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Friday, April 26, 2013

Library & Archives Information Manager (Client Services – Contracts and Subscriptions). OECD, Paris. Open until 13 May 2013

Job Description Library & Archives Information Manager (Client Services – Contracts and Subscriptions)( Job Number: 08665) Description The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems. The Operations Service (OPS) of the Executive Directorate (EXD) is responsible for managing and running the OECD’s buildings infrastructure, providing a range of operational services for the functioning of the Organisation and supporting substantive work through the provision of knowledge and information services. OPS is looking for an Information Manager to assist with the management of external information sources and the administration of contracts and subscriptions. S/he will work under the supervision of the person responsible for Contracts and Subscriptions in the Client Services Team of the Library & Archives Unit within the Information Management Services Division (IMSD) of the Operations Service. Main Responsibilities: Information Management: • Participate in the proactive efforts of the Library and Archives Unit to provide knowledge and information management services to substantive Directorates, with a view to raising the standard of research in the OECD. • Work with clients across the Organisation to implement good information management and research practices. Management of external information sources: • Identify and participate in the organisation of acquisitions of electronic information sources to provide relevant information in support of substantive work in a cost-effective way. Search the Internet to find quality information relevant to the OECD’s work. • Process requests for electronic and paper subscriptions and manage renewals. • Maintain regular contact with publishers to keep abreast of their policies and practices, and check that electronic accesses for OECD staff are operational. Follow-up with providers on missing issues or technical problems. • For electronic subscriptions, maintain an alert system for articles relevant to clients’ specialities. For paper subscriptions, create and maintain circulation lists; continue efforts to replace paper by electronic access. Contracts and Invoicing: • Participate in drafting consultations, call for tenders and the subsequent review of proposals. • Participate in negotiations with vendors to ensure that favourable conditions are obtained for contracts in full respect of the financial rules. Ensure that contract conditions are adhered to. Liaise as appropriate to ensure timely delivery and review of material. • Verify invoices against orders, process payments and follow-up as necessary. Keep track of expenditures and respect allocated budget. Other tasks: • Produce monthly statistics on the activities related to periodicals. • Create and manage users in Livelink, ensure access to online databases and periodicals. • File all correspondence, contracts and background information in the records management system Livelink. • Carry-out any other tasks that may be required for the Unit. Candidate’s profile: Academic background: • A good level of post-secondary education, preferably rewarded by a degree or a qualification in library, records or information management. Professional background: • At least three years’ practical experience in one of the fields related to records, information or library management. • At least three years practical experience in managing periodicals would be an advantage. • Knowledge of the Organisation’s financial rules and administrative procedures relative to the processing of contracts and expenditures would be an advantage. Tools: • Good knowledge of the Microsoft Office suite (Word, Excel, Outlook). • Knowledge of Livelink records management software, or similar software, would be an advantage. • Proven experience with IT solutions in an information environment. Languages: • Excellent knowledge of one of the official languages of the Organisation (English and French) and a good oral and written knowledge of the other. Core Competencies Please refer to the OECD Core Competencies and the level 1 indicators. Contract Duration 2 years fixed term, with the possibility of renewal. What the OECD offers Monthly base salary starting from 3 150 € net of French taxes plus allowances based on eligibility. NB. 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. The OECD is an equal opportunity employer and encourages all qualified candidates to apply.

Library & Archives Information Manager (Client Services – Document Management). OECD, Paris. Open until 13 May 2013

Job Description Library & Archives Information Manager (Client Services – Document Management)(Job Number: 08663) Description The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems. The Operations Service (OPS) of the Executive Directorate (EXD) is responsible for managing and running the OECD’s buildings infrastructure, providing a range of operational services for the functioning of the Organisation and supporting substantive work through the provision of knowledge and information services. OPS is looking for an Information Manager who will be responsible for digitizing, indexing and keeping an inventory of OECD archives, monographs, periodicals and documents and also for monitoring loans and returns. S/he will work at the Headquarters in Paris (La Muette) and in an Annex in the Paris region (Sèvres), under the direct supervision of the responsible Information Managers in the Client Services of the Library and Archives Unit within the Information Management Services Division (IMSD) of the Operations Service. Main Responsibilities: Digitization and downloading of electronic periodicals: • When requested by users, digitize documents on the basis of microfiches, microfilm or paper. • On the basis of a predetermined timetable, download electronic versions of periodicals and format them according to preestablished criteria. Carry-out a detailed inventory of and prepare collections for digitization by an outside provider. Check the quality of the digitized folders and import and index them in the Organisation’s archive management system. • Import the electronic versions and catalogue OECD monographs and periodicals. Management of archive stacks: • Look after the day-to-day management of the library and archive stacks and ensure that the space is efficiently used. Make sure that all the stacks and all the boxes are correctly identified and located in the archives management software. Move the boxes when necessary and prepare their transfer for additional sorting by colleagues in the Unit. Update the corresponding computer data in the archives management software. This task requires the capacity to carry and handle relatively heavy loads. • Carry-out the physical and computer destruction of archives in line with the management table in use. • Supervise the physical cleaning of the archive stacks and adjoining work spaces carried out by the sub-contractor. Management of loans and returns: • Receive, process and make an inventory of incoming archives and documents and update the data when necessary. • Receive computer archives and documents put into the archives management system by Directorates. Handle their filing and their storage or destruction in line with current storage periods. • Reply to requests to consult archives or publications. Carry out searches and provide access to archives, after authorization, to the directorate concerned • Organise archive and document loans to the inputting directorate, on request, and record loans and returns in the archive management software. Inform the Head of Unit of any archives and loans which are not returned on time. Other tasks: • Carry-out any other related tasks, as required by the Unit. Candidate’s profile: Academic background: • A good level of secondary education. • A valid category B French driving licence would be an advantage. Professional background: • Proven experience in the management of stacks. • Professional experience in a multidisciplinary and multicultural environment would be an advantage. Tools: • A good knowledge of the Microsoft Office suite (Word, Excel, Outlook). • Knowledge of Livelink records management software, or similar software, would be an advantage. Languages: • Excellent knowledge of one of the two official languages of the Organisation (English and French) and a sound knowledge of the other. Core Competencies: Please refer to the OECD Core Competencies and the level 1 indicators. Contract Duration: Two years fixed term, with the possibility of renewal. What the OECD offers Monthly base salary starting from 2 740 € net of French taxes plus allowances based on eligibility. NB: 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. The OECD is an equal opportunity employer and encourages all qualified candidates to apply.

