Sunday, June 30, 2013
This appointment is for three-year duration with a six-month probationary period. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled. Principal Functions Requirements Under the supervision of the Head, Documents, Registration and Archiving the incumbent performs the following duties: 1. Control registration and movement of verification-related documents in the Document Tracking System of the Verification Information System (VIS-DoTS) . Ensure quality of procedures and data throughout the registration process of verification-related records received by DRA . Analyse requirements, develop, update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets high standards of quality and timeliness . Review, and respond to user requirements for, the process of registration, and any associated processes, and make recommendations for improvement 2. Maintain and administer physical and virtual archives of verification-related records . Identify, propose and develop technical requirements or new systems features to help maintain and improve archives and information management . Organise and maintain physical holdings in all media per standard archival practice in the Archives to maintain intellectual integrity of records series. . Ensure safe-keeping of confidential documents information (restricted to highly protected level of confidentiality classification) within the section’s scope. . Propose initiatives to manage and protect records and to support data quality processes. . Develop, implement and maintain a disaster recovery/emergency response plan for archival holdings. . Research, propose, implement techniques for preserving records in all media. . Coordinate environmental controls and propose solutions to ensure long term preservation. 3. Supervises the DRA information service · Monitors management and delivery of requests for any service from the Secure Archives · Recommends and implements any improvement identified through review of procedures or through user/staff feedback. 4. Participate in and provide specialist advice to programmes of work designed to improve archives, records or information management . Support and administer DRA’s position as a records management focal point for the Verification Division . Identify, develop and administer projects arising from work programmes for information management . Develop and supervise existing projects focussed on improving record-keeping practice and developing industry-standard records management practice . Assist with refinement, testing and implementation of records management documentation (retention schedule, classification scheme, file plan). . Provide support and guidance to staff within the Technical Secretariat on archival or records management issues, as required and assist with any training being provided by DRA. 5. Provide staff and user guidance and support . Guide, train, and supervise staff in a range of archives, records and information functions. . Supervision of projects related to improving or maintaining the registration process, information service delivery, management of the archives, or data quality maintenance. 6. Prepare, review, update procedures, guidelines, and forms required for work processes . Observe and analyse work flow and processes, and collaborate with staff to make continuous improvements in document handling practices. . Assist in the development and maintenance of analytical documents (e.g., process maps, reports) . Write and validate standard operating procedures (SOPs), working instructions (WIs), guidelines. 7. Act as a focal point for collation of the DEB Sections’ inputs . Make sure that all Sections’ inputs are received, combined and available on time as required by Head DEB . Ensure the DEB inputs are prepared on time and in accordance with the expected data quality and editorial standards 8. Strategic Planning . Assist the Head of DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels. . Propose, manage and monitor projects. . Stay current in new records management and archival developments by reviewing the literature, participating in best practice groups and dedicated international conferences. 9. Act as Head of DRA Section As directed by the Branch Head, perform all the administrative, managerial and organisational duties in absence of the Head of DRA section 10. Perform other duties as required. Knowledge and Skills Essential: Advanced university degree in archives administration or archives and records management. An advanced university degree in information management, with a strong archives-specific component, may be acceptable. Desirable: Demonstrable continuous professional development Additional training in Document Management, Records Management or Archives Management applications accompanied by strong procedural and systems knowledge of such applications. . Ability to deliver core professional activities . Ability to organise, plan and implement work assignments, as well as manage competing demands. . Problem-solving skills, including ability to identify and participate in the resolution of issues/problems. . Ability to take initiative on proposals or requirements within area of expertise and responsibility . Ability to adhere to rules regarding confidentiality of information in a highly-sensitive work area. . Proven communication (verbal and written) skills, including ability to report on activities and to provide expert advice on same to non-experts and to organizational units outside of Verification . Flexibility, tact, discretion and ability to work harmoniously in a multicultural environment. . Computer literacy. Experience Essential: Five years experience in the field of archives and/or archives and records administration and information management, preferably in a records management/information service context. Familiarity with use of technology (industry standard and non-standard software) for archives and information management. Experience of a range of information delivery services (primarily for internal business users) Desirable: Experience in Quality Management implementation is highly desirable; Experience working in highly confidential environments is desirable. Experience of preservation programmes (especially digital preservation) is desirable. Thorough knowledge of archival arrangement and description, and knowledge and experience of implementation of records disposal schedule is desirable. Languages Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable. Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the June 2013 rate of 53.1%. With Dependants No Dependants Annual Salary $60,091 $56,091 Post Adjustment $31,908 $29,784 Total Salary $91,999 $85,875 Currency USD CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM. Interested applicants who are unable to submit an application online at www.opcw.org , due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem. Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted. Applications from qualified female candidates are strongly encouraged. Please be aware that the OPCW does not request any payments or require any financial information (bank account details, credit card numbers) from you at any stage of the application and review process. If you are contacted with these requests, please contact Recruitment@opcw.org and notify us at once.
