Friday, September 20, 2013
Library, Archives & Records Assistant, G-5. Special Tribunal for Lebanon, Leidschendam. Open until 9 October 2013
Library, Archive & Records Assistant Vacancy Ref TVA-NL-OTR-IMTSS-G5-548 Deadline for Applications 9 October 2013 Issuance Date 10 September 2013 Location Leidschendam Organ / Section Registry / Information Technology Services Section Post Level G5 Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a temporary appointment of six months limited to the Special Tribunal for Lebanon (STL). Any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Appointment against this post is on a local basis. Responsibilities Under the overall supervision of the Head of the Information Management unit, and directly reporting to the Librarian, the Library, Archives & Records Assistant will support the delivery of quality library and archive services and have the following duties. Acts as a focal point for information management within Library; develops information material on Library services, updates information on Library on intranet, actively engages in transition to SharePoint work platform. Performs basic library circulation functions, including retrieval, check-out, check-in and recalls of materials. Assists in responding to enquiries by using reference materials, documents and/or computerized information sources (e.g. Internet, ODS, LEXIS, Westlaw, CD-ROMs). Provides information and support to users regarding library services and equipment, and organizes interlibrary loan services. Maintains and organizes the collection of periodicals (such as law journals and magazines), resolving missing issues. Performs digitization functions, including scanning, creating digital objects and postings to designated repositories. Processes items with RFID tags, assigns inventory numbers, prints and attaches call number labels, and shelves books; Creates and updates catalogue and user records in the library integrated system; Supports senior library staff in the maintenance and development of electronic and other reference tools, and the compilation of bibliographies. Performs document copying upon request and document delivery services as required. Drafts routine responses to enquiries for approval of the Librarian. Performs tasks using computer applications to support the procurement, payment and inspection of the Library related goods and services. Provides administrative support for the Library and undertakes other relevant duties as assigned. Subject to the demands of the Archives & Records Centre, the Library, Archives & Records Assistant may also process accession and disposition functions, by liaising with departments regarding the transfer and/or disposal of their records; Perform records and archival processing activities in compliance with preservation and metadata standards; Identify/eliminate duplicate records and minimize creation of duplicates in the future; Organise and manage electronic filing systems and help administer electronic document and records management systems; Coordinate space management within internal repositories in accordance with best practice and records storage standards; Perform reference functions by advising internal and external users about records holdings and accessibility. Knowledge and Skills •Professionalism: Knowledge of library operations, and an ability to undertake relevant research, maintain records according to system rules and accurately retrieve appropriate materials in an efficient manner; knowledge of archives and records management principles; Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. •Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. •Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. •Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. •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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. •Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. •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. •Commitment to Continuous Learning - Keeps abreast of new developments in library and information science; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve. •Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. Qualifications •Education: High school diploma or equivalent; additional training in library, archives or information management is an asset. •Experience: 5 years experience in library work and library integrated systems or in the area of archives or records management is required. Familiarity with MS SharePoint platform will be considered an asset. •Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English is required. Working knowledge of French and/or Arabic is an advantage.
Documentation Specialist, B3. NATO Communications and Information Agency, Glons, Belgium. Open until 25 September 2013
Duty Location: Glons, Belgium VACANCY NOTICE Documentation Specialist NATO Programming Centre Grade: B3 Reference Number: B36(2013)(GLO) Please note that due to the Agency’s transition into a new structure in the near future, this post may be subject to transfer to one of our other major locations (The Hague, Brussels and Mons), as well as to a change of reporting lines. The final decision will be made at the time of a firm offer. This is a position within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO); The NCIA has been established with a view to meeting to the best advantage the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation, Command & Control as well as Communications, Information and Cyber Defence functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange. NATO Programming Centre (NPC), located in Glons, Belgium, is responsible to the Program Director AIR Command and Control for providing efficient and effective system and advisory support including for Air C2 assets entrusted to the Centre. The Operations Division (OPD) is responsible for planning and execution of system and software maintenance for internal IT systems and Air C2 system entrusted to the Centre. The System Support Branch (SSB) manages, maintains and operates the (internal) IT assets belonging to the Centre. The Documentation Engineering and Production Section (DEP) is responsible for documentation and web site maintenance. The Documentation Specialist is responsible for technical editing of documentation and also for its production in electronic, paper or web-based form based on inputs received from other NPC elements. Duties: Under the direction of Chief Doc. Engineering & Production, the incumbent will perform