Information and Knowledge Management Specialist. IOC, Lausanne. Open until 3 May 2013

JOB DESCRIPTION Main responsibilities - Manage legal and financial information (contracts, invoices, etc.) - Manage reference information - Manage records and archives - Manage the flow of incoming and outgoing information - Contribute to establishing transparent information and knowledge management within the IOC environment - Contribute to the adoption of information and knowledge management best practices at the IOC - Provide optimal support and a high-quality service vis-à-vis internal and external requests; reply to the requests and provide help to users - Contribute to or manage the unit’s projects and activities, prepare roadmaps, and plan and follow up on the implementation of deliverables - Contribute to the management and analysis of demands, development of methods and tools, as well as development and implementation of solutions - Contribute to information management elements of key business processes and contribute to their optimisation and evolution, according to strategic developments and business needs (i.e. EB support, collaboration, content organisation, etc.) - Contribute to the management of core information management elements such as Information Cartography, Enterprise Classification, etc. - Contribute to the management of information governance framework (policies, procedures, guidelines, standards, etc.) - Act as a point of contact for information and knowledge management services towards internal clients (departments, programmes, etc.); proactively identify opportunities and challenges and identify potential solutions - Perform regular analysis of and proactively propose developments and solutions Training; language and IT competences - Specialised education on Information and Knowledge Management (university, HES, or equivalent) - Significant, pertinent experience in the area of Information and Knowledge Management (5 years) - Significant project management experience - Significant experience of Enterprise Content Management tools, such as Livelink, SharePoint Technology and Information Department Function : Information & Knowledge Management Specialist Mission  Contribute to guaranteeing the availability, integrity and capitalisation of the IOC’s information and knowledge  Contribute, coordinate and/or lead information and knowledge managementactivities and projects  Ensure optimal integration of information and knowledge management practices with existing processes Each employee is responsible for the smooth running of his or her section and for keeping his or her competences up to date in line with the IOC’s training policy. In addition, each employee may be asked to take on responsibilities other than those required by the job if particular circumstances so require. Status : Manager Activity level : 100% - Experience in other platforms, such as enterprise portals, extranets, etc. would be an advantage - Good understanding of and ability to embrace new trends, be technological or service-related, would also be an advantage - Very good written and spoken knowledge of both English and French Technical, organisational and personal competences - Rigorous professional ethics; service oriented; quality excellence; team-player; sense of initiative - Ability to work in a dynamic environment, maintain team spirit and integrity while respecting deadlines - Keen sense of priorities for efficient management of deliverables; diligence in following up tasks - Ability to organise own schedule to meet expectations; attention to detail - Respect of confidentiality and sensitive information - Ability to participate actively in developing joint objectives, getting involved, respect the contributions of all the members of a team - Ability to consider cultural and personal differences as an added value and interact with all types of people in a constructive way Behaviour and attitude - Ability to work in a team - Full collaboration and knowledge transfer - Discretion and loyalty; professional ethics - Precision, speed and efficiency in performing tasks - Positive attitude, open-mindedness and enthusiasm - Respect the internal rules of conduct and all instructions and procedures in place (i.e. Information Security, Code of Ethics, etc.) - Excellent command of corporate tools and follow the internal user rules - Diplomacy, tact and discretion essential - Flexibility concerning working hours in general, and resistance to stress - Autonomy and sense of initiative

Thursday, April 11, 2013

Consultant to deliver an Introduction to Archives and Records Management Training. UNHCR, Geneva. Open until 25 April 2013

Subject: Introduction to Archives and Records Management Training I am sending this from the Global Learning Centre of the United Nations High Commissionaire for Refugees (UNHCR) to invite individual consultants to submit proposal for the design and delivery of an Introduction to Archives and Records Management training. Expected date and place: June 2013 in Geneva, Switzerland. Please see below the detailed terms of reference with all the relevant information. I kindly ask you to submit your proposal by 25 April 2013. We would also appreciate if you could please let us know if you are not interested in submitting a proposal. Please also submit the Personal History Form (P11) is available at the following link: http://www.unhcr.org/recruit/P11_UNHCR.doc If you have any questions, please contact Ms Hilde Elisabeth Haaland at Haaland@unhcr.org Thank you in advance and kind regards, Hilde Elisabeth Haaland Archivist Records and Archives Section Division of External Relations haaland@unhcr.org www.unhcr.org Tel. +41 22 739 8084 TERMS OF REFERENCE for the development and delivery of an Introduction to Archives and Records Management training 1 General information The Global Learning Centre (GLC) of the Office of the United Nations’ High Commissioner for Refugees (UNHCR) invites suitable consultants to submit a proposal for the development and delivery of an Introduction to Archives and Records Management training. Background information The Records & Archives Section of UNHCR consists of archivists with relevant professional and educational background, and also a support team, colleagues with long work experience (2-10 years) within UNHCR the Records & Archives Section of UNHCR, however not having relevant educational background. The target group for the training is the support team. Against this background and in order to establish common professional knowledge to improve the team’s understanding of the integration of archives and records management and the key theories and practices associated with them the GLC in collaboration with Records & Archives section decided to offer an Introduction to Archives and Records Management training. 2 The project Deliverables The selected consultant will be required to - design and deliver a two-day workshop for approximately 10 participants - provide all training materials (print and if necessary deliver to the training venue) Approach and methodology The design should apply the principles of adult learning, stating clear learning objectives for the course and describe detailed tentative workshop design including interactive activities supporting the learning objectives. We expect the consultant to include pre- and post-course work in the learning design. The consultant is required to carry out needs analysis prior to the training design. Description of the course The selected consultant should prepare the training design based on the below learning objectives. Learning objectives: By the end of the course participants will be able to: - identify and apply o standards and concepts of archives and records management o the life cycle of records o tools/methods to manage records throughout their life cycle, i.e. records schedules, classification etc. o methods of appraisal and perform appraisal of UNHCR records o methods for arrangement and description of records o basic practices for preservation of records o practices on access and confidentiality of records The course outline should include, but not be limited to - an introduction to managing archives; - international archival theory and principles, - archival appraisal, arrangement and description, preservation, digital preservation, access and reference, records management drivers and concepts, business continuity, life cycle and records retention, storage and retrieval and electronic born records (i.e. authenticity, reliability…). The outline could be structured in a meaningful way for the participants to better follow the stages in the lifecycle of records and the activities associated with them. The final workshop design should be agreed with the focal point of the business owner (Records & Archives Section). Target audience: Size of the target audience: Approximately 10 participants per workshop, maximum 14 from the Records & Archives Section. The target group is the support team without archival education and training. Tentative timeline and location The course will take place in Geneva in June 2013. 3 Requirements Profile Required qualifications/profile of the provider(s): UNHCR is looking for experienced consultant(s) with a broad understanding of international organizations. Required qualifications/profile of the trainer(s): - demonstrable relevant professional experience and experience with international organizations - fluency in English and preferably in French - relevant educational background - the trainer must have minimum of 5 years of training experience in the relevant field Materials and Equipment Training materials: All training materials are to be designed and provided by the selected consultant directly to the participants and to the Global Learning Centre. Other Equipment: The technical equipment is to be provided by the consultant with the exception of laptops or equipment that training venues usually provide (i.e. projector, screen, and flipcharts). The consultant should specify any equipment needed to conduct the course. 4 Required structure of the proposal The proposals must follow the below structure and not exceed the volume limitations. 1. CV and the consultant’s qualifications (maximum 3 pages), including listing three or four of the most recent relevant references (description of the projects, contact details of the client) 2. Proposed approach and methodology (not exceeding two pages, stating clear learning objectives and describe detailed tentative workshop design including interactive activities supporting the learning objectives, proposed methodology for needs analysis, proposed pre- and post-course work) 3. Quote for the design and delivery of the two-day course The proposal should be written in English. 5 Deadline for submission of proposal Deadline for submission of proposal is 25 April 2013.

