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Monday, January 30, 2012

Archivist Clerk, G-4. OPCW, The Hague. Open until 16 February 2012

Archivist Clerk (GS-4)

Post Level

GS-4


Closing Date

16 February 2012



Vacancy Ref

E-PMO/AC/GS-4/F0076/07/01-12

Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for a duration of three years, with a six-month probationary period.
The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.



Branch

Division

Secretariat for the Policy-Making Organs



Date

17 January 2012



Principal Functions

Requirements



Under the supervision of the Senior Document Assistant the incumbent performs the following duties:

1. Develops and maintains the OPCW official-series, non-confidential, document archives, which includes the following:
· Acts as custodian and archivist for all archived official-series documents and publications (hard copy) corresponding to the principal and subsidiary organs of the Organisation;
· Acts as custodian of historical documents, i.e. pre-OPCW;
· Acts as custodian and archivist of official analogue audio/visual recordings of meetings;
· Digitizes the analogue audio/visual recordings and transfers for safe retention on network;
· Archives documents within current archive system to ensure safe retention of all holdings;
· Monitors the loan and return of documents, publications and audio/visual recordings from the archive;
· Tracks stock of publications and official-series documentation;
· Executes destruction of expired non-confidential documents, as required;
· Conducts regular audits of the archives
· Defines requirements for modifications and enhancements to the PMO archive and for the related archive software.

2. Supports the regular sessions and meetings of the policy-making organs:
· Liaises with Conference Services Unit (Documentation Counter and meeting rooms) and Reprographic Operators to ensure required, and sufficient, copies of documents and publications are available for meetings of the policy-making organs;
· Acts as a contact point at OPCW Headquarters for the Documentation and Reprographic Unit during the Conference of the States Parties, with regard to the receipt, printing and distribution of documents according to given deadlines.

3. Responsible for the mailing of official-series documents to the member of the principal and subsidiary organs of the Organisation:
· Distributes documents in accordance with Rules of Procedure, deadlines and specific requirements from Substantive Officers;
· Maintains database of all addresses and language preferences for recipients of official documents;
· Maintains register of distribution and mailing dates of official documents used by Policy-Making Organs staff members for statistical and reference purposes;
· Distributes documents electronically within the Technical Secretariat;
· Generates and distributes (electronically) the Weekly List of Documents.

4. Performs other duties as required.



Knowledge and Skills

· High school diploma or equivalent diploma of secondary education;
· Ability to plan and organise; problem-solving skills;
· Ability to handle a large volume of work in an efficient and timely manner;
· Good computer skills (especially MS Office applications);
· Ability to work harmoniously in a multi-cultural environment;
· Ability to operate audio/visual recording devices for digitisation of analogue recordings;
· Some physical effort such as lifting of heavy or bulky objects (10kgs), assembling and adjusting shelves in the archive or climbing step ladder etc. is required;
· Personal qualities should include tact, accuracy, eye for detail and discretion.

Desirable:
· Additional education/training in archival or historical fields would be an asset.


Experience

Essential:
· Minimum three years of related experience in the area of archives;
· Minimum three years experience in an administrative function.

Desirable:
· Work experience in an international organisation would be an asset.


Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.


Annual Salary
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions)

Net Salary

EUR 35,454



CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM.

Interested applicants who are unable to submit an application online at www.opcw.org , due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered.
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.

There are job advertisements and offers that falsely state that they are from the OPCW. Please be aware that the OPCW does not request any payments or require any financial information (bank account details, credit card numbers) from you at any stage of the application and review process. If you are contacted with these requests, please contact Recruitment@opcw.org and notify us at once.

Director. ITS, Bad Arolsen. Open until 25 February 2012

The eleven-state International Commission for the International Tracing Service (ITS) is seeking a new

Director - male or female -

for the ITS at Bad Arolsen in Germany in succession to the International Committee of the Red Cross which has run the archives and tracing service since 1955.

The ITS preserves more than 30 million documents from the National Socialist era, World War II and the immediate post-war period. Since its creation the ITS has served the victims and survivors of National Socialist persecution and their families by providing them with information and documenting their fate through the archives it manages and the research it undertakes. The archives were opened to the public for research in 2007.

The Director, who will also act as Secretary to the International Commission, will be responsible for giving administrative and academic leadership to the ITS, an organisation of around 300 people. The Director must have an advanced university degree and fluency in at least German and English. The appointment is for five years, renewable for a second five year term and the successful candidate should expect to take up the post on 1 January 2013.

Applications should be submitted by 25 February 2012 to directorate@its-arolsen.org.

Supervisor Registry and Archives, FS-5. ICTR, Arusha. Open until 4 February 2012

Job Title:
SUPERVISOR REGISTRY & ARCHIVES, FS5
Department/ Office:
International Criminal Tribunal for Rwanda
Duty Station: ARUSHA


Posting Period:
5 January 2012-4 February 2012
Job Opening number:
12-ADM-ICTR-21653-R-ARUSHA

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United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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Org. Setting and Reporting

International Criminal Tribunal for Rwanda, Division of Administrative Support Services, General Services Support Section.

