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Tuesday, July 31, 2012

Archivist, Contract Agent FG III. CEDEFOP, Thessaloniki. Open until 25 September 2012

EXTERNAL NOTICE OF VACANCY – CEDEFOP/2012/05/CA Cedefop invites applications for the drawing up of a list of suitable candidates for the position of an ARCHIVIST Initial contract period: 5 years CONTRACT AGENT FG III The employer: Cedefop Cedefop is the European Agency to promote the development of vocational education and training (VET) in the European Union. It is a forum for policy analysis and research and is a recognised partner in the policy and scientific debates on VET. Its strategic objective is to enhance European cooperation in VET through evidence and expertise. Cedefop provides advice, research, analysis, information and stimulates European cooperation and mutual learning. It supports the development of VET and evidence-based policy-making in areas such as, for example, anticipation of skill needs, improving understanding about qualifications and skills to support mobility across borders and investing in VET. Cedefop works closely with the European Commission, governments, representatives of employers and trade unions, as well as with researchers and practitioners. It provides them with up-to-date information and analysis on developments, experience and innovation in VET, and forums for policy and research debate. Cedefop was founded in 1975 and since 1995 has been located in Thessaloniki, Greece. It has approximately 130 staff. Cedefop’s working language is English. Cedefop offers a challenging environment with flexible work organisation and individual responsibility. As a learning organisation that develops and shares knowledge, Cedefop promotes excellent opportunities for continued professional development. For more information see www.cedefop.europa.eu. The job profile The successful candidate will work in Area Communication, Information and Dissemination (CID). The main activities of Area CID are content management and dissemination (production of printed and electronic publications, website content management), library and documentation (library’s database, records management), external relations (press service) and internal communication (intranet). Archives and records management is important for Cedefop’s internal control standards and good administration. Cedefop’s records management policy establishes agency-wide rules on the management of documented information, how it is categorised, tagged and retained, and how adherence to retention and other management policies can be measured and enforced. The archivist will ensure that Cedefop’s staff members understand and apply the archives and records management policy. JOB TASKS AND RESPONSIBILITIES The archivist will report to the Head of Library and Documentation Service and will be responsible for: • Appraisal of Cedefop archives; • Supervising the management of current and intermediate archives; • Preparing historical/public archives for transfer to the Historical Archives of the European Communities; • Training staff on archives appraisal and records management practices, for example determining which documents are to be classified as records; • Conducting records inventories to ensure that existing information assets are identified, managed and leveraged across the agency; • Supervising the mail registration system, procedures and operation; • Updating archives policies and procedures; • Monitoring relevant regulations and guidelines. FORMAL REQUIREMENTS To be considered eligible, applicants must: • Be a citizen of one of the Member States of the European Union; • Have a post-secondary education attested by a diploma OR A secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years; • Have a thorough knowledge of one of the languages of the Communities and satisfactory knowledge of another language of the Communities; • Enjoy full rights as a citizen; • Have fulfilled any obligations imposed by the laws on military service; • Be physically fit to perform the duties relating to the post ( ). APPLICANTS WILL BE ASSESSED AGAINST THE FOLLOWING SELECTION CRITERIA Education, knowledge and professional experience • In addition to the formal requirements above at least two years of relevant full-time equivalent professional experience. Professional competences and skills • Knowledge of archives, records management and document management systems; • Experience of maintaining archive systems and in describing and monitoring archives (e.g. implementing classification plans and retention schedules), preferably those of public bodies; • Familiarity with information management technologies and software applications in the field of archives/record management; • Very good communication and organisational skills and ability to work independently; • Ability to work efficiently, effectively and under pressure; • Ability to work in a multilingual, multicultural European work environment; • Service-mindedness and ability to use initiative to solve problems and improve standards of work; • Good knowledge of Microsoft Office; • Very good spoken and written English. THE FOLLOWING CHARACTERISTICS WILL BE CONSIDERED AS ADDITIONAL ASSETS • A post-secondary degree in archives, records management, information science or a related subject; • Knowledge of specialist software, such as Open text, Livelink, etc.; • Knowledge of a third EU language; • Professional experience within an international/intercultural work environment. Selection procedure Candidates must comply with all formal requirements by the closing date for applications. Non-eligible candidates will not be considered further in the selection process. A shortlist will be established of candidates who most closely meet the selection criteria and the additional assets. Shortlisted candidates will be invited for written tests and an interview. The Selection Board’s work and deliberations are strictly confidential and any contact with the board members is strictly forbidden during the selection procedure. Please note: It is intended to hold tests and interviews in Thessaloniki, on 12 and 13 November 2012 (subject to change). A list of suitable candidates will be drawn up by Cedefop. Candidates must obtain a minimum total score of 60% in the written tests and interviews to be proposed for admission to the list of suitable candidates. The list may be used as a reserve for recruitment, should suitable vacancies arise. Applicants will be informed if they have been included in the list. Inclusion in the list does not guarantee recruitment. The list will be valid until 31/12/2013 and validity may be extended. Contractual conditions The contract is for 5 years with the possibility of renewal. The terms of employment are those described in the Staff Regulations of the European Communities and in the Conditions of Employment of Other Servants of the European Communities (cf. Articles 8 to 50a referring to temporary staff). The successful candidate will be recruited in FG III. The basic monthly salary for a contract agent FG III/8 is approximately € 2,450. The salary is subject to a salary weighting (currently 94.8%) and a Community tax deducted at source but it is exempt from national taxation. In addition, staff members may be entitled to various allowances such as household allowance, expatriation allowance, dependent child and education allowance. 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, available at the following address: http://ec.europa.eu/civil_service/docs/toc100_en.pdf Recruitment will take place under the condition that corresponding budget appropriations and a vacant post are available. The place of employment is Thessaloniki where Cedefop is located. Equal opportunities Cedefop applies a policy of equal opportunities and takes care to avoid any form of discrimination. Submission of applications Applications must be submitted on-line. Applications sent by post, e-mail etc. will not be accepted. To register and apply, please go to the Job Opportunities section of Cedefop’s website (http://www.cedefop.europa.eu/EN/working-with-us/job-opportunities.aspx), click on the name of the vacancy notice and follow the instructions. Cedefop highly recommends that you read the “instructions to applicants” and the Frequently Asked Questions before you start filling in your application. In addition to filling in the application form, you must also attach a detailed curriculum vitae preferably using the European format (https://europass.cedefop.europa.eu/cvonline), copies of diploma and/or certificates and a letter of motivation of not more than two pages. Please note: The CV and letter of motivation must be provided in English. Applications that are incomplete will be rejected. The deadline for applications is 25 September 2012 at 15:00 Greek Time (CET +1). Reference number: CEDEFOP/2012/05/CA Any information provided in your application is subject to EU legislation on protection of personal data and confidentiality of information. For more information, please refer to the privacy statement in the on-line application. ********* Appeal procedures If a candidate considers that s/he has been adversely affected by a particular decision, s/he 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 CEDEFOP P.O. Box 22427 GR-55102 Finikas (Thessaloniki) Greece Any complaint must be lodged within 3 months after the candidate has been informed of the decision adversely affecting her/him. Candidates also have the possibility to complain to the European Ombudsman. Please note that complaints made to the Ombudsman have no suspensive effect on the time-period laid down in Article 91 of the Staff Regulations.