Archives and Mail Registration Assistant, Contract Agent FG II. European Chemicals Agency, Helsinki. Open until 2 August 2013
Vacancy Notice The European Chemicals Agency (ECHA) is launching this call for expressions of interest in order to establish a reserve list for the following contract agent profile: Reference number ECHA/CA/II/2013/003 Vacancy notice Archives and Mail Registration Assistant Function Group II Indicative n° on reserve list 6 The closing date and time for submission of applications for this call is 2nd August 2013 at 12.00 noon Helsinki time (11.00 Central European Time). 1. The job The Archives and Mail Registration Assistant will work mainly in the Corporate Services Unit of the Agency under the Directorate of Resources. She/he will be responsible for the following tasks: Archives • Establish, implement and manage ECHA’s physical archiving system; • Appraisal of ECHA physical archives; • Supervise the management of current and intermediate archives; • Conduct record inventories to ensure that existing documents are identified and managed across the agency facilitating easy access to documents; • Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records; • Update archive procedures and working instructions in accordance with relevant regulations/ guidelines; • Liaise with donors, both internal and external to the organisation, and depositors of archives; • Ensure the confidentiality of classified information; • Participate in the information management network of the Agency; • Provide assistance to users needing access to archived documents; • Provide back-up for the Librarian; • Perform other tasks as required by the HoU/Director of Resources. Mail Registration • Register and assign incoming mails; • Update mail registration procedures and instructions; • Follow-up open tasks in the workflow; • Prepare reports related to mail registration; • Perform other tasks as required by the HoU/Director of Resources. 2. Eligibility criteria The selection procedure is open to applicants who satisfy the following eligibility criteria on the closing date for application: 2.1. General requirements The applicant must: • Be a national of a Member State of the European Union, or a national of the European Economic Area (Iceland, Liechtenstein, Norway)1; • Enjoy your full rights as a citizen; • Have fulfilled any obligations imposed by the laws concerning military service; • Produce the appropriate character references as to your suitability for the performance of your duties2; • Be physically fit to perform your duties3; • Have a thorough knowledge of one of the languages of the European Union4 and a satisfactory knowledge of another language to the extent necessary to perform your duties; • Be able to communicate in English as this is the working language of ECHA. 1 The Member States of the European Union are: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. 2 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 3 Before appointment, successful applicants will be required to produce an official document showing that they do not have a criminal record. 4 The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Irish, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish. 2.2. Minimum qualifications a) Successful completion of post-secondary level education attested by a diploma. Or b) Successful completion of secondary education giving access to post-secondary education and having additional professional experience5 of at least three (3) years. Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted. 2.3. Professional experience To qualify for this profile, you must have at the closing date for submission of applications minimum one (1) year of professional experience relevant to the job, attained after the fulfilment of the requirements in 2.2 a) or b). 3. Selection criteria If you meet the eligibility criteria set out in section 2, you will be assessed on the basis of the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview. • Your academic and professional qualifications and their relevance to the main areas of work listed in section 1; • Your professional experience: the range of fields covered; the type and level of work done and its relevance to the areas of work listed in section 1. The following will be considered as assets: • Work experience gained in a multicultural environment; • Archiving and/or mail registration experience in an EU institution or body; • Experience of using IT tools such as Microsoft Outlook, Documentum, Sharepoint and/or similar information management systems. The academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described in the ECHA CV6. 5 Only professional experience acquired after achieving the minimum qualification stated in 2.2 will be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter will be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in 2.2. will be taken into consideration. Professional activities pursued part-time will be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once. 6 http://echa.europa.eu/doc/opportunities/jobs/echa_cv.doc. 4. Interview If selected for interview, you will be assessed in the interview on the basis of the following criteria: • Knowledge and understanding in your areas of experience that are most relevant to the tasks set out in section 1; • Understanding of the role and aims of ECHA in relation to the REACH and Biocides legislations; • Ability to work effectively in a multidisciplinary team in a multicultural environment; • Communication and interpersonal skills; • Organisational skills and attention to detail; • Ability to work under conditions that require considerable flexibility; • Ability to communicate effectively in written and spoken English. Your ability to communicate in written English and the knowledge and competencies related to the job will be also assessed by practical tests. 