Responsibilities

Under the direct supervision of the Chief, General Services & Support Section, Arusha, the Supervisor Registry/Archives services shall;

(1) Supervise the work of the Registry and Archives Unit as well as its staff, e g. messengers, radio operators, photocopying machine technicians and Archives clerks.

(2) Monitor the postage franking machine and ensure timely replenishment of postage funds

(3) Ensure that documents, circulars, mail, cables and fax messages are distributed to appropriate officials in a timely manner

(4) Develop and update the documents, classification, and file index manual.

(5) Develop mechanisms for electronic filing and retrieval of documents.

(6) Supervise the operations of the pouch office, ensure that diplomatic mail is dispatched and received as per established schedule.

(7) Ensure that rules and regulations governing the use of diplomatic pouch mail are strictly observed.

(8) Assist in the preparation of the annual budget plans of the Registry and Archives Unit.

(9) Supervise the reproduction and distribution of documents.

(10) Make special arrangements for the reproduction of sensitive and confidential documents.

(11) Review the periodicity of existing subject and Chrono files and determined the files for disposal and storage as per UN standing guidelines and regulations.

(12) Keep reference file records for incoming and outgoing pouch, fax messages, cables, circulars, and documents.

(13) Maintain a register of addresses for departed staff members for forwarding mail.

(14) Shall receive records from various sections under ICTR, Division of Administrative Support Services (DASS) and do the appraisal, sorting, listing, labeling, boxing and shelving these records in accordance with the UN Archives and Records Management Procedures.

(15) Coordinate the disposal of records with ephemeral value, Records which have outlived their usefulness in terms of fiscal, legal, Administrative, Historic, research, Archival or reference value.

(16) On a regular basis, the incumbent shall conduct a physical survey of records housed in various sections in order to ensure that there is a proper and an acceptable records and Archives Management program, based on the Mission Records Retention Schedule (MRRS)

(17) Develop a database suitable and compatible to the United Nations system, for all records at his/her custody, in conformance, and based with the UN Archives and Records Management guide.

(18) Shall develop an index for all records at the custody of the Archives Unit. Classifying and codification of records by subject and date as a common records series.

(19) Perform any other duties as may be assigned.

Competencies

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

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.

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 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

Education

Secondary school education and Diploma in Archives and Records Management from a reputable institution of higher learning. Knowledgable in scanning data and entry of metadata in TRIM.

Work Experience

Eight years in similar and related assignments.

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. Knowledge of another UN official language is an advantage

Assessment Method

Candidates will be assessed based on the eligibility criteria and competency-based interview.

Special Notice

This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.

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.

Wednesday, January 11, 2012

Associate Information Management Officer, P-2. ICTR, Arusha. Open until 4 February 2012

Job Title:
ASSOCIATE INFORMATION MANAGEMENT OFFICER (FOR ROSTER PURPOSES ONLY), P2
Department/ Office:
International Criminal Tribunal for Rwanda
Duty Station: ARUSHA


Posting Period:
5 January 2012-4 February 2012

Job Opening number:
12-CON-ICTR-21875-R-ARUSHA


United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

International Criminal Tribunal for Rwanda, Archives and Records Management Working Group (ARMWG), Arusha.


Responsibilities

Under the general supervision of the Archivist and within delegated authority, the Associate Information Management Officer will be responsible for the following duties:

Supervises and undertakes records identification functions by compiling records inventories and indexes, liaising with Tribunal offices and controls the quality of data provided by reviewing the work processes and procedures

In coordination with the originating offices, participate in the appraisal and analysis of the collections. Apply approved records retention schedules and security classifications and determine office of records.

Supervises and undertakes records disposition functions, by liaising with Tribunal offices on the transfer and/or disposal of records.

Supervises and undertakes records accessioning and processing activities; monitors adherence to description, preservation and security standards; and ensures maintenance of proper confidentiality and security of documents in ICTR offices: by securing all confidential materials being processed, bearing joint responsibility with the Head of Sections for the use of the secure containers (safes and file cabinets) of the section

Ensures accurate electronic processing of ICTR records by developing, enhancing and maintaining validations system to check the accuracy of processed data; designing and developing queries and reports to detect discrepancies in the indexing of information, or any other anomalies in attributed metadata

Participates in trainings provided to support staff as when needed. Continuously mentor junior staff under supervision and provides record keeping support and advice to Tribunal offices by advising on record keeping system standards and compliance.

Strategic planning by: Assisting the Archives and Records Management Working Group in developing strategic plans for Judicial and Legal Services Division (JLSD) and/or the Administrative Division sections, including annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels; proposing, managing and monitoring projects; staying up-to-date with regard to new information in the archives and records management field by reviewing the literature, and participating in best practice groups and in dedicated conferences

Performs other related duties, as required.


Competencies

1.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.

2.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.

3.Teamwork:-
Works collaboratively with colleagues to achieve organisational 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.

4.Planning and Organising:-
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.

5. Technological Awareness:-
Knowledge of Enterprise content management suites used in the organization, storing management and retrieval of the organization documents; Advanced computer literacy and preferably knowledge in the use of TRIM and SharePoint


Education

University degree in archival, information management, Library science or related field.


