives; • Translating user requirements into usable technical requirements for the supporting Document Management and Archiving systems; • Training staff on document management and records management procedures; • Monitoring regulatory guidelines and laws, e.g. to determine impact on data retention, to help for the implementation of audit and other information management policies; • Ensuring that FRA archives are updated regularly and maintained adequately in accordance with the related procedures; • Any other task as requested by the Head of Administration. JOB REQUIREMENTS 3. Qualifications and experience required A. Eligibility criteria Candidates will be considered for the selection phase on the basis of the following criteria to be fulfilled by the deadline for applications: (a) a post-secondary education attested by a diploma, OR a secondary education attested by a diploma giving access to postsecondary education and following the diploma, at least 3 years professional experience. (Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration) (b) Thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages; Furthermore, in order to be eligible candidates must: • Be a citizen of one of the Member States of the European Union; • Be entitled to his/her full rights as a citizen1; • Have fulfilled any obligations imposed on them by the laws on military service; • Be physically fit to perform the duties linked to the post2; B. Selection criteria Essential • Proven experience in implementing document, archiving and registration management systems of at least three years; • Experience in defining document, registration and archives management policy; • Experience in setting up an archives system and in describing and monitoring archives (e.g. formulating classification plans and retention schedules), preferably those of public bodies; • Experience of information management technologies and software applications in the field of registration, document and archive management; • Experience in providing training and support when using related information systems; • Very good knowledge of Microsoft Office 2007/2010 and experience of online office collaboration tools; • Proven ability to work under pressure and to meet deadlines under demanding conditions; • Accuracy and ability to pay attention to details; • Excellent communication, organisational and interpersonal skills; • Service oriented, flexible and with ability to work effectively within a multicultural team. 1 Prior to appointment, successful applicants will be required to produce an official document showing that they do not have any criminal record. 2 Before being engaged, a member of the contract staff shall be medically examined in order that the Agency may be satisfied that he/she fulfils the requirements of Article 83 of the Conditions of Employment of Other Servants of the European Communities. Advantageous The following criteria will be considered as additional assets: • Excellent command of spoken and written English; • Knowledge of related European policies for document management and archiving; • Excellent knowledge of Microsoft SharePoint technologies; • Work experience in an international/multicultural environment. SUBMISSION OF APPLICATIONS Candidates are requested to submit their application electronically through the Agency’s website: www.fra.europa.eu Only online applications will be accepted. An application will be deemed admissible only if it includes a motivation letter (preferably no more than one page) a CV in Europass format (other formats will not be considered) and a fully filled in eligibility and selection criteria grid. Information concerning the status of the selection procedure can be found at the following address: http://fra.europa.eu/en/about-fra/recruitment/vacancies EQUAL OPPORTUNITIES The FRA urges anyone meeting the eligibility criteria and interested in the position to apply. The FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on the basis of gender, colour, racial, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation, or any other status. In case of a disability or if candidates find themselves in a particular situation which could cause difficulties during the interviews and tests, they should tick the appropriate box in the on-line application form and indicate which arrangements they consider necessary to enable them to take part in the interviews and tests. SELECTION PROCEDURE A Selection Committee is nominated by the Appointing/Contracting Authority. Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications. The applications of the eligible candidates will be reviewed in accordance with the selection criteria as specified in the publication notice. The selection Committee will select the candidates that obtain at least 60% of the total points available to rank their compliance with the selection requirements. The Agency will invite for an interview the top 10 candidates among those who have obtained at least 60%. The interview will mainly be held in English and the candidates will undergo a written test in English. The interview will take place in Vienna (Austria), where the Agency has its seat and where the place of employment is. Candidates invited to an interview will be requested to submit, on the day of the interview, a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the length and nature of their experience and whether full time or part time work. If, for reasons of confidentiality a candidate is unable to provide the necessary statement for their current employment, he/she must provide photocopies of the contract, the letter of recruitment and/or the first pay slip. The candidate must in any event provide a copy of the latest pay slip. However, prior to contract signature, the successful candidate/s will be requested to provide FRA with original or certified copies of all relevant documents proving the eligibility requirements. Successful candidates will be included on a reserve list drawn up by the Selection Committee. This reserve list will be proposed to the appointing/contracting authority of the FRA. The appointing/contracting authority will decide on the establishment on the reserve list. This reserve list will be valid for 12 months from the date of its establishment (the validity of the reserve list may be extended). The reserve list may be used for future recruitment, should vacancies arise. Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee recruitment. On the basis of the adopted reserve list, the appointing/contracting authority of the FRA may offer a contract of engagement. Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. Due to the large volume of applications, the Agency regrets that only candidates selected for the interviews will be contacted. Applicants are invited to follow the recruitment process on the FRA website. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT A contract will be offered as a member of the contract staff pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Communities for a fixed period of 2 years. The contract may be renewed. The successful candidate will be recruited in Function Group III. The grade (8, 9 or 10) will be determined in accordance with the number of years of experience of the successful candidate (i.e. professional experience of up to 7 years for grade 8; professional experience of more than 7 years for grade 9 and professional experience of more than 15 years for grade 10). The basic salary for grades 8, 9 and 10 are respectively € 2.457,08, € 2.780,03 and € 3.145,43. In addition to the basic salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary + household allowance), dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and it is exempt of national taxation. FRA also offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. Moreover, FRA offers different opportunities of schooling services through service level agreements with international schools and pre-school establishments, and has introduced policies on teleworking and flexitime in its attempt to reconcile work and private life. Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses. Additional information on Contract Agents can be obtained from the web site of the European Commission at the following address: http://ec.europa.eu/civil_service/job/contract/index_en.htm For any further information on the contractual and working conditions please refer to the Staff Regulations of Officials of the European Communities and the Conditions of Employment of other Servants of the European Communities which is accessible at the following address: http://eurlex. europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20110101:EN:PDF PROTECTION OF PERSONAL DATA Please note that FRA will not return applications to candidates. The personal information FRA requests from candidates will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. This applies in particular to the confidentiality and security of such data. Personal data shall be processed solely for the purpose of the selection procedure. Should the candidate have any query concerning the processing of his/her personal data, he/she shall address them to the following address: email@example.com APPEAL PROCEDURES If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address: The Director European Union Agency for Fundamental Rights Schwarzenbergplatz 11 A-1040 Vienna Austria The complaint must be lodged within 3 months. The time limit for initiating this type of procedure start to run from the time the completion of the selection procedure is published on the Web-site at the following link: http://fra.europa.eu/en/about-fra/recruitment/vacancies DEADLINE Applications must be sent no later than 20/11/2012 at 13:00 (Local time) Please note that due to the large number of applications we receive, the system may face problems in processing such amounts of data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline
Thursday, October 25, 2012
Brussels, 22 October 2012 B 18(2012) NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 18(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ PUBLIC DISCLOSURE UNIT TITLE Coordinator, Public Disclosure GRADE B.5 1. SUMMARY The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information of permanent value, the overall management of NATO archival holdings and the implementation of the NATO Records Policy and Public Disclosure of NATO Information Policy. As such the NATO Archives provides guidance on records and archives matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information. Under the general guidance of the NATO Archivist, the incumbent will be responsible for implementing and coordinating the Organization’s public disclosure programme throughout NATO and for outreach activities that promote the NATO Archives. Furthermore, the Coordinator contributes to the development of information management policies, standards and procedures; the physical and intellectual management of NATO’s archival holdings; and, manages or carries out projects as required. The Coordinator manages the operational activities of the Public Disclosure Unit as directed, and participates in the execution of all related tasks. He/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO archival and information management policy and procedures. Within the Unit, the Coordinator is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: Possess a university degree, preferably with an emphasis on records and archives management or contemporary history/international relations or have equivalent relevant professional experience; have at least six years of relevant professional experience; at least two of which must be at the national or international level; have experience in providing access to documents and reference services to various types of archives' users and handling sensitive information; have experience in implementing archival description programmes; have experience in organising and participating in archival outreach activities such as exhibitions, conferences and publications; possess knowledge and experience of handling and preserving digital information of permanent value; possess knowledge of international standards related to archives and information management; possess experience managing projects related to records and archives and information management within tight deadlines; possess experience in drafting strategic policies, directives and guidelines; be familiar with current office software suites, particularly database products related to records and archives management; possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other. DESIRABLE The following would be considered an advantage: a thorough knowledge of the Organization and Alliance activities; experience working in records and archives management in a security conscious environment; experience processing Freedom of Information Act requests; knowledge of additional languages. 3. MAIN ACCOUNTABILITIES Expertise Development Maintain relevant professional expertise current with developments in the field of archival management. Apply expertise to assist NATO staff as appropriate. Provide input and review policies, directives and guidelines with relation to current, semi-active and archival information. Information Management Initiate, develop and implement archival processing, description, reference and preservation procedures for the Unit. Initiate, guide and advise on the information management procedures for the Unit and Archives Committee. Knowledge Management Identify NATO information of permanent value that is at least thirty years old; examine the information against the NATO exemption list and coordinate the systematic and ad-hoc disclosure process. Describe archival records according to established international and Organizational standards so as to maintain access thereto. As part of the NATO Archives outreach activities, manage the NATO Archives collection online and web portal; coordinate and manage reference services to internal and external (academic) researchers; and initiate and coordinate other activities to promote the NATO Archives. People Management Initiate developmental plans to meet individual or team objectives. Manage and motivate staff of the Public Disclosure Unit to achieve results. Project Management Identify, analyse, design and contribute expertise to small and medium-sized projects, in the areas of archives and records management and related to the outreach and promotion of NATO Archives to the research community. Stakeholder Management Identify potential key stakeholders for archival management throughout the Organization and in the research community. Analyse specific requests for access to NATO documents by researchers and competent authorities. Whenever appropriate, seek the advice of the records’ originators concerned. Establish and maintain continuing consultative relationships with professional colleagues both within and outside the Organization. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the NATO Archivist and is responsible to him/her for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop. He/she works together with the other Head of Unit and Senior Assistant of the NATO Archives to ensure coherence of work priorities and procedures. He/she has frequent contacts with competent national authorities concerning the declassification and disclosure of NATO information. He/she has regular contacts with researchers interested in NATO history, and provides regular updates to the research community on outreach activities and NATO Archives. He/she maintains contact with counterparts in the International Military Staff to ensure a commonality of approach and practical cooperation wherever possible. Direct reports: 3 5. COMPETENCIES The incumbent must demonstrate: Analytical Thinking Achievement Clarity and Accuracy Conceptual Thinking Customer Service Orientation Empathy Impact and Influence Initiative Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of another contract thereafter. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. *** HOW TO APPLY Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html) Closing date for applications: Monday, 3rd December 2012 When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 18(2012) EM/ICTM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost. Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf). Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date. Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with. Please note that we accept applications electronically without a photograph and without a signature at this stage in the process. Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age(1) or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. _____________________ 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.