Trainee - Resource and Documentation Centre development. EIGE, Vilnius. Open until 17 August 2012

Trainee - Resource & Documentation Centre development 1. Introduction The European Institute for Gender Equality[1] (EIGE) announces a traineeship opportunity lasting up to six months for a graduate who is either a national of an EU member state or an EFTA country. The traineeship shall be based at the Institute's offices in Vilnius, Lithuania. The registration of applications will begin on 18 July 2012 and will close on 17 August 2012 at 23:00 Eastern European Time (EET). EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives related to the contribution and strengthening of gender equality promotion. To achieve its goals, the Institute shall collect and analyse objective, comparable and reliable information at Community level and develop appropriate methodological tools for the integration of gender equality into all Community policies. EIGE shall equally foster the exchange of good practices and dialogue between stakeholders and raise EU citizen awareness of this policy area by providing technical assistance to the Community institutions, in particular the Commission, as well as the authorities of the Member States. In the course of its work to promote and strengthen gender equality EIGE will also strive to eliminate gender discrimination. The traineeship shall aim principally to: provide work-training experience in key areas of the Institute's work; extend and apply knowledge acquired in the course of studies or working life; provide practical working knowledge of the Institute; enable the trainee to acquire work experience through the contacts s/he makes. The Institute is an equal opportunity employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or family situation. 2. Traineeship Description Objectives The trainee shall provide assistance to support the smooth development of the Institute's Resource & Documentation Centre (RDC) which is foreseen to be launched in EIGE’s new premises in 2013. The RDC aims to become the EU’s one-stop shop on gender equality, keeping the institutional memory of gender equality work at both the EU and MS level. The trainee shall be provided with relevant thematic work experience in the context of an EU agency. Description of the work Reporting to a supervisor, the trainee will be expected to carry out the following duties: Subscribe EIGE to relevant mailing lists and e-newsletters as directed to ensure that the Institute receives timely information on developments of work on gender equality policies and activities developed by different stakeholders both at a Member State (MS) and EU level; Support the identification and acquisition of policy documents and grey literature on gender equality developed by stakeholders and actors both at the EU and MS levels for inclusion in the RDC; Compile information regarding events on gender equality related matters with an EU wide dimension and assist with dissemination through EIGE’s online calendar of events and its European Network on Gender Equality; Become familiar with published studies of the Institute and assist in adjusting and completing files and documents according to qualitative/technical standards in view of their eventual availability within the RDC; Provide support and follow-up to the preparation for, and participation in, an evaluation meeting with RDC project partners in connection with a gender-based violence pilot project scheduled to take place in October 2012; Assist in the dissemination of information to different stakeholders on RDC resources and accessibility options; Perform database searches on gender equality related matters and organise information for further use according to EIGE’s requirements; Support the move to the Institute’s new premises where the RDC will be located; Attend selected meetings within the RDC team. Traineeship pre-requisites The traineeship is open to applicants who have not previously undertaken a traineeship in another European institution or body and who meet the following requirements: a recognised university degree[2] preferably in social sciences or humanities, evidencing completion of a full cycle of study; interest and awareness in gender equality issues obtained either through specialisation as part of the applicant’s studies for a university degree, a dissertation or other research project conducted as part of their studies or in some other manner or through professional experience or a previous traineeship. Applicants must also have fluent English, both spoken and written, an excellent knowledge of at least one other EU language as well as computer skills applicable to a Windows environment. 3. Application Procedure There are two stages to the application process: Stage 1 - Online registration At the first stage candidates must submit their application electronically using the EIGE application form. EIGE Application form (.doc, 172KB) Applications must reach eige.hr@eige.europa.eu by not later than 23:00, Eastern European Time (EET) on 17 August 2012 and the subject title noted by applicants should include the reference number of the application. Candidates are requested to send their completed application in English, the language in which the Institute mainly works. All parts of the application form must be completed in full. Incomplete applications will not be considered. Stage 2 - Submission of a full application (only for candidates invited to an interview and selected) At the second stage, should the candidate be invited for interview and be selected, in order for the application to be considered complete candidates must provide photocopies of all the supporting documents (proof of nationality, diplomas, academic qualifications, employment certificates, professional references etc.) needed to prove that they satisfy all admission conditions. All documentary evidence of any professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate must sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate. Candidates will be eliminated if: their application is received after 23:00, EET on 17 August 2012. they do not use and duly complete the official application form provided by EIGE. they do not meet the general conditions described in the pre-requisites section. Eligible candidates shall be selected on the basis of their application. The Institute regrets that, due to the large volume of applications it receives, only candidates of particular interest will be contacted. Candidates must be prepared to submit proof of their qualifications upon request since if successful, they will be required to produce originals of their diplomas, academic qualifications and employment certificates upon request. A Selection Committee shall oversee the analysis of the applications to assess and select those best matching the profile and qualifications required for this traineeship. On this basis the Selection Committee can invite the best admissible candidates for an interview which may include other appropriate testing. The work of the Selection Committee is confidential. Candidates shall not make direct or indirect contact with the Selection Committee or have anybody do so on their behalf. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction. All inquiries for information should be sent by e-mail to eige.hr@eige.europa.eu, quoting the reference of the traineeship. 4. Engagement and Conditions of Traineeship Engagement for a traineeship will be decided by the Institute’s Director on the basis of a reserve list of candidates proposed by the Selection Committee. Candidates should note that an inclusion to the reserve list does not guarantee selection. The established reserve list may be used for other similar traineeships depending on the Institute's needs and will be valid until the 31 December following the year of engagement. The traineeship is supported by a monthly grant equivalent to €750. Whilst a travel allowance will be given to the chosen candidate, s/he however will have to arrange his/her own health insurance. Applicants are advised to read Decision No. 2011/765 since it contains relevant information with regards to traineeships at the Institute. 5. Data Protection The purpose of processing of the data submitted by candidates is to manage each application in view of a possible pre-selection and recruitment as a trainee at the Institute. Unsuccessful application files shall be kept for two years following the closure of the selection procedure, after which time they are destroyed. The personal information requested from applicants 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. 6. Lithuania and living in Vilnius A member of the Schengen Area, Lithuania borders Latvia, Belarus, Poland and the Kaliningrad region of Russia. Its western coastline - noted for its fine beaches, dunes and majestic pines - straddles the Baltic Sea. Lithuanian summers are sunny and warm with an average temperature of +17 C. Winter is white and generally cold with average temperatures that hover around – 4 C. Vilnius is Lithuania's capital with an estimated population of just over half a million citizens. It has impressive Baroque and Gothic architecture as well as one of Europe's largest medieval old towns, a UNESCO World Heritage site since 1994. A university city since the Middle Ages, Vilnius is the centre of the country's politics, business, science, culture and entertainment and it attracts an increasingly varied assortment of local and international events. In addition to hosting a number of international schools, it has a developed infrastructure and ambitious future plans.