Information Management Officer, P-3. OCHA, Suva. Open until 25 April 2013

Job Opening Job Title: Information Management Officer, P3 Department/ Office: Office for the Coordination of Humanitarian Affairs Duty Station: SUVA Posting Period: 10 April 2013-25 April 2013 Job Opening number: 13-IMA-OCHA-27644-R-SUVA (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Regional Office for the Pacific, Suva, Fiji. The Information Management Officers reports to the Head of Office. Responsibilities Within delegated authority, the Information Management Officer will be responsible for the following duties: •Manage information to support OCHA and the UN system, as well as partner organizations, prevent, mitigate, manage, and recover from humanitarian disasters and emergencies. •Provides advisory services on information management include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. •Researches, analyses and evaluates new applications of information technology for information management and makes recommendations for their deployment. Determine the primary data and information elements that are required internally and externally to support inter-cluster coordination and humanitarian decision-making. •Participates in information management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of application improvements and new systems; provides user support. •In collaboration with the Information Services Section and the Field Information Services Unit, apply global information management standards, policies and procedures to guide related activities within OCHA Office. •Develops training materials and user manuals; trains staff in use of OCHA information system and standards assigned. • Establishes and maintains an information network at the national level to facilitate humanitarian information exchange and the promotion of data and information sharing protocols, in particular those developed and endorsed by the Inter-Agency Standing Committee. If necessary, oversees technical staff in the development of databases and other applications to support the collection and processing of context specific data (e.g.: affected population, displaced populations, demographic and vulnerability data, results of common rapid needs assessment etc.). •Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme equirements. •Supports strategic and operational decision making by processing and analysing data and information and presenting it in the format most useful for analysis (e.g. reports, maps). •Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization. •Develops client oriented approach with all relevant stakeholders to help identifying their priority information requirements. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. •Designs and implement a dissemination plan for all information products produced by OCHA (e.g. situation reports, data, maps). •Supports the advocacy, communication and reporting functions of the office through the collection, processing, storage and retrieval of documents, including images, of emergencies and vulnerability, as well as relief operations. If required, manage OCHA staff working directly on information management and information technology activities. •Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. •Extensive travel within the region may be required. •Performs other related duties as required. Competencies • PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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. • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • 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 An advanced university degree (Master's degree or equivalent) in archival, information science, information systems, social science or related field is required. A first-level university degree in combination with an additional two-years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience in information management in the context of emergency humanitarian response, crisis management, natural disaster response, or in a recovery context is required. Professional field experience at the international level is desirable. Experience within the United Nations Common System or a large international organization is desirable. Qualifying years of experience are calculated following the receipt of the first-level university degree recognised by the United Nations. 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 UN official language is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Funding for this position is available for at least one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Management Officer, P-3. UN Secretariat, OCHA, Bangui and Bamako. Open until 24 April 2013

Job Title: Information Management Officer, P3 Department/ Office: Office for the Coordination of Humanitarian Affairs Duty Station: BANGUI; BAMAKO Posting Period: 9 April 2013-24 April 2013 Job Opening number: 13-IMA-OCHA-27706-R-BAMAKO (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This job opening is for two positions within the Office for the Coordination of Humanitarian Affairs (OCHA). One position will be located in Bamako, Mali; and the other will be in Bangui, Central African Republic. The Information Management Officer will report to their respective Head of Office. Responsibilities Within delegated authority, the Information Management Officers will be responsible for the following duties: • Manages information to support OCHA and the UN system, as well as partner organizations, prevent, mitigate, manage, and recover from humanitarian disasters and emergencies. • Provides advisory services on information management include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. • Researches, analyses and evaluates new applications of information technology for information management and makes recommendations for their deployment. Determine the primary data and information elements that are required internally and externally to support inter-cluster coordination and humanitarian decision-making. • Participates in information management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of application improvements and new systems; provides user support. • In collaboration with the Information Services Section and the Field Information Services Unit, apply global information management standards, policies and procedures to guide related activities within OCHA Office. • Develops training materials and user manuals; trains staff in use of OCHA information system and standards assigned. • Establishes and maintains an information network at the national level to facilitate humanitarian information exchange and the promotion of data and information sharing protocols, in particular those developed and endorsed by the Inter-Agency Standing Committee. • Oversees technical staff in the development of databases and other applications to support the collection and processing of context specific data (e.g.: affected population, displaced populations, demographic and vulnerability data, results of common rapid needs assessment etc.). • Supports the implementation of Coordinated Needs Assessments and its related tools. Ensures the consolidation and dissemination of the resulting analysis of the Coordinated Needs Assessments. • Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements. • Supports strategic and operational decision making by processing and analysing data and information and presenting it in the format most useful for analysis (e.g. infograhics, reports and maps). • Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and other activities of General Service staff. • Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization. • Develops client oriented approach with all relevant stakeholders to help in identifying their priority information requirements. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. • Implements and regularly updates the Information Management Strategy and dissemination plan for all information management related products produced by OCHA • Supports the advocacy, communication and reporting functions of the office through the collection, processing, storage and retrieval of documents, including images, of emergencies and vulnerability, as well as relief operations. If required, manage OCHA staff working directly on information management and information technology activities. • Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. • Performs other related duties, as required. Competencies • PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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. • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • 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 An Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Qualifications and/or certification in the following applications are desirable: MS Access, MSExcel, MS SharePoint, ArcGIS, or similar applications. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience in information management in the context of emergency humanitarian response, crisis management, natural disaster response, or in a recovery context is required. Professional field experience at the international level is desirable. Experience within the United Nations common system is desirable. Qualifying years of experience are calculated following the receipt of the first-level university degree recognised by the United Nations. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in English and French (both oral and written) is required. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Funding for this position is available for at least one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS

Friday, April 5, 2013

Knowledge Management and Archive Advisor (Consultant). UNDP, Kabul. Open until 14 April 2013