duties such as the following: - Collects inputs from authors and information repositories for documentation production. - Produces documentation as requested in a variety of forms (web based, electronic, printed and/or softwareintegrated) by applying NPC standards and formats and using the NPC documentation production tools and engines. - Performs technical editing including reviewing documents for correct use of language, consistent structure, contents and layout. - Supports the Configuration Management Office in the configuration control of documentation. - Provides expertise on documentation related issues to all NPC personnel. - Assists the Principle Web Site Specialist in the update of the NPC web pages and shall deputize in his/her absence. - Participates at job-related training events (courses, seminars, conferences, etc) to maintain the required level of competence and knowledge. - Deputize for higher grade staff - Performs other duties as may be required. Experience and Education: - Good general secondary education; - At least 2 years of recent experience in professional documentation production and/or maintenance, including the use of both word processing software and xml-based document tool chains; - Proof of formal training in document editing, authoring, word processing or related discipline; - Advanced knowledge of word processing and graphics presentation packages; - Working knowledge of web content management systems and/or collaboration frameworks - Working knowledge of spreadsheets and databases. Desirable Experience and Education: - Working knowledge of XML, XSLT, HTML and CSS, graphic formats, portable documentation formatting and associated software tools. - Working knowledge of at least one XML specification for the production of technical publications (e.g. DocBook, DITA, S1000D, etc.) - Working knowledge of configuration and change control principles. - Working knowledge of automated tools for document configuration control. - Experience of working with an automated tool chain for XML-based document production - Formal training in the field of technical communications - Prior experience of working in an international environment comprising both military and civilian elements - Knowledge of NATO responsibilities and organization, including ACO and ACT. Language Proficiency: - A thorough knowledge of English, , both written and spoken, is essential and some knowledge of French, the other NATO language, is desirable. - NOTE: Most of the work of the NCI Agency is conducted in the English language. Competencies or Personal Attributes: - Drive for Result - Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results. - Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. - Informing - Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals information so that they can make accurate decisions; is timely with information. - Peer Relationships – Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers; Travel: - Business travel to NATO and national (NATO and non-NATO) facilities as well as frequent travel between the NCIA offices; - May be required to undertake duty travel to operational theatres inside and outside NATO boundaries. Professional Contacts: The incumbent is responsible for: - Frequent contacts with other members of own section and members of other engineering sections and the project leaders to co-ordinate documentation activities. Supervisory/Guidance Duties: The incumbent may give professional guidance to staff. Working Environment: Normal office environment. Security Clearance Level: NATO Secret Starting Salary and Contract Offer: - Starting basic monthly salary is 3,091.78 Euro and is exempt from income tax. Additional allowances may apply depending on the personal circumstances of the successful candidate. - The successful candidate will be offered a contract in accordance with the NATO Civilian Personnel Regulations. How to apply: To apply for this position, you must complete an application form together with Post Requirements Form (quoting reference “B36(2013)(GLO)”) and send it to firstname.lastname@example.org. by close of business: Wednesday, 25 September 2013 It is intended that the interviews will take at the end of October 2013. - Candidates who are serving civilian members of NATO are requested to mention their telephone extension in their applications. Applications from serving civilian members of NATO should be made through the candidate’s Head of Service, or through the Human Resources/Personnel Section of the NATO Body, whichever is appropriate. - Applications from candidates who do not meet the required qualifications will not be taken into consideration. - Please note that curriculum vitae will not be accepted, unless accompanied by a completed application form and post requirements form. Applications not submitted on the NATO application form will not be taken into consideration. NATO CI Agency application forms can be downloaded from the internet at http://www.ncia.nato.int/Opportunities/Pages/Vacancies.aspx
Job Title: Intern - Institutional Memory Section - UNOG Library, I Department/ Office: United Nations Office at Geneva Duty Station: GENEVA Posting Period: 11 September 2013-26 September 2013 Job Opening number: 13-ADM-UNOG-30774-R-GENEVA (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This profile is for the sole purpose of the UNOG Internship Programme at Library of the United Nations Office at Geneva, Institutional Memory Section (IMS). There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above carrying international recruitment status in the Secretariat for a period of six months following the end of their internship. Under the overall guidance of the Chief, Institutional Memory Section, and under the direct guidance of one of the unit chiefs, the Intern will be responsible for completing a project developed in collaboration with IMS staff related to the United Nations and League of Nations Archives or UNOG Records Management and Digitization activities. Responsibilities The programme is normally full-time, i.e. an intern is expected to work five days per week (8:30 a.m. - 5:30 p.m.) in the IMS unit to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member - the supervisor. Estimated starting date is 1 October 2013 and duration is 2 months, with a possibility of extension up to a maximum of 6 months. Daily responsibilities will depend on the individual’s background, the defined project, the unit to which he/she is assigned and, the period during which he/she will undertake the