Thursday, July 26, 2012

Archives Assistant, G-5. UNMICT, The Hague. Open until 9 August 2012

Mechanism for International Criminal Tribunals Archives Assistant, GS-5 (The Hague) DEADLINE FOR APPLICATIONS : 09 August 2012 DATE OF ISSUANCE : 12 July 2012 OFFICE : Registry/Archives and Records Section JOB OPENING NUMBER : 2012/MICT/REG/AR/014 United Nations Core Values: Integrity, Professionalism, Respect for Diversity Organizational setting and Reporting: This position is located in the Archives and Records Section, Registry. The incumbent will work under the guidance of the Chief Archivist, under the supervision of Archives Assistant, G-5. Responsibilities:  Support the work of the archivists by assisting in the development and implementation of policies and procedures for the management of MICT records. Duties may include any or all of the following:  Support the development and implementation of recordkeeping improvement projects. Undertake tasks related to creation, organisation, indexing, storage, retention and disposal of records; Provide records storage and retrieval services for client offices. Arrange transfers of records from client offices to the Section’s repositories. Process consignments of transferred records, ensuring that they meet required standards and are stored securely, under the direction of the archivists. Maintain records of records transfers. Retrieve/return/update records on request of client offices. Maintain records of retrievals and loans. Assist client offices with complex searches for records. Maintain the Section’s repositories in good order. Undertake environmental monitoring checks. Monitor use of space. Implement security controls. Maintain logs, registers and other records of repository management activities. Maintain stocks of specialist recordkeeping supplies and issue them to client offices on request. Implement Records Retention Schedules and other disposition instructions. Operate the Section’s Service Desk.  Support the work of the archivists by assisting in the development and implementation of policies and procedures for the management of the ICT Archives. Duties may include any of all of the following:  Support the acquisition, accessioning, arrangement and description, storage, preservation and conservation of archives. Assist with preparation and dissemination of finding aids for archives. Assist in the provision of access to archives, and the provision of information and support to researchers. Assist with preparation of presentation and publicity materials. Support reference services by drafting routine responses to written enquiries, for approval by the archivists. Perform other duties as required. Core Competencies:  Professionalism – Knowledge of UN records and archives policies, procedures and practices. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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.  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.  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.  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. Mechanism for International Criminal Tribunals QUALIFICATIONS Education: High school diploma or equivalent. Demonstrated ability to use computer technology. Work Experience: Minimum of 5 years related archives and records management experience. Languages: English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is an advantage. Assessment Method: There will be a technical test and competency-based interview Special Notice: The appointment is limited to the Mechanism. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. HOW TO APPLY: Interested staff members should submit a current Personal History Profile (PHP) indicating the job opening number in the subject line to the following email address: RMRecruitment@icty.org