Work Experience

A minimum of two years of progressively responsible experience in archives management, records management, library, information management or related area.


Languages

Excellent communication skills in English or French is required. A working knowledge of the second would be a definite asset.


Assessment Method

Candidates will be assesed based on evaluation criteria.


Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.


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

Information Management Systems Assistant, G-5. UNON, Nairobi. Open until 14 January 2012

Job Title:

INFORMATION MANAGEMENT SYSTEMS ASSISTANT, G5

Department/ Office:

United Nations Office at Nairobi


Duty Station:

NAIROBI


Posting Period:

15 December 2011-14 January 2012


Job Opening number:

11-IMA-UNON-22045-R-NAIROBI (O)


United Nations Core Values: Integrity, Professionalism, Respect for Diversity


Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN office in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Staff Administration Section (SAS) within the Human Resources Management Service (HRMS) in the Division of Administrative Services, UNON.


Responsibilities

Under the general supervision of the Chief, SAS and the Supervisor, Records Management Unit (RMU), the incumbent's responsibilities will be as follows:

1. Management and maintenance of staff members’ official status files:
• Providing standard and Archives and Records Management Section-specific applications support and applications;
• Editing RMU and SAS web page contents, ensuring correct information is posted;
• Conducting end-user training relating to Staff Administration electronic records keeping system, i.e. Staff critical documents system and UN Archive and Records Management’s electronic record keeping system;
• Maintaining the Section’s paper-base and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation;
• Opening and closing of official status files;
• Receiving new incoming correspondence and updating the staff members’ official status files with the same;
• Overseeing internal records retrieval, loaning through developed and maintained electronic records loaning system in e-room;
• Reviewing official status files for purposes of weeding the in-active files, which should be transferred to the archives;
• Creating and maintaining official status files inventory for easy retrieval and reference purposes;
• Providing relevant technical support of information services.

2. Updating of staff members’ critical documents in the database:
Receiving staff members’ critical documents from Human Resources Assistants, sorting them accordingly and uploading them in the database;

3. Storage and maintenance of archived files:
• Ensuring that files in the archives are stored and maintained according to professional archiving methods and practices for easy access and retrieval;
• Retrieving and availing files to clients upon request;
• Filing incoming correspondence;
• Labelling of the archive shelves;
• Supporting disposition operations on transfer procedures and documentation; analyzing retention schedules and precedents in support of dispositions decisions;

4. Performing other related duties as may be assigned.


Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Demonstrated ability to apply good judgement in the context of assignments given; shows pride in work and in achievements; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise, is willing to learn from others; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Identifies priority activities and assignments and adjust priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed.


Education

Completion of secondary education is required. Supplemental training in information management is desirable.


Work Experience

A minimum of five years of relevant experience is required, of which three should be in records management.


Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official language will be an advantage.


Assessment Method

Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.


Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. 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 has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application if necessary.


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, January 5, 2012

Documentalist / Information Specialist. OECD, Paris. Open until 8 January 2012

Documentalist/Information Specialist

(Job Number: 08041)


Description

Documentalist/Information Specialist

TEMPORARY ASSIGNMENT

The OECD Directorate for Legal Affairs (14 legal advisers, 2 documentalists/Information Specialists and 3 Assistants) is seeking an information specialist to work full time on a temporary basis to be part of a small team responsible for documentation management and research. S/He will work under the direct supervision of the Senior Documentalist of the Directorate for Legal Affairs.


Main Responsibilities

Research

• Assist the Documentalists in answering the requests from the legal advisors or from other staff from the organisation as appropriate.


Information management

• Assist the Documentalists in filing the information received and sent and in the maintaining of the Directorate’s paper and electronic files using the ECM software Livelink.


Information transmission

• Assist in the maintenance/development of the Directorate Sharepoint site/pages in order to facilitate information sharing both within the Directorate and across the Organisation.


Administrative tasks

• Assist in the preparation of files, press reviews, summary tables and papers and in other administrative tasks as appropriate.



Candidate’s profile


Academic Background

• A post-secondary level of education in Library Science/Information Management or related subject.

• Some education in legal matters and/or related work experience would be an advantage.


Professional Background

• Two to three years experience in managing large documentation resources preferably dealing with economics and law in an international environment.


Languages

• An excellent command of one of the two official languages of the OECD (English and French) and a good working knowledge of the other.



Key Competencies

• Good analytical sense, meticulousness and an ability to organise information, including in writing, in a clear and efficient manner for the end-user.

• Experience with electronic archiving software.

• Proven ability to use office automation systems and softwares.

• Proven ability to learn new techniques and use new work tools.

• High sense of discretion in dealing with confidential matters.



The appointment may initially be made at the level immediately below if the qualifications and professional experience of the selected applicant correspond to that level; in this case, the duties and responsibilities assigned will be adjusted accordingly.


CONTRACT DURATION: 12 months


What we offer

http://www.oecd.org/document/3/0,3746,en_21571361_45609340_46133955_1_1_1_1,00.html