5. Placement on the reserve list If you are judged to be among the most suitable candidates on the basis of the criteria listed in sections 2, 3 and 4, you will be placed on the reserve list. The reserve list will be valid for a period of one year. During the validity of the reserve list, successful candidates may be offered a post in ECHA according to their competencies in relation to the specific requirements of the vacant post. Inclusion on the reserve lists does not imply any entitlement of employment in the Agency. 6. Applications Before applying, you should carefully read the Guide for Applicants7 published on ECHA Website. This guide is an integral part of the vacancy notice and will help you to understand the rules governing the procedure and how to apply. All interested candidates are invited to apply by filling in the following two documents: • ECHA CV8: document available in two different formats: .doc format (http://echa.europa.eu/documents/10162/17100/echa_cv_en.doc) and .pdf format (http://echa.europa.eu/documents/10162/13602/echa_cv_en.pdf) • Application form9: https://comments.echa.europa.eu/comments_cms/applicationform.aspx?code=ECHACA2013003 7 http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf 8 The ECHA CV must be attached to the application form. Failure to submit the ECHA CV will lead to exclusion from the procedure. 9 Applications that are sent after the closing date for submission, are incomplete or do not fulfil the criteria set out above will be excluded from the selection. 7. Other information Successful applicants may be offered an employment contract as contract agent for a maximum of three years. This contract may be renewed for a definite period. If renewed for a second time, the contract becomes indefinite. For more information on the selection process for contract agents and on the contractual and working conditions, please, refer to: • Guide for Applicants: http://echa.europa.eu/documents/10162/13602/general_guide_for_applicants_en.pdf. • Implementing rules concerning contract agents: http://echa.europa.eu/documents/10162/13560/mb_07_2009_d_final_implementing_rules_for_the_staff_regulations_contractual_staff_en.pdf • Conditions of Employment of Other Servants of the European Communities: http://eur-lex.europa.eu/LexUriServ/site/en/consleg/1962/R/01962R0031-20060701-en.pdf 8. Protection of personal data The European Chemicals Agency will ensure on its part that your personal data is processed as required by Regulation (EC) No 45/200110 on the protection of personal data. For more information on the protection of personal data, please consult the Guide for Applicants11.
Programme Officer, P-3 (Information and Knowledge Management). UNFCCC, Bonn. Open until 11 July 2013
VACANCY ANNOUNCEMENT SUSTAINABLE DEVELOPMENT MECHANISMS (SDM) PROGRAMME Programme Support and Coordination (PSC) Unit VACANCY ANNOUNCEMENT NO: VA 13/049/SDM PUBLICATION DATE: 12 June 2013 DEADLINE FOR APPLICATION 11 July 2013 TITLE AND GRADE: Programme Officer, P-3 (Information and Knowledge Management) POST NUMBER: CDM-2933-V570-P3-002 DURATION OF APPOINTMENT: One and a half years, with possibility of extension DUTY STATION: Bonn, Germany EXPECTED DATE FOR ENTRY ON DUTY As soon as possible Background The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The Convention secretariat supports the Convention and its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of the Parties. The Sustainable Development Mechanisms (SDM) Programme supports the implementation of the Kyoto mechanisms, the Clean Development Mechanism (CDM) and Joint implementation (JI). The Programme Support and Coordination unit is accountable for ensuring effective support to the Director on matters relating to the overall management of the SDM programme. Responsibilities The Programme Officer post is located in the Information & Knowledge Management (IKM) Team of the Programme Support & Coordination (PSC) Unit of the Sustainable Development Mechanisms (SDM) programme. IKM provides information and knowledge management services in the organisation and maintenance of SDM information assets. Under the direct supervision of the Team Lead, Programme Support & Coordination, the incumbent develops and deploys a records management system including training and development of all SDM staff. The key results expected are: • Develop, deploy, monitor, and subsequently improve records management processes and tools; • Manage and coordinate the alignment of the information & knowledge management strategy and systems with the SDM business strategy needs and requirements for routine operations in SDM; • Develop and implement the project plans relating to information lifecycle management. 1. Develops, deploys, monitors, and improves various SDM information management processes and tools by: a. Coordinating the application and, where relevant, the revision of existing regulations and information management systems to cater for their intended need; b. Formulating policies and procedures for managing SDM information assets, assuring the continuous business alignment of information management activities; c. Researching, analysing, evaluating and designing an approach to review, manage, measure, and improve SDM processes in a systematic and collaborative way (in consideration of quality criteria, risks to be managed and the efficiency and effectiveness of processes); d. Developing and disseminating processes and templates in order to standardize SDM information and documentation; / 2 e. Designing and implementing a programme-wide records management system and its subsequent continual improvement and maintenance; f. Guiding the design and delivery of records & information management training (in collaboration with the SDM Skills Development Team); g. Managing and coordinating inputs into secretariat-wide committees and taskforces dealing with information, knowledge and records management issues; h. Designing and implementing a records centre in Sharepoint for capturing & effectively managing SDM records. 