Tuesday, July 24, 2012

Records Administrator. BIS, Basel. Open until 31 July 2012

Records Administrator Office location: Basel Department: General Secretariat Unit: Information Management Services Service: Information & Collaboration Employment - Duration: October 2012 - April 2013 Contract type: Fixed-term FTE%: 100% Application Deadline: 31/07/2012 Description Purpose of the job: The job holder works under the supervision of the Records Supervisor as part of a small team responsible for the timely registration, distribution, filing and retrieval of the Bank’s business correspondence and other official records, in line with applicable policies and to the highest professional standards. Principal accountabilities: • Timely processing (registration, scanning, distribution, filing) of all incoming and outgoing correspondence (mail, fax, e-mail) as well as of defined internal records, in line with applicable policies and using the Bank’s electronic document management system • Maintaining the Bank’s paper and electronic files in good order, and ensuring that they can be searched and accessed in line with applicable regulations • Dealing promptly with all internal enquiries regarding mail and records processing, including document retrieval on request • Working on records management-related issues with the Document Management System Administration and Archives teams, as required • With Records team colleagues and under the supervision of the Records Supervisor, ensuring that the Records service is fully operational at all times Qualification and Experience: • A good level of general education: matura, banking and/or commercial education • Previous experience in a registry or records management function is a plus Skills: • Team player with good communication and interpersonal skills • Hands-on, practical approach • Prepared to work shift hours and occasional overtime if required • Aptitude for working with computer applications, including an electronic document management system and automated scanning • Proficiency in English and a good knowledge of German; additional knowledge of French is a plus

Monday, July 23, 2012

Document Management Expert (eArchivist). BIS, Basel. Open until 15 August 2012

Document Management Expert (eArchivist) 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: 15/08/2012 -------------------------------------------------------------------------------- Description Purpose of the job: The Document Management Expert (eArchivist) is part of the Document Management (DM) team in Records & Archives. This team is responsible for the governance, administration and maintenance of the Bank’s electronic DM system, in line with the applicable document and information management regulations and objectives. The DM Expert (eArchivist) has specific responsibility for the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment – as part of or linked to the Bank’s existing DM system. Principal accountabilities: • Assist with the development and implementation of an electronic archiving strategy for the BIS, including long-term preservation and disposal; • Analyse and improve work processes related to electronic document management and archiving, in line with applicable policies and standards; • Lead the development of electronic archiving initiatives, special projects and feasibility studies; liaising with business units, technical support services and external parties; • Work closely with archives users, records & archives administration staff and research staff to establish their requirements (eg accessibility), and with a view to integrate as far as possible management of physical and electronic archives; • Support the work of the Document Management team on the Bank’s DM system, including administration, maintenance, upgrading and testing; • Participate in archives, records and information management-related work and projects with the Document Management team and other bank business units, as required; • Plan together with the team members, the DM team work rota and absences plan, ensuring a fully operational service at all times. Qualification: • A university degree in records management or archiving, in Information Management, or an equivalent professional qualification; • Qualification in IT project management, business process analysis, and specifically in electronic records management and archiving systems. Skills: • An excellent team player, with good communication and interpersonal skills, who leads by example; • Ability to work independently to tight deadlines, self-starter; • Absolute discretion in treating confidential and restricted information; • A strong customer orientation; • Strong analytical skills; • A hands-on, practical approach. Prepared to work occasional overtime if required; • A good understanding of specific records and archives management issues, incl. internal and external user research requirements; • Proficiency in English. Additional knowledge of German and/or French is a plus. Work experience: • At last 5-10 years of relevant job experience in electronic records management and electronic archiving. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis.

Head, Acquisition and Holdings Unit, A.2. NATO HQ, Brussels. Open until 3 September 2012