Wednesday, October 17, 2012
Brussels, 13th September 2012 NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 16(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/INFORMATION PROCESSING/WORKFLOW TITLE Information Management Assistant GRADE B.3 1. SUMMARY The Information Management Assistant is assigned to a unit of the Archives and Information Management Services and provides information management support to a designated clientele. As directed, he/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. He/she is responsible for the correct and uniform application of relevant working procedures and of information security regulations; sound judgement and some interpretation of regulations are expected. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: have a high school diploma or equivalent education and professional training; professional training or experience in library/information sciences or in international relations would be an asset; have at least four years of experience in information support functions - formal training in information or library sciences will also qualify. Experience at the international level, especially in international organisations, is an asset; have knowledge of international best practices and standards in the field of information management and familiarity with the life-cycle management of records; have knowledge of documentary research and of the drafting of related reports and summaries; have solid practical knowledge of IT applications and of current office software packages, in particular, the MS Office suite, Adobe PDF and document management systems; possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper-Intermediate”) in the other. 3. MAIN ACCOUNTABILITIES Planning and Execution Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Perform quality checks and prepare statistics for the Unit as required. Be a member of a roster, which will entail ensuring work and service continuity. Information Management Respond to requests for information, conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance. Knowledge Management Apply an organisational file plan, maintain files, and prepare files for records disposition. Stakeholder Management Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support. Expertise Development Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic Information Management practices. Contribute to the improvement of routine work processes. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of a Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with other Archives and Information Management staff to ensure optimal customer support. 5. COMPETENCIES The incumbent must demonstrate: Clarity and Accuracy Customer Service Orientation Empathy Flexibility Initiative Organizational Commitment Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years, which may be followed by another contract. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. *** HOW TO APPLY Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html) Closing date for applications: THURSDAY 25th OCTOBER 2012 When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 16(2012)AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost. Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf). Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date. Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with. Please note that we accept applications electronically without a photograph and without a signature at this stage in the process. Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser and the Organization’s insurers. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.
Sunday, September 23, 2012
Job Title: INFORMATION MANAGEMENT OFFICER, P4 Department/ Office: United Nations Environment Programme Duty Station: NAIROBI Posting Period: 11 September 2012-16 November 2012 Job Opening number: 12-IMA-UNEP-24548-R-NAIROBI (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the environmental arm of the United Nations and has its global headquarters in Nairobi, Kenya. Its mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. UNEP’s Medium Term Strategy for 2010-13 identifies 6 priority areas: Climate Change, Disasters and Conflicts, Ecosystem Management, Harmful Substances and Hazardous Waste and Resource Efficiency. The post is located in the Office of Operations in Nairobi duty station. Under the supervision of Senior Information Communication Technology Advisor, the incumbent is responsible to provide following tasks: Responsibilities 1. Information systems and information management and coordination: Coordinate the deployment and institutionalization of the Programme Information and Management System and other web based information applications; Formulate policies, procedures and workflows, objectives and guidelines affecting the development, maintenance and use of the PIMS, UNEP INTRANET, UNEP project related websites and other WEB based information applications; Liaise with professional and technical staff providing information technology services to ensure seamless delivery of the organizational requirements; Monitor the progress of projects in UNEP divisions and offices through PIMS, ensure compliance with Organization-wide standards and the Organization’s KM strategy for recording of all project-related information; Coordinate the restructuring and operation of the UNEP INTRANET and associated websites; Liaise with UNEP divisions to ensure UNEP INTRANET and associated websites are updated timely and to standard, to ensure a proper organizational WEB presence; Evaluate and advise UNEP-KM on proposed strategy and implementation plans. 2. Project management: Track and monitor project progress against plan, requirements, quality measures, standard processes; liaises with users on all aspects and during all phases of development and implementation; Develop cost proposals for contractual services, oversees the technical evaluation of proposals received and manages the contract service; Develop tracking and evaluation programmes to assist in the accomplishment and continuous improvement of the established objectives on KM within the Division. 