2. Ensures the dissemination of information by: a. Developing appropriate information & knowledge management processes and tools such as: • The development of the SDM Editorial & Formatting standard and accompanying templates; • The development and execution of an information management plan in collaboration with other teams. b. Acting as focal point for the records management system within the Programme; responding to inquiries; representing the unit in meetings, conferences, and working groups. 3. Programme management: Carries out administrative tasks, such as; evaluation of staff performance and preparation of inputs/workloads indicators for result-based budgeting. Essential Requirements (Only candidates who meet the requirements stated below will be considered.) Education: First level university degree in information management, library science, records management or equivalent. Experience: A minimum of five (5) years of progressively responsible experience in information and knowledge management, including: indexing or cataloguing, conducting a records inventory, managing documents and records, library services or other related information management field. Specific professional knowledge: • Knowledge of information management & records management principles, policies and standards; • Experience in information management practices: including records identification, appraisal, capture, maintenance, use, disposition and retention; • Knowledge of setting up functional system requirements for document and records management systems and services; • Experience in indexing, developing a taxonomy and controlled vocabulary; • Experience in providing information management advice to others; • Knowledge of project management and experience in records management projects from beginning (inventory) to to migration (electronic systems) to disposition/archive. Job-related skills: • Fully proficient computer skills including the use of enterprise content management systems. Language requirements: Fluency in written and spoken English. Expected competencies Professionalism: The capacity to identify problems/issues and participate in their resolution. Ability to establish priorities and to plan, coordinate and monitor own work plan. Commitment to Continuous Learning: Willingness to keep abreast of new developments in their field of work. Communication: Ability to provide thorough, well-reasoned contributions to documents and papers. Technological Awareness: The capacity to make effective use of required computer software and other equipment relevant to the post. / 3 Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural organization. To apply Candidates whose qualifications and experience match the requirements for this position, should use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment. Please note: 1. Qualified women candidates and candidates from developing countries are especially encouraged to apply. 2. Service is limited to the UNFCCC Secretariat. 3. We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process. 4. Salary and allowances: US$ 56.091 to 62.803 (without dependents) US$ 60.091 to 67.387 (with dependents) (Plus variable post adjustment, currently 46.9% of net salary) plus other UN benefits as indicated in the below link: https://unfccc.int/secretariat/employment/conditions-of-employment.html
CONSULTANCY (Individual Contractor) ADMINISTRATIVE SERVICE (AS) PROGRAMME Knowledge Management Unit ANNOUNCEMENT NO: 13/CON03/AS PUBLICATION DATE: 19 June 2013 DEADLINE FOR APPLICATION: 03 July 2013 CONSULTANCY: Implementation of physical records management DURATION OF CONSULTANCY: Five (5) months, starting as soon as possible DUTY STATION: Bonn, Germany ___________________________________________________________________________________ The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The Convention secretariat is supporting the Convention and its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of the Parties. The mandate of the Administrative Services Programme is the overall facilitation, support and guidance to programmes and the secretariat at large in the utilization and management of the human, financial and other resources for the continued implementation of the core work and the mandated activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the facilitation of cross- cutting common services and functions. The Knowledge Management Unit (KMU) in the Administrative Services programme ensures that Information and Knowledge Management services are in place to assist the UNFCCC secretariat in managing and disseminating information. The KMU works collaboratively with the Information Technology Services (ITS) Programme in the design and deployment of systems serving all UNFCCC secretariat staff, and external users as appropriate. Objective The incumbent will be a member of the records management team within the Knowledge Management Unit. The records management team is charged with the task of implementing a records management programme across the Climate Change Secretariat - in terms of developing policy, procedures and practice, defining functional requirements for recordkeeping system, managing the operation an inactive physical records center. Under the general guidance of the Chief of Knowledge Management Unit and the direct supervision of the Records Management Officer, the incumbent will support the implementation of physical records management in accordance with the records management procedures and guidelines. The incumbent will carry out the following tasks: • Analyses and evaluates records for evidential, archival and informational value, performs records and archives appraisal. • Analyses business functions and activities as well as the resulting records. Develop records retention schedules and file classification schemes. Coordinate the review and approval by programme offices. 