Brussels, 18 July 2012 A 25(2012) NOTIFICATION OF AN "A" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N A 25(2012) LOCATION NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ACQUISITION AND HOLDINGS MANAGEMENT UNIT TITLE Head, Acquisition and Holdings Management Unit GRADE A.2 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 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 the Policy on the Retention and Disposition of NATO Information; contributing to the development of information management policies, standards and procedures; and the physical and intellectual management of NATO’s archival holdings. Within this framework the main functions of the Head will include: developing retention and disposition policies and procedures; coordinating appraisal reviews of NATO information; providing advice to NATO civil and military bodies and operations on records and archives questions; initiating and supervising descriptions of archival holdings; and implementing preservation measures for records in all formats. In addition, the Head directs the Acquisition and Holdings Management Unit (AHU) and replaces the NATO Archivist during absences. The Head presents to the Archives Committee on the implementation of the Policy on the Retention and Disposition of NATO Information and on other special projects as required. 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 four years of relevant working experience; at least two of which must be at the national or international level;  possess experience implementing retention and disposition programmes in large organisations;  possess experience managing projects related to records and archives and information management within tight deadlines;  possess experience in writing strategic policies, directives and guidelines;  possess knowledge of international standards related to records and archives;  possess knowledge and experience of electronic records and electronic records keeping systems, and knowledge of the challenges of electronic records and archival preservation;  have experience in briefing and training;  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;  knowledge of additional languages. 3. MAIN ACCOUNTABILITIES Expertise Development Develop and update retention and disposition schedules that identify and preserve NATO information of permanent value as well as facilitate the timely destruction of information identified as having no permanent value. Contribute to the development of a trusted digital repository for the long-term preservation of digital holdings. Ensure the retrievability of inactive records in all formats by developing and maintaining taxonomies and accurately preserving metadata for these records Project Management Identify, implement and successfully complete projects in relation to semi-active and inactive NATO information. Contribute to the development of records, archives and information management policies and their implementation in the International Staff (IS) and across the Organization. Information Management Coordinate and conduct archival appraisal of archival holdings, Implement and maintain an integrated file plan and taxonomy for both paper and electronic records. Stakeholder Management Respond to requests for information contained within the archives. Provide advice and guidance to NATO civil and military bodies and operations on records and archives management. Knowledge Management Describe archival holdings according to established international and Organizational standards so as to maintain access thereto. Ensure the preservation of semi-active and inactive records in all formats. Manage the space of archival repositories and ensure that all files are registered and traceable. Coordinate transfers of NATO information of permanent value. Authorize and supervise the destruction of NATO information of temporary value. People Management Direct and supervise the work of the Acquisition and Holdings Unit (AHU) staff and prepare and maintain a work plan for the unit. Direct and supervise the NATO Archives staff when the NATO Archivist is absent. This includes attending management meetings, meetings with experts and meetings with national representatives. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the NATO Archivist and directs and supervises the staff of the Acquisition and Holdings Management Unit. He/she is required to work closely with the Head, Public Disclosure and the Archives Liaison Assistant, as well as with staff working in Information Management (IM) at NATO headquarters and throughout the Organization. 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; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also 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 September 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. A 25(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, 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.

Clerk, Information Management, B.2. Brussels, Belgium. Open until 27 August 2012

Brussels, 19 July 2012 B 15(2012) NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 15(2012) (+ reserve list ) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT TITLE Clerk, Information Management GRADE B.2 1. SUMMARY The Information Management Clerk is assigned to a unit of the Archives and Information Management Services and provides information management (IM) support to a designated clientele. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. The Clerk 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:  have a good general education at least to higher secondary level or have equivalent relevant professional experience;  have some experience in information support functions or related duties, especially at the international level. Formal training in information or library sciences will qualify;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. B 15(2012) DESIRABLE The following would be considered an advantage:  knowledge of international best practices and standards in the field of information management and familiarity with the life-cycle management of records;  knowledge of documentary research and of the drafting of related reports and summaries;  knowledge of ICT systems, modern office equipment, current office software packages, and their application to document processing and recordkeeping;  professional training or experience in library/information sciences or in international relations. 3. MAIN ACCOUNTABILITIES 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. 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. Execute other routine or manual tasks, including filing and regular messenger duties. Contribute to the improvement of routine work processes. 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. Knowledge Management Under supervision, apply an organisational file plan, maintain files, and prepare files for records disposition. Perform quality checks and contribute to statistics and reports. 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. 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: Monday 27 August 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 15(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, 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.

Tuesday, July 17, 2012

Documents Control Assistant, FS-4. UNMICT, Arusha. Open until 27 July 2012

Job Title: DOCUMENTS CONTROL ASSISTANT, FS4, FS4 Department/ Office: International Residual Mechanism for Criminal Tribunals Duty Station: ARUSHA Posting Period: 27 June 2012-27 July 2012 Job Opening number: 12-CON-RMT-24135-R-ARUSHA (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The post is located in the Office of the Prosecutor (OTP) of the United Nations Mechanism for International Criminal Tribunals (UNMICT), ICTR Branch, Arusha. The incumbent will work under the general supervision of the Officer in Charge/Senior Legal Officer. Responsibilities The incumbent will perform the following duties: • Receives and processes all evidence material, records, seizures and other documents from investigations, trial and appeals teams as well as other sources. • Implements established systems and document control procedures by maintaining the Truth Book providing a daily record of new material received including by affixing unique identifiers/numbers on such newly received documents. • Performs electronic record keeping by scanning hard copies of documents using optical scanners to produce images and full-text electronic versions; analyses documents according to protocols and enters information about the document into the evidence database using existing classification guidelines. • Organizes and maintains the established system of case files related to the preparation of cases, trial and appeal hearings, amendment of indictments, applications for the referral of cases to national jurisdictions and applications for review filed by convicted persons. • Responds to job assignment requests from within the OTP with respect to search requests, document production, and the disclosure obligations of the Prosecutor. Specifically, provide document support services to trial teams and appeals teams and Investigators doing OTP work. • Maintains the integrity and physical order of active and archived records by arranging them in systematic manner for ease of referencing and retrieval. • Prepares summaries of documents to enhance searchability by end users by ensuring that names of accused, co perpetrators or victims are recorded as part of the metadata field. • Upon request, submits documents for translation in order of priority and updates the translation database in order to avoid duplication of such requests. • Maintains statistics and workload indicators on services provided. • Performs any other duties assigned by the responsible authority. Competencies • Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Excellent computer skills. Proven ability to use specialized database/litigation software applications such as TRIM, Zylab, Zyfind and Casemap. 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. • 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. • 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 limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Education High school diploma or equivalent. Additional training or degree in modern records management or archiving would be an added advantage. Work Experience At least six years of experience in archives, electronic records management or related area. Experience handling and processing confidential material is required. Relevant experience in an international legal environment is greatly desirable. Experience working at an international criminal tribunal will be an advantage. Languages English and French are the working languages of the UNMICT. For the post advertised, fluency in oral and written English or French is required. Working knowledge of the other one is highly desirable. Assessment Method Evaluation of qualified applicants may include a written assessment which may be followed by a competency-based interview. Special Notice The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates. 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