KNOWLEDGE MANAGEMENT AND ARCHIVE ADVISOR, ELECT/UNDP Location : Kabul, AFGHANISTAN Application Deadline : 14-Apr-13 Type of Contract : Individual Contract Post Level : International Consultant Languages Required : English Duration of Initial Contract : Six months Background UNDP supports stabilization, state building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground. Years of conflict have damaged Afghanistan’s economic, political, physical, social and institutional structures. Reconstruction demands a secure environment in which there is credible leadership and enforced rule of law. Strong, legitimate and effective public administration structures, responsive to the needs of ordinary citizens - including the poor – are a precursor to any sustainable development. To this end, UNDP supports Afghan electoral institutions so that they can become more effective vehicles for development. The UNDP Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) project- phase I (2006 – 2011) provided technical and operational assistance to Afghan electoral bodies throughout the 2009 Presidential and provincial council elections and 2010 parliamentary elections. The ELECT II project commenced at the end of 2011 and comprises of long-term assistance to the Independent Electoral Commission (IEC) of Afghanistan, focusing on institutional strengthening and capacity consolidation to encourage broader democratic participation. The overarching objective of ELECT-II is to support the national electoral institutions to plan and conduct credible future elections with minimal external support. Continuing long-term assistance through support to capacity building of national electoral authorities beyond 2010 is in accordance with Security Council Resolution 2041 (2012). This assistance is closely coordinated with UNAMA, UNDPKO and EAD. The three key outputs for ELECT II are: Output 1: Institutional, operational and technical capacity of the IEC is developed to ensure well organized, future Afghan-led electoral processes. Output 2: The quality of the voter registry is improved to support future electoral operations. Output 3: Capacity of the IEC is strengthened to encourage broader democratic Participation With regard to the Presidential and Provincial Elections on 5 April 2014 it is expected that the scope of work of the project will be amended in order to provide support to the upcoming elections in 2014 and the parliamentary elections planned for 2015. The Knowledge Management and Archive Advisor for the ELECT II project will help to capture and consolidate valuable organizational knowledge in order to facilitate the replication of good practices and learning during the electoral implementation period and beyond. The primary objective of the UNDP ELECT II Knowledge Management Advisor (KMAA) in Afghanistan is to assist the IEC with the planning, design, management and execution of an automated Knowledge Management (KM) platform required for large scale electoral operations. A strong knowledge platform will be able to create an invaluable information resources repository for the IEC. This repository will be able to guide the IEC’s future operations by ensuring proper storage/retrieval of all institutional information and files. Implementation of a Knowledge Management system will also help the election commission to take appropriate decisions based on the best available information and historic data which is essential for successful and sustainable conduct of elections. Besides the knowledge management system design and implementation planning aspects, the KMAA is expected to ensure proper procedures and systems are in place to ensure appropriate archiving of historic data related to the operations of the IEC. The Knowledge Management and Archive Advisor will be part of a team of advisors providing technical support to the IEC. S/he will work under the direct supervision of the ELECT II Senior Technical Advisor (Pillar 1) and in close coordination with the ICT Specialist, M&E Specialist, GIS Specialist and Technical Specialist (Electoral Information Management). ELECT II invites qualified international experts in this field to apply for this position. Duties and Responsibilities The Knowledge Management and Archive Advisor will advise the Independent Electoral Commission (IEC) in Archiving, knowledge management and electoral information dissemination platforms and performs the following responsibilities: Lead the development of a knowledge management strategy and associated implementation plan for the Independent Election Commission and ELECT II which constitutes the knowledge hub for all matters pertaining to electoral operations in Afghanistan. Contributes to the development of new knowledge products, services and tools in order to continuously improve the services delivered by the IEC, while learning from past experiences in order to improve these services; Supports multimedia approaches by which knowledge is produced, managed, communicated and shared; Develops and revises records management policy, procedures and standards for the Independent Election Commission of Afghanistan and ELECT II project Provides advisory services to the Independent Election Commission / ELECT II on various recordkeeping issues, including but not limited to: information sensitivity, classification and handling; organization of electoral / organizational information assets; records sentencing and disposition; electronic recordkeeping; and digital information asset storage, retrieval and migration. Develops detailed system and other functional specifications and standards from the recordkeeping perspective, evaluate adequacy of existing document and records management systems and tools. Implement new technologies in information management to ensure efficient access to information. Develop a comprehensive mapping of electoral data and information resources, with specific institutional roles and responsibilities, and systems and processes for collecting, managing, and sharing data and information. Create a mechanism for capturing and documenting key successful aspects of electoral operations and work with the M&E/ICT/capacity building units to package them into knowledge products such as success stories and information newsletters. Develop a fully operational knowledge management system in which relevant data, information and knowledge on electoral operations, challenges and issues pertaining to previous electoral operations are systematically acquired, continuously upgraded and disseminated to relevant stakeholders Ensure that the IEC has an up-to-date easy-to-access database of lessons learned and best practices from within the country and abroad in the areas of institutional development, electoral planning, electoral operations etc and ensure that evidence based knowledge and evaluations are gathered, extracted, managed and disseminated on an on-going basis. Oversee capacity building and support for internal knowledge acquisition, management and sharing; ensure relevant communities of practice are developed and strengthened. Support development of staff, consultants and key partners and collaborators to become “knowledge professionals” through the identification of learning opportunities to ensure a pipeline of professional expertise and advice on all aspects of knowledge management as required. Performs other duties as and when assigned by the supervisor. Key Deliverables: The Knowledge Management and Archive Advisor will produce the following deliverables during the period of this contract: By end of first month: Produce a detailed and comprehensive assessment of the existing archive / document sharing practices and identify problem areas. Identify issues associated with knowledge sharing / knowledge management within the IEC and produce a detailed plan to address knowledge silos. Coordinate with all relevant departments in order to identify priority areas, key documents and take appropriate measures to ensure accurate/timely capture of important information/documents. Produce timeframe and process outline for the development of a comprehensive knowledge management and archive/document management strategy By end of third month: Advice and train IEC technical staff on establishment of knowledge management technical platform. Ensure timely implementation of the technical platform. Identify knowledge management focal points in all departments and provide appropriate training. With the help of knowledge management focal points; identify and initiate capturing of all relevant historic information and files. Establish relevant policies for capturing of current and future document / knowledge. By end of contract: Develop a comprehensive training module for IEC general users on including but not limited to the daily use of knowledge management platform, document versioning, document control and releasing of final documents. With the help of knowledge management focal points; complete capturing of all relevant historic information and files. Ensure appropriate controls and mechanisms are established in order to avoid formation of knowledge / document silos. Provide a final report on achievements including recommendations for further strengthening the IEC’s capacity with regard to knowledge management. Competencies Corporate Competencies: In-depth substantive knowledge of Knowledge Management and, particularly in the areas of electoral operations, business process enhancements, records management or institutional development; Demonstrated capacity to strongly promote knowledge sharing and knowledge products and systems; Ability to provide advocacy, outreach and capacity development on knowledge management systems. Functional/Technical Competencies: Familiarity with current Knowledge Management technologies, including Web 2.0; Familiarity with Microsoft SharePoint platform Demonstrated capacity to strongly promote knowledge sharing and knowledge products and systems; Familiarity with the area of electoral operations, institutional development, or operational / business processes; Initiative and sound judgment; excellent writing and organizational skills; and demonstrated ability to work in a diverse team setting; Fluency in English written and spoken required, knowledge of Dari / Pashto is considered an asset; Advanced computers skills; Knowledge/experience of UN system, preferable. Behavioural Competencies: Strong verbal and written communication and advocacy skills; Ability to work in a complex environment requiring liaison and collaboration with multiple actors; Excellent team-building, diplomatic and inter-personal skills. Required Skills and Experience Education: Advanced degree in social and behavioral sciences, Information systems, or Knowledge management is essential; Experience: Five years’ experience in the design and development of knowledge management systems, organizational development, business process improvement, or organizational/systems change management Knowledge of the UN system is desirable and familiarity with UNDP procedures is, in particular, highly desirable; Proven team building and leadership skills; Advanced computer skills and strong knowledge of SharePoint server is required Previous experience in Afghanistan including knowledge of Afghanistan’s culture, tradition and Islamic context is an advantage. Language: Fluency in written and spoken English is essential; Knowledge of other UN official languages is an asset. Facilities Provided by UNDP: Office space, communication equipment (phone (prepaid)), VHF radio, transportation from/to workplace and relevant line ministries and office. Assets shall be returned to the CO upon completion. The IC shall be provided accommodation in MOSS cleared premises. The daily rent for a small room including three meals is $90.0. The daily rent for a large room without meals is $95.0. The large room rent does not include any meals. The meals can be purchased as $6.0 for breakfast and $12.0 for lunch or dinner. Facilities to be provided by the IC: Laptop Technical Proposal: The IC shall submit a short proposal describing his or her approach and methodology to achieve the deliverables under this assignment. The technical proposal shall be one page and not more than 800 words. Financial Proposal: The IC shall provide its proposed effective daily rate based on five day working week. The fee rate shall be inclusive of perdiem, fees, food incidental and any other expenses related to execution of the assignment. The IC shall also incorporate in his or her price the cost of medical evacuation insurance during the assignment period. This shall either be separately quoted or included in the effective daily rate. Evaluation Process: The contract will be awarded to the candidate who received the highest score out of a pre-determined set of weighted technical and financial criteria: Technical Criteria weight: 70% + Financial Criteria weight: 30%. Individual consultants will be evaluated based on Cumulative analysis. When using this weighted scoring method, the award of the contract should be made to the individual Consultant whose offer has been evaluated and determined as: Responsive/compliant/acceptable, and Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. Technical Criteria weight: 70% Financial Criteria weight: 30% TECHNICAL EVALUATION CRITERIA: Advanced degree in social and behavioral sciences, Information systems, or Knowledge management is essential; Five years’ experience in the design and development of knowledge management systems, organizational development, business process improvement, or organizational/systems change management Knowledge of the UN system is desirable and familiarity with UNDP procedures is, in particular, highly desirable; Proven team building and leadership skills; Advanced computer skills and strong knowledge of SharePoint server is required Previous experience in Afghanistan including knowledge of Afghanistan’s culture, tradition and Islamic context is an advantage. Fluency in written and spoken English is essential; Knowledge of other UN official languages is an asset. Only candidates obtaining a minimum of 70 points in the Technical Evaluation would be considered for the Financial Evaluation. Documents to be included in the application (only 1 file can be uploaded): All interested applicants should submit the following requirements. The following 4 documents should be merged in a standalone file including all them, since the online application submission does only permit to upload one file per application. Incomplete submission can be a ground for disqualification. Brief expression of interest: a brief narrative on why you think you are qualified to undertake the consultancy. A current and complete C.V. in English with indication of 3 references as well as the permanent e-mail and phone contact. Duly completed UNDP Personal History Form (P11) that can be downloaded from http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc Financial proposal: Daily rate / Lump sum Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applicants who are shorted-listed will be contacted. UNDP will cross check previous work experience and expertise. FC:30000 UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Thursday, April 4, 2013