2 • Implement approved records retention schedules and file classification schemes across the secretariat offices. Liaises with records-creating offices on the disposal of records. Requirements and qualification Education: A first level university degree in archival, information, records management or similar discipline. Experience: • At least three (3) years of progressively responsible experience in modern archives management, record keeping, information management or related area; • Experience in information management practices, including records identification and appraisal, records capture and index, records maintenance and use, records disposition and preservation; • Experience in providing information management advice to other programmes offices. Specific professional knowledge: • Knowledge of information management, archival management and record management principles, policies and standards. • Knowledge of managing records in different format and media. • Knowledge of project management, experience in records management projects. Job related skills: Fully proficient computer skills including the use of the enterprise information management, archival management or recordkeeping system. Language requirements: Fluency in English (both oral and written) is required; knowledge of another UN official language or German is an advantage. To apply Candidates whose qualifications and experience match the requirements for this consultancy should use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Saturday, June 15, 2013
Job Title: Information Systems Officer, P4 Department/ Office: Office of Information and Communication Technology Duty Station: NEW YORK Posting Period: 30 May 2013-29 July 2013 Job Opening number: 13-IST-OICT-28092-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The position is located in the Knowledge Management Service, Office of Information and Communications Technology, Department of Management, New York. The Knowledge Management Service (KMS) provides strategy and tools to enable an effective knowledge management (KM) environment in which United Nations personnel and their stakeholders capture, share and disseminate the substantive knowledge relevant to their expertise. The incumbent reports to the Chief of the Collaboration & Social Networking Section. Responsibilities Within limits of delegated authority, the Information Systems Officer may be responsible for the following duties: • Plans and directs major systems projects or major components of complex systems, which typically impact critical operations and large or multiple user groups. • Provides expert advice on complex systems analysis and design; identifies the need for new systems (or modifications to existing systems) or respond to requests from users; develops plans for feasibility assessment, requirements specification, design, development and implementation, including project plans, schedules, time and cost estimates, metrics and performance measures. • Provides expert advice on knowledge and information management with a view to develop policies, procedures and guidelines related to content management, electronic repositories and the retention of institutional knowledge. • Develops a technical architecture for software systems that supports knowledge management and provides expert advice on integration of software used for KM across the organization. • Liaises throughout the UN Secretariat to ensure that underlying information management architecture is established and that knowledge management policies, strategies and solutions align with the mandates of the UN. • Tracks and monitors project progress against plan, requirements, quality measures, standard processes; liaises with users on all aspects and during all phases of development and implementation. • Provides professional leadership and work direction to assigned project team, and/or mentor and supervises the work of new/junior officers, contract staff, etc. • Liaises with the UN Archiving and Records Management Function with a view to ensuring content management systems comply with standards and policies. • Develops, implements and monitors information standards and guidelines, including testing paradigms. • Prepares technical and user documentation for entire systems and interdependent applications; prepares training materials and detailed technical presentations. • Keeps abreast of developments in the field and determines the need for testing and evaluating new products and technologies; provides leadership on introducing technological changes; prepares various technical reports. • Provides support for various cross-cutting Secretariat governance bodies and working groups, including the Internet Governance Group (IGG), the Architecture Review Board (ARB) and the Working Group on Knowledge Management (WGKM). Assists in the development of standards, procedures and practices to ensure a stable and effective implementation of these bodies’ initiatives and programmes. • Performs other duties as required. Competencies Professionalism: Knowledge of systems design, and development, management, implementation and maintenance of complex information systems, in particular, enterprise-scale Social Networking and Collaboration systems. Ability to develop and oversee large centralized or decentralized institutional systems; conceptual and strategic analytical capacity to understand information system and business operational issues so as to thoroughly analyze and evaluate critical systems matters. Knowledge of a range of computer languages and development paradigms. Knowledge of knowledge management and content management technologies as well as information security in the context of information and its secure management. Knowledge of information management standards, policies and methodologies that KM systems support. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: Serves as an effective spokesperson internally and externally, and forms strong partnerships with relevant parties to help meet organization’s information technology requirements and fosters information exchange. Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Education Advanced university degree (Master’s degree or equivalent) in computer science, information systems, mathematics, statistics or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of seven years of progressively responsible experience in planning, design, development, implementation and maintenance of computer information systems or related area. Experience in the design and implementation of technology solutions for the management of content, the retention of institutional knowledge and the support of knowledge sharing is required. Experience with Enterprise Content Management systems is required. Experience with the technical implementation of Social Networking and Collaboration systems such as Connections, Quickr, Websphere Portal or similar systems is required. Experience at an 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. 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
The European Investment Fund is seeking to recruit for its Information and Projects Management Office - Documentation & Archives at its headquarters in Luxembourg, a Archivist/Documentation Specialist Appointment will be made on the basis of a fixed term contract of three (3) years. Purpose The Archivist/Documentation Specialist is responsible for providing services of information management, documentation and archives to the EIF. In particular, he/she ensures all aspects related to the lifecycle of paper and electronic documents, across all possible status and forms, are properly managed. Operating network The incumbent reports to the Head of IPMO, working in close cooperation with the other team members, business users and service providers. Responsibilities The Archivist/Documentation Specialist will be responsible for the electronic storage and archiving management of EIF. This includes the lifecycle of all business documentation (identification, organisation, filing, monitoring and retrieval of documents). He/she will: Maintain and ensure proactive evolution of procedures for paper based and electronic documents, local and central filing along with archiving, ensuring alignment between both; this includes a classification plan in the form of metadata, the appropriate grouping of documents and all other activities pertaining to the storage and archiving best practices; Take ownership, support, proactively develop in alignment with business requirements of the Document Lifecycle Management solution, currently in place, which delivers the storage and retrieval of documents in electronic format; Review and analyse the context and content of documents for central filing or archiving purposes and define related indexation based on metadata/tags; File centrally and archive externally all documents ensuring efficient retrieval; this takes the form of paper and electronic storage; Support all document searches in the central storage and/or archives; Coordinate and liaise with the various service providers in the storage, document management and archiving domains. This includes the supervision of onsite external staff. Coordinate and liaise with the various service providers in the storage, document management and archiving domains. This includes the supervision of onsite external staff. Qualifications: University degree, with a qualification in documentation, archives and/or content management; At least 3 years of professional experience as an Archivist/Documentation specialist or equivalent; Knowledge of concepts, methods (i.e. ISO standards) and the required technical skills for managing information resources; Knowledge of solutions/implementations of Document Management Systems (DMS) and/or Content Management Systems (CMS); OpenText/Livelink previous experience would be an advantage. Good command of office tools used within the Fund (Word, Excel, PowerPoint);Good command of English both oral and written. Knowledge of French or other European Union languages would be an advantage. Personal Qualities: Strong analytical skills and capacity to provide sound judgement, to decide on archiving/documentation matters and to communicate effectively; Good interpersonal skills, ability to liaise with personnel at all levels and adapt the style accordingly; Ability to work in a diverse team environment is essential; Ability to work in close cooperation with others, propose solutions and ensure end product. Customer focused and result oriented; Capacity to organise his/her work, set priorities and meet deadlines;Integrity, flexibility and adaptability. Deadline for applications: June 20, 2013 Due to the high volume of applications, only candidates selected for interviews will be contacted.