Friday, July 13, 2012

Head Archivist. Fondation Jean Monnet pour l'Europe, Lausanne. Open until 30 september 2012

Fondation Jean Monnet pour l’Europe, Lausanne (www.jean-monnet.ch) Située sur le campus de l’Université de Lausanne à Dorigny (Suisse), la Fondation Jean Monnet pour l’Europe est une institution indépendante de pure utilité publique créée en 1978 par Jean Monnet, bâtisseur de l’Europe unie. Elle rassemble des archives écrites et audiovisuelles sur la construction européenne, organise cette mémoire et la rend accessible aux chercheurs, enseignants et étudiants, gère une bibliothèque et un centre de documentation spécialisés, édite des publications consacrées aux questions européennes, conduit des activités de recherche, de formation et d’information, organise des rencontres, débats et colloques sur l’Europe. Pour cause de départ prochain à la retraite de la titulaire actuelle, la Fondation doit repourvoir le poste de responsable des archives Taux d’activité : plein temps. Entrée en fonction : 1er avril 2013 ou à convenir. Tâches : la personne engagée, qui dépendra de la direction de la Fondation, sera responsable des archives écrites, de la médiathèque, de la bibliothèque européenne et du centre de documentation européenne. Ses tâches seront les suivantes : accueil de fonds ou de documents, classement, sauvegarde, réponses écrites aux demandes, accueil des chercheurs et utilisateurs, acquisition de livres, organisation de la bibliothèque, gestion du centre de documentation européenne, préparation de manuscrits et suivi de l’édition, établissement de rapports d’activités, collaboration à l’organisation et au déroulement des événements publics de la Fondation. Un collaborateur d’archives à plein temps est subordonné au responsable des archives. Un collaborateur de la Fondation travaille à hauteur de 30% comme aide dans le domaine de la médiathèque. Un mandataire externe ainsi que des étudiants prêtent également leur concours occasionnel. Profil souhaité : - formation universitaire en histoire, de préférence contemporaine (niveau Master). Des connaissances dans le domaine de la construction européenne seraient un atout important ; - formation et expérience d’archiviste de plusieurs années seraient un sérieux atout ; - expérience de plusieurs années dans la recherche et l’édition souhaitables ; - langue maternelle française et très bonnes connaissances d’anglais. En outre, des connaissances d’allemand et/ou d’italien et/ou d’espagnol seraient également un atout. Renseignements complémentaires : Madame Françoise Nicod, responsable des archives, se tient à votre disposition. Tél. : +41 (0)21 692 20 90, courriel : francoise.nicod@fjme.unil.ch Le cahier des charges peut être obtenu sur demande. Les dossiers de candidature sont à adresser au plus tard le 30 septembre 2012 par courrier postal à Monsieur Gilles Grin, directeur, Fondation Jean Monnet pour l’Europe, Ferme de Dorigny, CH-1015 Lausanne. 19.06.2012

Trainee - Resource & Documentation Centre/Library. EIGE, Vilnius. Open until 31 July 2012