3. Leadership: Provide professional leadership and work direction to assigned project team; Provide advice in the area of information and knowledge management. 4. Any other duties assigned. Competencies Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communications; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Technology Awareness: Fully proficient computer skills and use of relevant software, particularly as relates to design, websites, internet publishing and document management database. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social sciences or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the university degree. Work Experience A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of other United Nations official languages is an advantage. Assessment Method Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. Special Notice Staff members are subject to the authority of Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please send an email to firstname.lastname@example.org, quoting the job opening number in the subject header of your email. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Job Title: Archivist (Electronic Records) Job ID: 7674 Location: Geneva, Switzerland Department: DER RECORDS ARCHIVES SECTION APA Location: Geneva, Switzerland Salary Grade: Hardship Level: H P3 Family Type Location: Family -------------------------------------------------------------------------------- Return to Previous Page -------------------------------------------------------------------------------- Duties and Qualifications Archivist (Electronic Records) ORGANIZATIONAL CONTEXT Records are kept to facilitate the on-going work of the UNHCR mission, to provide a highly mobile staff with access to timely information, to facilitate the organization's response to review of UNHCR policy development. UNHCR rapidly adopted information technology and has been introducing new information systems with staggering speed. UNHCR Electronic Document and Records Management System (EDRMS) is the electronic recordkeeping system for all types of electronic records. This system is not, however, the only electronic system that holds records: Intranet, Internet and social media are the preferred way to disseminated information internally and externally, MSRP (supply resources and resource management system), Focus (planning and reporting system), and Progress (Refugee registration system) are UNHCR core systems, while a myriad of other information systems are used across the organization to assist for specific activities. To manage all UNHCR electronic records through their life cycle represents a significant challenge to the Records and Archives Section, but the failure to meet this challenge would result in diminished accountability and a loss of organizational memory. Under the general direction of the Senior Archivist the incumbent is responsible for ensuring that the organization's electronic records are managed through their life cycle in accordance with international archival standards, and for developing and implementing a strategy for appraisal and long term preservation of electronic archives. The incumbent works in close collaboration with the other teams in the Archives and with the Information Technology colleagues. The incumbent supervises the Reproduction Unit. The incumbent participates in the deployment of EDRMS at HQ and the Field and covers the work of the other professional archivist when needed. FUNCTIONAL STATEMENT Accountability - UNHCR electronic records are preserved, protected, and made available in the appropriate format and systems to ensure their authenticity and reliability, integrity and availability during their complete life cycle. Responsibility - Develop and implement a strategy for appraisal and long-term preservation of electronic records and archives. - Develop and implement a strategy for digitalization of physical records with long term value. - Supervise the Reproduction Unit (mass reproduction and digitalization). - Prepare and implement specifications for the maintenance and development and of the EDMS, ERM and Electronic Archives systems. - Prepare and implement specifications for the integration of the EDMS system with other UNHCR applications. - Participate in the elaboration of UNHCR Records Schedules. - Apply retention schedules to UNHCR electronic records. - Participate in the deployment of the EDRMS system. - Cover the work of the Archivists and Senior Archivist when necessary. - Perform other duties as required. Authority - Select long term preservation formats for all type of electronic records. - Select metadata schemas applicable to electronic records. - Define requirements for electronic records management and archival systems. - Implement and approve disposition of records. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations. - At least 8 years (6 years with Advanced University degree) of experience in progressively responsible functions in relation to Archives or record management. Of the 6 years, minimum of 3 years of experience should be in an international environment in the same functional area directly relevant to the current position. - A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives. - A detailed knowledge of and experience with electronic records. - A sound experience in appraisal, disposition and preservation of electronic records. - Familiarity with current information management systems, knowledge of systems operations and operations of database management systems. - Excellent knowledge of English (written/oral/comprehension). DESIRABLE QUALIFICATIONS & COMPETENCIES - Working knowledge of French is highly desirable; knowledge of other UN languages is an asset. Closing Date Please note that the closing date for positions advertised internally in Part II of the September 2012 Compendium is Monday 8 October 2012 and for job openings advertised externally Monday 15 October 2012 (midnight Geneva time).