internship. Some examples include: • Perform archival description of portion(s) of the historical collections • Conduct records management appraisals and assist in the development of file classification schemes • Develop web-based resources and content for archives and/or records management use • Perform digitization and/or indexing of discrete collections or portion of collections • Assist with the development and implementation of IMS communication and education activities • Perform physical condition assessments of collections and perform re-housing, preservation, and/or conversation activities for archival materials • Assist in the planning and preparation of IMS-hosted events Competencies COMMUNICATION: -Speaks and writes clearly and effectively. -Listens to others, correctly interprets messages from others and responds appropriately. -Asks questions to clarify, and exhibits interest in having two-way communication. -Tailors language, tone, style and format to match the audience. -Demonstrates openness in sharing information and keeping people informed. TEAMWORK: -Works collaboratively with colleagues to achieve organizational goals. -Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. -Places team agenda before personal agenda. -Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. -Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. -Supports subordinates, provides oversight and takes responsibility for delegated tasks. 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 1. Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) in History and/or Information Management both at the time of application and during the internship; or 2. Applicants pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages must have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree in History and/or Information Management. Undergraduates (for instance, students pursuing a Bachelor's degree) are not eligible to apply. Work Experience No professional experience is required, but would be an asset. Other desirable skills: Good knowledge of Microsoft programmes; knowledge of digitization, and knowledge of international history. Languages Fluency in spoken and written English and/or French is required for the Internship Programme. Knowledge of an additional official UN language is an asset. (In addition to English and French, Arabic, Chinese, Russian and Spanish are also official languages of the UN.) Assessment Method Candidates will be assessed based on their Personel History Profiles (PHP). Individual interviews may be conducted for futher assessment. Special Notice A complete online application (Cover Note and Personal History profile) is required. Incomplete applications will not be reviewed. The cover Note must include: - Title of degree you are currently pursuing; - Graduation date (when will you be graduating from the programme); - List the IT skills and programmes that you are proficient in; - Explain why you are the best candidate for the internship position. In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references. Due to high volume of applications received, ONLY successful candidates will be contacted. 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
Traineeship. Information Management Services Division, European Central Bank, Frankfurt. Open until 26 September 2013
Traineeship (graduate level) Reference 2013-134/I-TRA EXT Function The Information Management Services Division of the European Central Bank (ECB) is seeking applications from recent graduates in archives and/or records management (or students who are close to completing their studies) to participate in a traineeship for a period of up to six months, with a possible extension for a further six months subject to individual performance and organisational needs. The Information Management Services Division is responsible for: developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services including in the area of data protection; managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required and the disposal of information in accordance with the ECB’s information retention policy; managing the ECB library and providing staff with print and electronic publications and information services; supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library, and for collaboration, document and record management; providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board (ESRB) and in the future the single supervisory mechanism (SSM). Depending on his/her expertise, the successful applicant will be entrusted with a selection of the following tasks: assisting in the development and update of ECB information management policies, procedures and guidance; assisting in the development of communication and awareness material to streamline the current materials and to encourage staff adherence to ECB IM policies and procedures; assisting in the compilation of an inventory of ECB information-holding systems and helping to assess their adherence to ECB information management policies and procedures; assisting in DIRKS-style (see http://www.naa.gov.au/records-management/publications/DIRKS-manual.aspx) analyses of business areas; archival arrangement and description of media and other archival material; the acquisition and appraisal of records and archives; assisting with the planning and preparation of the move of collections to the ECB’s new premises; assisting in the specification and/or testing of requirements for electronic archives management functionality (the ECB has deployed an electronic document and records management system which may be extended for this purpose). Qualifications and experience Applicants must have the following knowledge and competencies: bachelor’s-level qualification in archives and/or records management, or, if the first degree is not in this field, a master’s or higher degree in archives and/or records management, or enrolment in postgraduate studies in these subjects. advanced command of English; a basic knowledge of at least one other official language of the EU; working knowledge of MS Office, in particular Word, Excel, PowerPoint and Access. Competencies The successful candidate will have the following behavioural competencies: analyses complex datasets from a variety of sources and is capable of extracting and summarising findings; assesses current solutions and recommends superior alternatives; uses simple/clear words and images to communicate ideas; ensures timely responses in order to serve clients; shares information and supports team members in the achievement of common goals; takes the initiative in improving policies, processes and products; prioritises tasks and pays attention to detail, even when under time pressure. Closing Date for Applications: 26.09.2013 Further Information Traineeship for 3-6 months, with possible extension subject to performance and organisational need. How to apply Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages. The recruitment process may include a pre-screening exercise and a telephone interview. Before applying, applicants should check that they meet the conditions set out in Article 3 of the rules governing the traineeship programme: http:// www.ecb.europa.eu/ecb/jobs/pdf/traineeship_programme.pdf. Further information on the ECB's traineeships can be found at https://www.ecb.europa.eu/ecb/jobs/apply/html/index.en.html. Applicants are accepted from nationals of the Member States of the European Union