1. Introduction The European Institute for Gender Equality[1] (EIGE) announces a traineeship opportunity lasting up to six months for a graduate who is either a national of an EU member state or an EFTA country. The traineeship shall be based at the Institute's offices in Vilnius, Lithuania. The registration of applications will begin on 30 June 2012 and will close on 31 July 2012 at 23:00 Eastern European Time (EET). EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives related to the contribution and strengthening of gender equality promotion. To achieve its goals, the Institute shall collect and analyse objective, comparable and reliable information at Community level and develop appropriate methodological tools for the integration of gender equality into all Community policies. EIGE shall equally foster the exchange of good practices and dialogue between stakeholders and raise EU citizen awareness of this policy area by providing technical assistance to the Community institutions, in particular the Commission, as well as the authorities of the Member States. In the course of its work to promote and strengthen gender equality EIGE will also strive to eliminate gender discrimination. The traineeship shall aim principally to: provide work-training experience in key areas of the Institute's work; extend and apply knowledge acquired in the course of studies or working life; provide practical working knowledge of the Institute; enable the trainee to acquire work experience through the contacts s/he makes. The Institute is an equal opportunity employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, gender or sexual orientation and regardless of disabilities, marital status or family situation. 2. Traineeship Description Objectives The trainee shall provide assistance to support the smooth development of the Institute's Resource & Documentation Centre (RDC) which is foreseen to be launched in EIGE’s new premises in 2013. The RDC aims to become the EU’s one-stop shop on gender equality, keeping the institutional memory of gender equality work at both the EU and MS level. The trainee shall be provided with relevant thematic work experience in the context of an EU agency. Description of the work Reporting to a supervisor, the trainee will be expected to carry out the following duties: Assist with the compilation of sex-disaggregated statistics and indicators on usage - including thematic areas and languages - by internal and external beneficiaries of the RDC; Assist the coordination of the RDC’s monthly bulletin; Answer requests concerning the availability of thematic material featured in the RDC’s library as well as in its online catalogue; Assist in drawing up the inventory of the library and ensure the return of items by due date; Support the move to the Institute’s new premises where EIGE’s RDC will be located; Assist in implementing Radio Frequency Identification (RFID) technology, namely by placing a microchip in all library items; Gather and organise existing resources available at the Institute to ensure easy access and wider dissemination via the RDC; Support the implementation of the Institute’s internal communication strategy so as to ensure that RDC information is made available to both internal and external beneficiaries; Attend selected meetings within the RDC team. Traineeship pre-requisites The traineeship is open to applicants who have not previously undertaken a traineeship in another European institution or body and who meet the following requirements: a recognised university degree[2] preferably in library and information sciences; (information management, archiving, records management), evidencing completion of a full cycle of study; some initial experience in library management obtained either through specialisation as part of the applicant’s studies for a university degree, a dissertation or other research project conducted as part of their studies or in some other manner or through professional experience or a previous traineeship; Interest and awareness in gender equality issues; Knowledge of PRIMO, ALEPH, METALIB and SFX will be considered an asset. Applicants must also have fluent English, both spoken and written, an excellent knowledge of at least one other EU language as well as computer skills applicable to a Windows environment. 3. Application Procedure There are two stages to the application process: Stage 1 - Online registration At the first stage candidates must submit their application electronically using the EIGE application form. EIGE Application Form (.doc, 172KB) Applications must reach eige.hr@eige.europa.eu by not later than 23:00, Eastern European Time (EET) on 31 July 2012 and the subject title noted by applicants should include the reference number of the application. Candidates are requested to send their completed application in English, the language in which the Institute mainly works. All parts of the application form must be completed in full. Incomplete applications will not be considered. Stage 2 - Submission of a full application (only for candidates invited to an interview and selected) At the second stage, should the candidate be invited for interview and be selected, in order for the application to be considered complete candidates must provide photocopies of all the supporting documents (proof of nationality, diplomas, academic qualifications, employment certificates, professional references etc.) needed to prove that they satisfy all admission conditions. All documentary evidence of any professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate must sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate. Candidates will be eliminated if: their application is received after 23:00, EET on 31 July 2012. they do not use and duly complete the official application form provided by EIGE. they do not meet the general conditions described in the pre-requisites section. Eligible candidates shall be selected on the basis of their application. The Institute regrets that, due to the large volume of applications it receives only candidates of particular interest will be contacted. Candidates must be prepared to submit proof of their qualifications upon request since if successful, they will be required to produce originals of their diplomas, academic qualifications and employment certificates upon request. A Selection Committee shall oversee the analysis of the applications to assess and select those best matching the profile and qualifications required for this traineeship. On this basis the Selection Committee can invite the best admissible candidates for an interview which may include other appropriate testing. The work of the Selection Committee is confidential. Candidates shall not make direct or indirect contact with the Selection Committee or have anybody do so on their behalf. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction. All inquiries for information should be sent by e-mail to eige.hr@eige.europa.eu, quoting the reference of the traineeship. 4. Engagement and Conditions of Traineeship Engagement for a traineeship will be decided by the Institute’s Director on the basis of a reserve list of candidates proposed by the Selection Committee. Candidates should note that an inclusion to the reserve list does not guarantee selection. The established reserve list may be used for other similar traineeships depending on the Institute's needs and will be valid until the 31 December following the year of engagement. The traineeship is supported by a monthly grant equivalent to €750. Whilst a travel allowance will be given to the chosen candidate, s/he however will have to arrange his/her own health insurance. Applicants are advised to read Decision No. 2011/765 since it contains relevant information with regards to traineeships at the Institute. 5. Data Protection The purpose of processing of the data submitted by candidates is to manage each application in view of a possible pre-selection and recruitment as a trainee at the Institute. Unsuccessful application files shall be kept for two years following the closure of the selection procedure, after which time they are destroyed. The personal information requested from applicants 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. 6. Lithuania and living in Vilnius A member of the Schengen Area, Lithuania borders Latvia, Belarus, Poland and the Kaliningrad region of Russia. Its western coastline - noted for its fine beaches, dunes and majestic pines - straddles the Baltic Sea. Lithuanian summers are sunny and warm with an average temperature of +17 C. Winter is white and generally cold with average temperatures that hover around – 4 C. Vilnius is Lithuania's capital with an estimated population of just over half a million citizens. It has impressive Baroque and Gothic architecture as well as one of Europe's largest medieval old towns, a UNESCO World Heritage site since 1994. A university city since the Middle Ages, Vilnius is the centre of the country's politics, business, science, culture and entertainment and it attracts an increasingly varied assortment of local and international events. In addition to hosting a number of international schools, it has a developed infrastructure and ambitious future plans. -------------------------------------------------------------------------------- [1] Established by the European Parliament and of the Council Regulation (EC) No 1922/2006 of 20 December 2006 (OJ L 403/9 of 30.12.2006) [2] For a list of minimum national diplomas see Annex 2 Decision No. 2011/765.