Archives/Records Officer (Job Number: 1200682) Description Duties and Responsibilities: Under the general supervision of the Senior Archives Officer, the selected candidate will be part of a group of archivists responsible for the management and maintenance of the IMF archives collection. The candidate will participate in the implementation of strategies, policies and procedures for the management of and access to the IMF's collection of twentieth century archives relating to international finance and monetary policies. The archivist will also participate in the development and implementation of procedures to ensure the accessibility, integrity, authenticity and security of IMF archives and their metadata over time, including processing, declassification review, digitization of selected collections, and long-term preservation of archival digital assets. In carrying out these responsibilities, the candidate will: • assemble and analyze information in support of efforts to develop the archives collection; assist in the determination of records of enduring value; and appraise records to evaluate whether they meet the criteria for inclusion in the Archives; • organize and process both paper and born-digital archival materials in accordance with international standards. The process involves (1) collection and analysis of the contextual information necessary to formulate an adequate description of the material, (2) the actual description of fonds or collections according to established standards; • identify archival material eligible for declassification and liaise with the archives officers responsible for this process; • assist in developing and implementing workflows and procedures to ensure the reliability and authenticity of archival materials in all media over time. This task includes the development of forward migration plans for born-digital records of enduring value to ensure that those remain accessible over time; and • assist in establishing requirements for dynamic finding aids on the web and their implementation. Qualifications Qualifications: The candidate must be familiar with international standards for Archives Management and have experience in the application of those standards. For this position, emphasis will be given to selecting a candidate with in-depth knowledge of professional archival standards, methods and procedures in archives management in both paper and electronic form, knowledge of ISAD (G) and RAD archival description standards preferred. Experience in an archival setting along with knowledge of post-WWII history and /or economics is highly desirable. Experience with digital archives management and preservation methods is highly desirable. Prior experience in a multicultural environment is also desirable; in particular an ability to deal diplomatically and effectively with staff of different nationalities. Strong analytical and writing skills and the ability to plan and prioritize work assignments are also desirable. Education: An advanced university degree in Archives Management or a related field of study, plus a minimum of two years of relevant professional experience; or a bachelor's degree in a related field plus a minimum of eight years of relevant professional experience.
Job Title: INFORMATION MANAGEMENT ASSISTANT, G6 Department/ Office: Office of Legal Affairs Duty Station: NEW YORK Posting Period: 4 September 2012-11 October 2012 Job Opening number: 12-IMA-OLA-25160-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Treaty Section, Office of Legal Affairs. The incumbent will be under the general supervision of the Information Management Officer and the immediate supervision of the Information Systems Officer. Responsibilities Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties: • Facilitates the maintenance, periodic update and transfer of treaty records into the Archives by liaising with Secretariat offices; ensures the completeness and accuracy of transfer documentation; provides assistance to the Treaty Section staff in transfer preparations and recall of documents from Archives. • Provides database management support for digitized documents and archival photograph collections. • Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases. • Maintains statistics on service and workload measures. • Oversees records accessioning operations; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database. • Prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section archives inventory records. • Manages archival/record digitization arrangements and description operations by collaborating in identifying, planning, undertaking, as required, and overseeing such operations in consultation with the Section information management team and in liaison with contractual vendors, if present. • Ensures completeness and accuracy of submissions of legal instruments received. • Ensures that requests for translations of treaties and treaty actions in English and French are promptly submitted to the translation unit of DGACM; reviews and files the translations prepared by DGACM in electronic format. • Performs general web-publishing responsibilities. • Monitors incoming documents workflow and web-publishing server transactions. • Provides guidance to more junior General Service Staff. • Provides administrative support to the Section. • Performs other duties as assigned. Competencies Professionalism –Knowledge of electronic record keeping and relevant information systems. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Demonstrates strong communication (oral and written) skills. Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Accountability - Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away. Work Experience A minimum of seven years of experience in archives, electronic records management, or related area. Knowledge of image/text processing and content management tools (digital image processing applications, Microsoft Word, Documentum content management systems) is desirable. Experience in legal research is also desirable. Languages English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. A very good working knowledge of French is desirable. Assessment Method Evaluation of qualified candidates may include a competency-based interview. Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.