Information Management Assistant, G-6. UN Secretariat, Department of Management, New York. Open until 3 May 2013

Job Title: Information Management Assistant, G6 Department/ Office: Department of Management Duty Station: NEW YORK Posting Period: 3 April 2013-3 May 2013 Job Opening number: 13-IMA-DM-27307-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Personnel Records Unit (PRU), Learning, Development and Human Resources Services Division (LDSD), Office of Human Resources Management (OHRM), Department of Management (DM). Under the direction of the Administrative Officer, the incumbent is responsible for the daily operations of the Personnel Records Unit (PRU), the Secretariat’s repository for approximately 17,000 Official Status Files of current and former staff members. Official Status Files are created and maintained for each staff member and serve as central records of staff members’ service with the Organization. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Records Management: - Plans and organizes the work of the unit: sets daily priority tasks based on the relative urgency of requests for files, develops weekly and monthly timelines for longer-term projects such as the review of files to be sent for archiving, the placement of documents into physical files and the maintenance and re-ordering of files. Assigns a junior staff member (and periodically, additional temporary staff) to appropriate tasks and ensures that they are completed in an efficient, timely way. - Develops proficiency in the unit’s document management system, UniteDocs, which is used to register and store digital files, track requests for physical files and compile workload statistics. The incumbent will serve as the system’s administrator and as such will liaise with OICT on technical problems and permission rights. He/she is also expected to explore new ways in which UniteDocs can assist in file management and help streamline the unit’s workflow processes. -Liaises with requesting offices on their requests for files: responds to questions about Official Status Files, file retention schedules, related policies and procedures and security protocols and access rights. Facilitates the periodic transfer of records into the Archives and Record Management Section (ARMS). Ensures accuracy and completeness in transfer documentation. - Implements strict security and confidentiality protocols by ensuring that only authorized human resources staff request and receive files and that access to the filing room is limited to unit staff only. Staff may request to see their own files and as such, the incumbent will prepare files for viewing by staff members in person, and monitor the viewing sessions to ensure that the integrity of the files are maintained. - Contributes to departmental discussions, meetings and reports on the need to streamline the management and maintenance of human resources records and related policies and procedures. - Tracks the unit’s workload statistics which are required for annual reports on budget and performance reporting and periodic audits. General: - Supervises the work of a more junior staff member and periodically, other temporary staff. Ensures that staff members understand the unit’s goals and priorities, communicates clear project milestones and deadlines and addresses underperformance, if necessary, in accordance with the Organization’s performance management framework. Conducts an annual performance appraisal of the junior staff member. - Trains staff on a range of projects related to the creation and maintenance of Official Status Files for Secretariat staff. Creates written instructions on steps required to accomplish physical record filing as well as tasks on the document management system. -Coordinates general administration for the unit: ensures that supplies are ordered promptly and that the unit’s storage spaces are used efficiently. Competencies Professionalism: Knowledge of the Organization’s HR policies, procedures and practices, as well as archival and records-keeping practices and policies; demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. 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. Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; ability to handle a large volume of work in an efficient and timely manner. 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. Work Experience A minimum of seven years of progressively responsible experience in the field of administration, human resources management or information management (includes archives, electronic record management or related area) is required. Experience in electronic archiving or in paper digitization projects is highly desirable. Supervisory experience is desirable. Other skills/experience: Proficiency in Microsoft Office applications is required. Experience in using IMIS is desirable. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English 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 competency-based interview. Special Notice Please note the position is only available upon retirement of the current incumbent, effective 1 August 2013. 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. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS

Command Archivist, B5. Joint Force Headquarters, Brunssum. Open until 12 April 2013