Sunday, June 2, 2013
Archives Officer Ref 50014973 Country United Kingdom City London Department Risk and Resources Vice Presidency Business UnitRecords Management and Archives Closing date for applications 14 June 2013 12 Month Short Term Contract Role Overview This opportunity is offered as a 12 month short term contract to cover maternity leave. Records Management and Archives (RM&A) is responsible for the overall custody, preservation and servicing of the official records created or received by the Bank, both at Headquarters and in the Resident Offices. The incumbent will be responsible for assisting Records Managers in various archival projects. The successful applicant will work with all staff within the RM&A team. Key Responsibilities and Deliverables Organising the digital video collection •Renaming digital video files and updating associated metadata •Viewing content where required in order to facilitate renaming and updating of metadata Organising the digital photo collection •Reviewing collection and identifying selection to be kept for the institutional archives •Attaching archival metadata tag to selected photos Organising the digital archival repository •Renaming documents Preparing archival records for public access •Gathering required documents in the digital archival repository •Scanning them to required archival standards Organising the hard copy archival repository •Preparing documents for permanent preservation Essential Skills, Experience & Qualifications · University degree or equivalent professional qualification in one or more of the following fields: Records Management, Information/Documentation, Archives •Records Management experience, preferably in an international organisation •Fluent English, both written and spoken •Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential •Computer literate: Windows (Outlook, Word, Excel) •Good experience and knowledge of electronic documents systems •Familiar with Records Management Systems •Good organisational/analytical skills and ability to show initiative •Attention to detail and eye for accuracy essential •Good communication skills •Previous experience of working in a multi-cultural environment is desirable Competencies & Personal Attributes •Ability to cope well under pressure and a capacity for hard work •Ability to work cheerfully, calmly and efficiently as part of a team •Ability to handle highly confidential and sensitive issues with tact and diplomacy •Reliable and flexible with a professional attitude
Job #131289 Job Title Records Management/Archives Analyst Job Family Information Management and Technology Job Type Professional & Technical Grade GE Location Washington, DC Recruitment Type Local Hire Language Requirement English [Essential] Closing Date 11-Jun-2013 BACKGROUND/GENERAL DESCRIPTION: Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data. Vice Presidency Context The Information Management Technology (IMT) Vice Presidency is the World Bank’s central function for the provision of information and technology services to the Bank’s business units. The overarching objective of this function is to ensure that end-users have the information and systems to do their jobs at all locations where Bank business is being done. The management of most of the end-user IT services, business solutions and the underlying technology infrastructure is centralized with IMT. IMT is structured in a federated operating model with separate dedicated application development and management departments for each of the three Bank business lines: Operations and Knowledge, Finance Complex, and Corporate Functions which also supports MIGA and ICSID. Each of business line application departments is lead by a CIO who works closely with a business line governance group to align the systems investment portfolio with the business priorities. Shared services of underlying infrastructure and applications platforms are provided by the Enterprise Architecture unit and the Technology Engineering and Infrastructure department. IMT also provides shared services to IFC. The World Bank has adopted a three-year IMT Strategy that is centered on seizing value opportunities; creating agile delivery capacity; promoting standards; managing risks; and transforming the IMT Organization. Front office functions including strategy and outreach, innovation, budget, program management, information security, and risk management provide the enabling authorizing environment and control processes to help the IMT service and project managers meet the goals of the IMT strategy efficiently and effectively. Unit Context IMTKI, the knowledge and information services unit in the Information Management & Technology Network, is part of the Operations & Knowledge Department. The unit provides knowledge and information services such as Archives, Records Management, Library and Access to Information services to the Bank Group and the public. The unit’s work program is structured in three pillars: History Matters, Open Information, and Next Generation’s Library. This position is in the Open Information pillar. The unit reports to the IMTKI Manager and Chief Archivist, to the Operations & Knowledge Director and to the Vice President and Chief Information Officer, IMT. The IMTKI Open Information pillar supports implementation and compliance of 3 policies related to information management: Management of Records (AMS 10.11), Security Classification (AMS 6.21A) and Access to Information (AMS 1.10). The pillar promotes international standards for Records Management practices within the Bank Group and, in close collaboration with the archives/records center group in the History Matters pillar, assists Bank Group staff in their practical needs to implement records management in the daily work. The pillar also interfaces with IT to ensure the IT infrastructure of major curated collections and record repositories works properly and to provide system requirements related to archives and records management needs. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment. DUTIES AND ACCOUNTABILITIES: The RM/Archives Analyst provides records management and archival services in support of the records management and archival program of units, networks, sectors or the Bank Group. Works on one or more projects concurrently as project team member with major responsibilities. Responsible for the contribution of records management and archival services and deliverables. Specific Duties include: 1. Contributes to the deliverables of the Open Information Pillar in IMTKI to include: a. deliverables of the Information Management Ramp-Up Program, which raises awareness of the information policies and ensures that a foundational and measurable level of records management is established across the Bank Group; in this context, provides input to the development of compliance methods and audits of record filing activities, assists clients to manage electronic records (tasks include: business classification; business process analysis; folder structure; data migration, analysis of records to determine the correct retention and disposition), provides hands-on training and instructions to units on paper and electronic records management and associates these activities with monitoring of both paper and WBDocs filing; participates in development of related training and outreach materials to cover both the paper and electronic environment; b. deliverables of more system related outputs such as the development of quality control standards for WBDocs and metadata and requirements for new systems; this part of the job requires familiarity with system requirements for electronic record keeping and ability to interface with IT; c. management of the Information Assistants for Hire (IA4Hire) service, which includes determining client needs, matching clients and contractors, and providing QA. 2. Contributes to the deliverables and functions of the Archives/Records Center Team in IMTKI particularly on serving requests for paper records management from the units, and on the transfer process; providing records management guidance and paper records disposition services (to include training sessions) to HQ and country offices; assisting multiple clients in HQ and COs with their paper records transfer requests and associated appraisal and Records Retention and Disposition Schedule (RRDS) work; managing several different client requests at one time, while providing timely and efficient services for all; following up with clients whose requests are in abeyance, and working with the Archives database (MARS) in the execution of this service. SELECTION CRITERIA: 1. Bachelor’s degree is the minimum requirement with 4 years of relevant experience in archives and records management (experience with RRDS and macro-appraisal and Master’s degree are a plus). Sample degrees include: Computer Science, Library Science, Archives Science, Information Management or Information Systems. 2. Familiarity with IT system requirements for electronic record keeping and demonstrated ability to interface with IT; 3. Demonstrated ability to work independently in a team and willingness to seek advice and assistance; high degree of motivation, initiative and reliability; 4. Demonstrated ability to read and summarize complex materials clearly in English and fluency in English (spoken and written) are a must in the context of the multicultural and multilingual work environment of an international organization; demonstrated good presentation skills; demonstrated good outreach skills; knowledge of another major UN language a plus. Competencies: • Project Management - Understands the basic concepts of project management, as they relate to the execution of tasks within a project ; • Service Provider Assessment and Evaluation - Gathers and records data on specified vendors' services and products against defined requirements; • Business Process Knowledge - Defines routine, integrated processes; • Vendor and Alliance Management - Follows procedures for working with vendor and/or alliance partners and resolves day-to-day problems within defined guidelines; • Information, Records and Archives Management Programs and Services - Coordinates with user community on records management processes and procedures; • Records and Archives Management Systems and Software - Tests, selects and implements new records and archive management tools and processes; • Information and Records Organization - Assists in the design and implementation of storage, protection and preservation plans and systems; • Information and Records Dissemination - Responds to advanced reference and research requests; • Information and Records Knowledge - Exhibits a strong knowledge of the schedule and monitors compliance by functional units; • Electronic Service - Assists in the planning, design, implementation and maintenance process of providing electronic systems; • Compliance with Standards - Monitors and maintains records on requests for information and assistance; • Disaster Recovery/Business Continuity - Able to apply knowledge and understanding of Bank organization, infrastructure and policies in the development of strategies and solutions to resolve problems and improve delivery of records, archives and information management solutions; • Future Needs - Identify trends in client needs that may exceed capability or capacity of existing systems, software and sources to fill; • Bank Systems, Policies and Infrastructure - Working knowledge of the organization of the Bank and the systems and software that support records and archive management; • Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success; • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so; • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view; • Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner; • Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.