Records Assistant, G-5. UN Secretariat, DFS, New York. Open until 22 July 2012

Job Title: RECORDS ASSISTANT, G5 Department/ Office: Department of Field Support Duty Station: NEW YORK Posting Period: 22 June 2012-22 July 2012 Job Opening number: 12-IMA-DFS-24261-R-NEW YORK (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Information Management and Registry Unit (lMRU), Quality Assurance and Information Management Section, Field Personnel Specialty Support Service, Field Personnel Division, Department of Field Support (DFS/FPD/FPSSS/QUAIMS/ IMRU), and the incumbent reports to the Chief of Information Management and Registry Unit. He/she will be responsible for the setup and maintenance of the Official Status Files (OSF) for international staff members serving in field missions supported by DFS/FPD. Responsibilities I. Archiving and records management • Creates and maintains OSFs for international staff members serving in field missions supported by DFS/FPD. • Carries out the archiving and inactivation of OSFs, including preparation of lists of records to be sent to archives; preparation, arrangement and packing of files and tracking of files in the records management system, including accession numbering from ARMS. • Processes and fulfills requests received from the different authorized sources, including registration in the OSF records management system; requests files from different authorized sources and registers them.in the records management system. • Coordinates file transfers between FPD and OHRM/PRU for Headquarters staff members going to or coming from mission assignment. • Proposes and monitors procedures by which all sections of FPD maintain official records, ensuring consistency and completeness the OSF; conducts periodic reviews of the system; checks to ensure that appropriate records management procedures are being followed by DFS/FPD services. • Prepares and maintains files for review by active staff members, the UNDT, MEU and other UN bodies, departments and offices. Il. Information managememt • Uses human resource management systems and databases in order to research whereabouts of existing and former staff members. • Provides statistics on the management of active and inactive OSFs. • Collaborates with OICT and DFS/ICTD on efforts to digitise OSFs and implement an on-demand electronic registry in support of field mission operations and the Organisation’s efforts to reduce the environmental impact of paper-based business processes. III . Administrative functions • Conducts periodic inventories of OSFs; estimates and orders necessary blank folders and other materials required to maintain the registry. • Performs function of the Administrative Assistant, IMRU, and other tasks as directed. Competencies Professionalism: Knowledge of archiving and records management practices, 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. 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. 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 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 Education High school diploma or equivalent. Work Experience Five years of experience in archiving and records management. Solid experience in service desk management and digital records management are desirable. Languages English and French are the working languages of the United Nations Secretariat. For this post fluency in English (both oral and written) is required. Knowledge of another official United Nations language is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by 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. The position is funded for a finite period of one year (Support Account budget) which may be extended. 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

Records Management Assistant, G-5. UNFCCC, Bonn. Open until 27 July 2012

VACANCY ANNOUNCEMENT COMMUNICATIONS AND KNOWLEDGE MANAGEMENT SERVICES (CKMS) PROGRAMME VACANCY ANNOUNCEMENT NO: VA 12/054/CKMS PUBLICATION/TRANSMISSION DATE: 28 June 2012 DEADLINE FOR APPLICATION: 27 July 2012 TITLE AND GRADE: Records Management Assistant (G-5) POST NUMBER: FCA-2943-G5-006 INDICATIVE NET ANNUAL SALARY: EUR 35,195 plus other UN benefits and pension fund DURATION OF APPOINTMENT: One and a half years, with possibility of extension DUTY STATION: Bonn, Germany EXPECTED DATE FOR ENTRY ON DUTY As soon as possible Background The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The Convention secretariat supports the Convention and its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of the Parties. The Communications and Knowledge Management Services programme manages and facilitates work related to external communications, on-line public information, media relations and services, and internal knowledge management services to support the UNFCCC and the Kyoto Protocol processes. Responsibilities Under the general guidance of the Chief, Knowledge Management and the direct supervision of the Records Management Officer the incumbent is responsible for supporting the records management programme across the Climate Change Secretariat - in terms of developing policy, procedures and practice, defining functional requirements for recordkeeping system, managing the operation of an inactive physical records center. In particular the incumbent: 1. Conducts surveys, interviews and researches for the development of records management functional toolkits, maintains and updates the toolkits to reflect the current secretariat functions and activities, coordinates their review and approval. Provides user support on application of the records management toolkits and recordkeeping system. 2. Assists in raising awareness for record keeping management by drafting articles or other documents for internal publication; updates the Intranet records management section. Conducts staff training on basic records management principles. 3. Assists programmes in appropriate handling of sensitive information, coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating database. 4. Facilitates the periodic transfer of inactive records into the KM records center by liaising with Secretariat offices; reviews and ensures the completeness and accuracy of transfer documentation; and provides advice to Secretariat staff in transfer preparations. Oversees records center operations by overseeing space allocations and associated accessions and database updating. /… 2 5. Oversees disposals by liaising with relevant Secretariat staff and paper recycling companies; prepares background information for the review of records management officer and implementing retention schedules; supervises the staging of records for disposal; and updates the recordkeeping database. Requirements • Completed secondary education and secretarial/commercial training or equivalent. Specialized training in information science, records, archives and library management, and knowledge about electronic recordkeeping system is an asset. • At least five years of relevant experience in documents registration, modern archives management, record keeping, information management or related area. • Proficiency in MS Office: Word, Excel, Access and PowerPoint. Practical experience in maintaining electronic records for public institutions and in an office support function using databases is desirable. • The incumbent must be flexible and well organized. • Fluency in written and spoken English. Working knowledge of other United Nations languages and/or German is an asset. Evaluation criteria Professionalism: Very good understanding of the functions of the post. Communication: Very good communication skills (spoken and written) including ability to draft and edit standard correspondence. Planning & Organizing: Very good organizational skills and ability to handle work in an efficient and timely manner. Ability to set and meet priorities. Client (service) oriented: Proven service-oriented approach to tasks. Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural environment. Technological awareness: Fully proficient computer skills including the use of software packages such as Word (including document formatting), Excel, Power Point, internal databases and other relevant software applications. Commitment to Continuous learning: Proactive and mature attitude towards self-development. To apply Candidates whose qualifications and experience match the requirements for this position, please use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment Please note: 1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant. 2. We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process.