NOTIFICATION OF A VACANCY AT JOINT FORCE COMMAND, POST-BOX 270, NL- 6440 AG BRUNSSUM DUTY LOCATION: BRUNSSUM, The Netherlands JOB TITLE: Command Archivist Information Management Section – Business Information Management Branch - Director of Management – HQ JFC Brunssum NATO International Civilian Grade: B-5 POST NUMBER: OJN ZIM 0120 CLOSING DATE: 12 April 2013 Post Context Joint Force Headquarters Brunssum is a deployable joint HQ capable to execute effective command and control over an assigned Joint Task Force. The Director of Management (DOM) is responsible to the Chief Of Staff (COS) for integrating, coordinating and implementing services and activities to support, facilitate and contribute to the full JFHQ mission spectrum. Branch Head Business and Information Management Branch (BIM) is responsible for staff and workflow management, management/process planning and the management of the information workflow within the JF HQ and with affiliated, parent and higher HQ. The Information Management Section is responsible for implementing ACO IM Policy; developing JFHQ specific concepts and directives; coordinating IM activities; facilitating functional services across the HQ (deployed and static); and supporting NATO entities. The incumbent maintains direction and guidance for records management and archiving within the command and ongoing operations. Reports to Information Manager (NATO Civilian A-2) Duties -Implements procedures and guidance on archiving and document management received from Higher HQ level. -Evaluates records for preservation and retention. -Prepares record-keeping systems and procedures for archival and for the retention or destruction of records. -Catalogues collections and manages information and records. -Advises users on best practices on access, use and interpretation of archives, often through internal courses. -Facilitates access through user-friendly computer-aided searches and by exploiting ways of networking archives and other means of facilitating remote access. -Facilitates training sessions on archiving procedures. -Writes and retains responsibility for maintaining and corresponding JFCBS directives on records management and archiving. -Executes policy and issues guidance on all matters regarding archiving within the HQ and supported elements. -Produces statistical information to JFCBS Command Group on the status of records management and archiving. -Provides historical advice and expertise to the Command Group upon request. -Responsible for the Commands annual historical report. -The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries. Such operational deployment may be up to 183 days in any period of 547 days, and may be on short notice. QUALIFICATIONS A. Essential 1. Professional/Experience. - Demonstrable knowledge of contemporary archival and records management principles and practices. - Considerable knowledge of descriptive cataloging principles. - Experience with automated storage and retrieval systems, electronic records, database design/management and electronic publication. 2. Education/Training. Higher Secondary education and completed higher vocational training in management information systems, library, computer science, information science or related discipline leading to a formal technical or professional certification with minimum 3 years function related experience, or alternately a Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with minimum 5 years’ post related experience. 3. Language. The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English. “Good” English Language Skills are required (minimum at higher secondary education level). 4. Good working knowledge of Standard Automated Data Processing (ADP) applications. 5. Personal Attributes. Good interpersonal and communication skills, poise and sound advisor skills. A proven track record in working alone and on owns initiative is required. Considerable professional judgment is a requirement to make decisions on technical matters within the general framework of available procedural guidance. B. Desirable Electronic Document Management Systems. C. Remarks 1. Professional Contacts Regular contact with NATO authorities involved in information management. Travels to ongoing operations on a regular basis to offer advice on procedures and give direct guidance. 2. Contribution to the Objectives By producing and maintaining IKM guidance, the post has direct influence on the decision processes in the HQ as well as in the mission(s) directed by the HQ. CLOSING DATE FOR APPLICATION: 12 April 2013 Point of contact for technical job related questions is Mr Brink: 0031 455264167. Please apply in accordance with ‘How to apply’ as published on www.jfcbs.nato.int/vacancies