Monday, September 2, 2013
ARCHIVES SPECIALIST Location : Hargeisa, SOMALIA Application Deadline : 04-Sep-13 Type of Contract : Individual Contract Post Level : International Consultant Languages Required : English Starting Date : (date when the selected candidate is expected to start) 23-Sep-2013 Duration of Initial Contract : 40 Days Expected Duration of Assignment : 40 Days Background UNDP Somalia is supporting capacity building programs for Somali public institutions so that they can function more effectively to deliver services to the Somali people. UNDP Somalia is providing institutional capacity building support through one of its projects, the Somali Institutional Development Project (SIDP). The Somali Institutional Development Project (SIDP) works with governance institutions in the Somali Federal Government (and the former Transitional Federal Government), Puntland and Somaliland to foster capable, accountable and responsive governance. It supports the reform of public administration, from reform of the civil service to improved public financial management, and capacity development of civil servants and government officials. SIDP supports the development of inclusive political processes, including engagement of women, youth and civil society with government (and vice versa), and the design of participatory development plans. The project responds to the need for Somali government and public institutions to function more effectively and be accountable to the public. SIDP offers support to three key pillars working across a variety of institutions. These pillars are: Public Financial Management, Transparency and Accountability; Development Planning and Aid Coordination; Public Sector and Parliamentary Reform; The Somaliland National Archive (www.somalilandarchives.org) was established in 2011 by the Ministry of National Planning & Development (MNP&D) in response to the growing need for reference documents to effectively implement development policies. The mission of Somaliland National Archives is to collect, acquire, preserve and manage records of every form of national importance, which includes both public and non-public records, and make them available to members of the public and institutions who may want to use them for purposes of research, training and reference. It also entails promoting efficient, accountable and transparent government. The National Archive thus provides access to documentation on assessments, reports, surveys, plans, projects, programs and other publications. It is also serving as a depository center for publications of international and national organizations as well as research institutions. The National Archive collects, stores, labels hard and soft copies of relevant documents. Recently, 2000 documents were scanned in an effort to expand the electronic library. Duties and Responsibilities Objectives of the Assignment The services of an international expert in archiving are sought to advise the ministry on the management of online and offline archives and to build the government’s human and institutional capacity in this field. Scope of Work In close consultations with the ministry staff, the international expert will be expected to perform the following tasks: Organize the 2000 official documents scanned this far into an online archive; Design filing protocols and a manual for the online and offline archiving; Make recommendations for the redesign of the archives website; Develop policy and procedures for the selection and archiving of external (non-government) publications to be integrated in the ministry’s archives; Develop a training strategy for government institutions on archiving; Provide training to all relevant government institutions. Final Produce/deliverables Online archive structure for 2000 documents; Filing protocols and a manual for the online and offline archiving; Report on the redesign of the archives website; Policy and procedures for the selection and archiving of external (non-government) publications to be integrated in the ministry’s archives; Training strategy for government institutions on archiving; Training to all relevant government institutions delivered. Other Information The expert will be required to have a personal laptop computer; Payments will be made at the successful accomplishment of each pre-determined milestone. Competencies Ability to work in a hardship environment. Inter-cultural communication and people skills. Ability to organize and prioritize work and function as part of a team. Required Skills and Experience Education: A bachelor degree in Archiving/ Record Management, Library management or any relevant field Experience: A minimum 5 years of experience in as an archivist, librarian or information manager; Experience in online data management; Experience in website design is desirable; Experience working in developing countries is highly desirable. Language Requirements Fluency in written and spoken English; Knowledge of Somali and/or Arabic is a strong asset. Terms of Service This is a non-staff contract under the Individual Contractor (IC) modality of hiring of the UNDP. Individuals engaged under an IC serve in their individual capacity and not as representative of a government institutions, corporate body or other authority external to UNDP. The incumbent shall not be considered as staff of UNDP, the UN common system or the government and are therefore not entitled to any diplomatic privileges or any other special status or conditions. Application: Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc. 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.