Wednesday, April 3, 2013

Document Management Officer, AD5. EU-LISA, Tallinn. Open until 4 April

VACANCY NOTICE – AGENCY’S TEMPORARY STAFF Ref. No: eu-LISA/13/TA/AD5/22.1 Document Management Officer Post: Document Management Officer Unit/Department: Human Resources and Training Unit/Resources and Administration Department Function Group/Grade: AD 5 Location: Tallinn, Estonia Starting date: as soon as possible Level of Security Clearance: SECRET UE1 Parent Directorate-General/Service DG Home Affairs (BXL) Closing date for applications 4 April 2013 1. BACKGROUND Applicants are invited for the above mentioned position at the European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereinafter referred to as `the eu-LISA`), established under the Regulation (EU) No 1077/2011 of the European Parliament and of the Council of 25 October 20113 (hereinafter referred as `the Regulation`). The seat of the eu-LISA is Tallinn, Estonia. The tasks related to development and operational management of the current and future systems will be carried out in Strasbourg, France. A backup site will be installed in Sankt Johann im Pongau, Austria. 1 EC decision of 29 November 2001 amending its internal Rules of Procedure (notified under document number C(2001) 3031) (2001/844/EC, ECSC, Euratom) and EC decision of 3 February 2005 amending Decision 2001/844/EC, ECSC, Euratom (2005/94/EC, Euratom) 2 Date of publication: 5 March 2013 3 Regulation (EU) No 1077/2011 of the European Parliament and of the Council of 25 October 2011, OJ L 286, 01.11.2011. The eu-LISA is responsible for the long-term operational management of the second generation Schengen Information System (SIS II)4, the Visa Information System (VIS)5 and EURODAC6. In the future, it may also be made responsible for the preparation, development and operational management of other large-scale IT systems in the area of freedom, security and justice, if so entrusted by means of separate legal instruments. Core task of the eu-LISA is to ensure the effective, secure and continuous operation of the IT-systems. It is also responsible for the adoption of the necessary measures to ensure the security of the systems and the security of data. Beyond these operational tasks, the eu-LISA is responsible for the tasks related to reporting, publishing, monitoring and organising specific trainings on the technical use of the systems, implementing pilot schemes upon the specific and precise request of the Commission and monitoring of research relevant for the operational management of the systems. 2. THE HUMAN RESOURCES AND TRAINING UNIT The Human Resources and Trainings Unit, located in Tallinn, is responsible for designing, implementing and monitoring of the eu-LISA's policy and strategy in the area of human resources management, professional development and training. It recruits personnel, manages personal files and deals with the issues related to staff members' working conditions. 3. TASKS AND RESPONSIBILITIES Reporting to the Head of the Human Resources and Training Unit, the Document Management Officer shall be responsible for:  contributing to the designing and implementation of the eu-LISA document management (electronic and paper documentation files) system and procedures for the staff employed at two distant locations (Tallinn and Strasbourg);  ensuring that the information processed within the eu-LISA (both in hard copy and electronic format) is in line with the eu-LISA's information management policy and other governing policies;  contributing to the designing and implementation of the eu-LISA's information management policy;  ensuring that every document requiring registration is duly recorded according to the document management policies and procedures;  ensuring that every important document is stored securely and in line with the eu-LISA's information security policy;  ensuring that documents are properly processed during their life-cycle stages of collection, creation or generation – organisation – retrieval, use, accessibility & transmission – disposition;  ensuring that every important document reaches relevant staff members on time 4 Regulation (EC) No 1987/2006 of the European Parliament and of the Council of 20 December 2006 on establishment, operation and use of the second generation Schengen Information System (SIS II), OJ L 381, 28.12.2006, and Council Decision 2007/533 JHA of 12 June 2007 on the establishment, operation and use of the second generation Schengen Information System (SIS II), OJ L 205, 7.08.2007. 5 Regulation (EC) No 767/2008 of 9 July 2008 of the European Parliament and the Council concerning the Visa Information System (VIS) and the exchange of data between member States on short-stay visas (VIS Regulation), OJ L 218, 13.08.2008. 6 Council Regulation (EC) No 2724/2000 of 11 December 2000 concerning the establishment of `EURODAC` for the comparison of fingerprints for the effective application of the Dublin Convention, OJ L 316, 15.12.2000. and with relevant action point;  designing a system for the electronic and paper documents' and information exchange between the eu-LISA staff members and enabling to carry it out efficiently and without hindrances and interruption;  training the eu-LISA staff in the procedures to be followed when dealing with the documents in both hard copy and electronic format;  creating a training module on the documents management system and procedures for the induction course to newly recruited staff;  using the best practices and keeping up with the developments in the document management field;  dealing with the requests for the access to documents under Regulation 1049/20017;  liaising horizontally with the eu-LISA's stakeholders and constantly keep up to date information audits for internal controls;  drafting input for the eu-LISA Newsletter on topics relevant to ethics and standards of documentation flows, sharing, processing and safekeeping. The Document Management Officer may be required to assist in other areas of the work of the eu-LISA, according to needs and priorities of the eu-LISA. 4. QALIAFUCATIONS AND EXPERIENCE REQUIRED 4.1. Eligibility criteria: Applicants will be considered eligible for the selection on the basis of the following formal criteria to be fulfilled by the deadline for applications: 4.1.1. have a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four (4) years or more or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university is three (3) years; Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration. 4.1.2. produce evidence of a thorough knowledge of one of the languages of the European Union and of a satisfactory knowledge of another language of European Union to the extent necessary for the performance of his/her duties; 4.1.3. be a national of one of the Member States of the European Union, Norway, Iceland, Liechtenstein or Switzerland8 and enjoy the full rights as a citizen9; 4.1.4. produce the appropriate character references as to the suitability for the performance of the duties involved; 7 Regulation (EC) No 1049/2001 regarding public access to European Parliament, Council and Commission documents COM/2011/0492 final 8 Appointment of staff form countries associated with the implementation, application and development of eth Schengen acquis and EURODAC-related measures is subject to the conclusion of the arrangements defined in article 37 of the founding Regulation of the Agency. 9 Prior to any appointment, the successful applicant will be asked to provide a certificate issued by the competent authority attesting the absence of any criminal record. 4.1.5. have fulfilled any obligations imposed on them by the laws of their home country concerning military service; 4.1.6. be physically fit to perform their duties10. For reasons related to the eu-LISA working requirements, be available at short notice for the job. 4.2. Selection criteria 4.2.1. Professional competencies The applicant will be required to demonstrate that he/she has:  knowledge or first-hand experience in the management and politics of justice-related databases;  experience in working as data management officer;  knowledge of the existing document management systems;  experience in implementing the document management systems in an organisation;  knowledge and/or experience in project management;  proficiency in both written and spoken English, corresponding to at least C1 level11. 4.2.2. Besides the following attributes would be advantageous:  educational background in a librarian or information science degree;  knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making process;  experience in is access to documents under regulation 1049/200112. 4.2.3. Personal qualities Attributes especially important to this post include:  high degree of organisational and coordination skills and ability to work in a team and on its own;  ability to work under pressure and to keep tight deadlines, and respond to changes in a rapidly evolving work environment;  excellent negotiation, problem-solving and conflict-resolution skills;  ability to communicate clearly and precisely at all levels both orally and in writing;  strong sense of initiative and responsibility. 5. INDEPENDENCE AND DECLARATION OF INTEREST The selected Document Management Officer will be required to make a declaration of commitment to act independently in the eu-LISA`s interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. 10 Before the appointment, the successful applicant shall be medically examined by a selected medical service in order that the Agency may be satisfied that he/she fulfils the requirement of Article 12 (2)d of the Conditions of employment of other servants of the European Communities. 11 Cf. Language levels of the Common European Framework of reference: http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr 12 Regulation (EC) No 1049/2001 regarding public access to European Parliament, Council and Commission documents COM/2011/0492 final 6. EQUAL OPPORTUNITIES The eu-LISA applies an equal opportunities policy and accepts applications without distinction on grounds of sex, race, colour, ethic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation. 7. SELECTION PROCEDURE The selection procedure includes the following steps:  the Selection Committee designated by the eu-LISA Appointing Authority is set up for the selection procedure;  after registration, each application is checked in order to verify whether the applicant meets the eligibility criteria;  all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;  the best-qualified applicants, who obtained the highest number of points are short-listed for an interview;  the interview will be held in English;  during the interview, the Selection Committee examines the profiles of applicants and assesses their relevancy for the post in question;  shortlisted applicants may be required to undergo written competency tests and complete part of the process in their second EU language;  applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, and he workload;  as a result of the interviews, the Selection Committee recommends the most suitable applicants for the post in question. Suitable applicants will be put on the reserve list, which may also be used for the recruitment for a similar post depending on the needs of the eu-LISA and budgetary situation, and shall be valid until 30 April 2015 (the validity period may be extended). Each applicant will be informed by a letter whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee employment. Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. 8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT The Document Management Officer will be appointed by the eu-LISA Executive Director, upon recommendation of the Selection Committee, following the selection procedure. The successful applicant will be recruited as a Temporary Staff, pursuant to Article 2a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Temporary Staff post in question will be placed in Function Group AD, Grade 5 in the first or second step, depending on the duration of the acquired professional experience. The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Estonia currently 77.8%) and paid in EUR13. In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary) – depending on particular situation, and family 13 The correction coefficient is subject to a regular update. allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance. eu-LISA staff members pay an EU tax at a sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. Staff members may also be entitled to the reimbursement of removal costs and an initial temporary daily subsistence allowance. The provisions guiding the calculation of these allowances can be consulted in Annex VII of the Staff Regulations available at the following address: http://europa.eu/epso/discover/careers/staff_regulations/index_en.htm eu-LISA staff members are entitled to annual leave of two working days per each complete calendar month of service. There are on average 19 Public Holidays per year. In addition, staff members are entitled to a number days of leave according to their basic entitlement depending on the grade, age and distance from the place of origin. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child etc. The eu-LISA, a knowledge-based organization, acknowledges the importance of the training provided for its staff. It provides general and technical nature trainings as well as professional development opportunities throughout annual performance appraisal. Throughout the period of service staff members participate in the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and reaching the pensionable age of 63 years. Pension rights acquired in one or more national schemes before starting to work at the eu-LISA may be transferred into the EU pension system. eu-LISA staff members are covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance. For further information on working conditions of temporary staff please refer to CEOS: http://europa.eu/epso/discover/careers/staff_regulations/index_en.htm The initial duration of the contract is five years including probationary period of six months, with a possibility of contract renewal for another period not exceeding five years. Second renewal would be indefinite. The eu-LISA requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion. The level of the latter depends on the specific post. For this one, the required level of clearance is SECRET UE. Applicants who currently hold a valid security clearance at the above-mentioned level shall provide a copy of the security clearance to the eu-LISA and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid security clearance at the above-mentioned level, the eu-LISA will request such from the National Security Agency of the applicants’ state of nationality. Failure to obtain the required security clearance certificate from the successful candidate`s National Security Authority, either during or after the expiration of the probationary period, will give the right to the eu-LISA to terminate any applicable employment contract. 9. PROTECTION OF PERSONAL DATA The eu-LISA ensures that applicants' personal data are processed in accordance with Regulation (EC) No 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 (12.1.2001, OJ, L 8). Please note that the eu-LISA will not return applications to applicants. This applies in particular to the confidentiality and security of such data. The legal basis for the selection procedures of Temporary Staff are defined in the Conditions of Employment of Other Servants of the European Communities14. The purpose of processing personal data is to enable selection procedures. The selection procedure is conducted under the responsibility of the Human Resources and Training Unit under the Resources and Administrative Department. The controller for personal data protection purposes is the Head of the Resources and Administrative Department. The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR staff, to the Selection Committee, and, if necessary, to the Legal Officer of eu-LISA. Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits. Processing begins on the date of receipt of the application. Data storage policy is as follows: - for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years after which time they are destroyed; - for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year after which time they are destroyed; - for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment after which time they are destroyed. All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify the data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of applications` submission. Any substantiated query concerning the processing of his/her personal data can be addressed to the HR and Training Unit at HOME-EU.LISA-AGENCY-RECRUITMENT@ec.europa.eu Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu). 10. APPEAL PROCEDURE If an applicant considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address: eu-LISA (European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice) EU House, 6 floor Rävala pst 4 10143 Tallinn Estonia 14 CEOS, in particular the provisions governing conditions of engagement in Title II, Chapter 3. The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts from the time the applicant is notified of the act adversely affecting him/her. 11. APPLICATION PROCEDURE In order for an application to be considered valid, applicants are requested to fill in the application form in English and submit their application in 1 original and 3 copies using the uploaded version of the eu-LISA`s Standard Application Form, signed by the applicant and posting them in a simple A4 format envelope - http://ec.europa.eu/dgs/home-affairs/what-we-do/policies/borders-and-visas/agency/index_en.htm The application shall be accompanied by one original of Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the applicant. In the Eligibility Checklist the applicant verifies his/her compliance with the eligibility criteria for the specific post. Please send your application to the following address quoting the title of the vacancy and reference number on the envelope: eu-LISA European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice Post Box 1025 HR and Training Unit Ref. No: eu-LISA/13/TA/AD5/22.1 – Document Management Officer EU House, 6 floor Rävala pst 4 10143 Tallinn Estonia Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified. You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by the eu-LISA. Additionally, do not submit the reference letters or testimonials, unless they have been requested for the sole use of the eu-LISA. The closing date for the submission of applications is 4 April 2013 with the postmarked date serving as a proof. Please assure that the post office stamp with a date is visible and clear on the envelope while it is processed by them. Incomplete applications, sent to the eu-LISA after the deadline and by e-mail will be disqualified and treated as non-eligible. Moreover, the applicants who use the same application form to apply for more than one post will be disqualified. Due to the large volume of applications, the eu-LISA regrets that only applicants selected for the interviews will be notified. In case of any queries about the selection process, please contact through the e-mail: HOME-EU.LISA-AGENCY-RECRUITMENT@ec.europa.eu. Please note that the time period between the closing date for applications submission and the end of the short listing applicants for the interview may take up to several months. Temporary Staff/AD5 – Document Management Officer Full name of applicant (in capitals) Application number: (introduced by the eu-LISA) ELIGIBILITY CRITERIA 1 be a national of one of the Member States of the Communities or the Schengen Associated Countries and enjoys the full rights as a citizen; Yes No 2 have a level of education which corresponds to completed university studies attested by a diploma, when the normal period of university education is four (4) years or more or a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university is three (3) years; Yes No 3 produce evidence of a thorough knowledge of one of the languages of the Communities and of a satisfactory knowledge of another language of Communities to the extent necessary for the performance of his/her duties; Yes No 4 has fulfilled any obligations imposed on him by the laws of his home country concerning military service; Yes No 5 be physically fit to perform their duties; Yes No 6 produce the appropriate character references as to suitability for the performance of the duties; Yes No I, as an applicant, fulfil all the eligibility criteria for the post in question: Yes No ....................................... Signature of Applicant Completed by the eu-LISA: ....................................... Signature Certified correct: Yes No

Information Officer, P-3. WHO, Geneva. Open until 4 April 2013

Vacancy Notice No: HQ/13/ISS/FT93 Title: Information Officer Grade: P3 Contract type: Fixed-Term Appointment Duration of contract: 1 year Date: 14 March 2013 Application Deadline: 4 April 2013 Currently accepting applications Duty Station: Geneva, Switzerland Organization unit: HQ/ISS Infrastructure Support Services (HQ/ISS) / HQ/RAS Records and Archives (HQ/RAS) OBJECTIVES OF THE PROGRAMME : To appropriately retain, organize, preserve and provide access to WHO HQ records and archives in order to maintain reliable, authentic evidence of the Organization's decisions and activities, to facilitate administrative efficiency, and to preserve and disseminate the organization's institutional memory. Description of duties: Management of daily archives operations: Designs and maintains Archives-specific policies, assists Head RAS with development and revision of broad-ranging. Records and Archives policies, develops, implements and updates procedures related to the maintenance, dissemination and preservation of WHO Archives, and monitors compliance with procedures. Undertakes qualitative appraisal and evaluation of records no longer of active use to WHO units, coordinates transfer of records to Archives, coordinates destruction of records no longer of value to the Organization, is responsible for onsite and offsite storage space management. Ensures compliance with confidentiality requirements of HR, Legal and other records. Ensures that archival records preserving WHO's institutional memory, including audiovisual historical records such as photographs, are appropriately preserved, stored, described and accessible. Oversees special projects, coordinates maintenance of Archives website. Staff management: Leads, motivates, trains and supervises Archives staff. Coordinates work of Archives staff (plans, schedules and assigns work tasks). Monitors and controls work by Archives staff and adjusts procedures where required. Plans needs of Archives staff for staff development and education. Performs performance appraisal and monitors work progress for Archives team. Selects, trains and supervises Archives interns, takes part in official assessment of their work for academic purposes. Reference and Outreach: Disseminates knowledge contained in the archives by organizing exhibitions, participating in and/or providing input for health history projects, attending and participating in professional conferences, and preparing presentations, articles or other communications on WHO history, based on information found in the archives. Liaises with other WHO units involved with information management and knowledge sharing, including DCO and KMS, and participates in joint initiatives to increase awareness of WHO institutional memory and information resources. Provides and coordinates professional reference services to both internal and external researchers, including individuals and large research institutions, and assists with investigations and/or audits. Retention management: Ensures that records are maintained, stored and preserved for the period of their usefulness to the Organization, and made available to WHO staff, interns, and consultants, and to external users such as auditors and archival researchers in accordance with established policies and procedures. Ensures that records no longer needed by the Organization and which do not have historical value are disposed of in accordance with established policies and procedures. Any other duties as required REQUIRED QUALIFICATIONS Education: Essential University degree in archives or records management, information science, or a related field, or a university degree in another field supplemented by equivalent experience in archives theory, practice and management. For WHO staff please see e-manual III.4.1, para 220. Desirable Advanced university degree in Archives. Skills: Strong knowledge of archives theory and practice and ofrecords management theory and practice, strong knowledge of electronic archives management tools, strong training skills, excellent written and oral communications skills, excellent supervisory skills, ability to deal effectively and positively with colleagues at all levels within the organization and to work successfully within a team. WHO competencies: 1. Communicating in a credible and effective way 2. Fostering integration and teamwork 3. Producing results 4. Building and promoting partnerships across the organization and beyond 5. Promoting WHO's position in health leadership Experience: At least 5 years work experience, including at least 3 years working in an archives programme with electronic records and archives management software and with an active reference programme. At least two years working in an international environment. Languages: Excellent knowledge of English and working knowledge of French required. Additional Information: The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-term and Temporary appointments), 2. External candidates. Other similar positions at the same level may be filled from this vacancy notice. A written test may form part of the screening process. This Vacancy Notice is published in English only. Annual salary: (Net of tax) USD 56,091 at single rate USD 60,091 with primary dependants Post Adjustment: 103.3 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation. A written test and interviews may be used as a form of screening Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted