Tuesday, December 31, 2013
Position and Grade: Safeguards Divisional Records Assistant (G-5) Organizational Unit: Coordination and Support Section Division of Operations B Department of Safeguards Duty Station: Vienna, Austria Issue Date: 12 December 2013 Application Deadline: 9 January 2014 Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year CCOG codes: 2.A.23 Organizational Setting The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries. The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services. The primary focus of each Division of Operations is to perform and document safeguards verification activities and to conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. The Divisions implement a broad range of measures, including information analysis and in-field verification, to draw well-substantiated, credible safeguards conclusions for States. Main Purpose Reporting to the Section Head and the Senior Inspector in the Coordination and Support Section, the Safeguards Divisional Records Assistant acts as the focal point for the Archive and Records Management Section (ARMS) for any matter pertaining to the IAEA's electronic filing system (Livelink), the Electronic State File System (ESFS) and the Integrated Safeguards Environment (ISE) administration, assuring that all records and correspondence are registered in accordance with pertaining rules, that correct identification codes are assigned, that quality checks of the correspondence are performed, that all documents are scanned and input properly, and that errors are corrected as necessary. The Safeguards Divisional Records Assistant acts further as the divisional focal point for lending, tracking, and archiving Inspection Documentation Packages (IDPs) and Complementary Access Documentation Packages (CADPs), as well as other documents located in the Divisional Filing Station. Working Relationships The Safeguards Divisional Records Assistant has extensive interactions with all colleagues within the Division when they utilize the Divisional Filing Station, and when assisting them to organize data in and transfer data to the ESFS or how to properly handle classified records (hardcopy and electronic) in accordance with the Information Security Policy. Contacts with staff outside the Division include ARMS and the ESFS working group. Functions / Key Results Expected ◾Register Divisional documents (paper-based and electronic) correctly and reliably and distribute to all Officers concerned, assuring that all documents and Department related working papers (including Inspection Documentation Packages [IDPs] and Complementary Access Documentation Packages [CADPs]) are traceable and available at any time and that all highly confidential or confidential documents are handled according to the prevailing security rules within the Section. ◾Input records into Livelink, ESFS and ISE and perform quality control to ensure a high level is maintained. Set up the folder structure in cooperation with the ESFS working group. ◾Set up new users' profiles in Livelink, ESFS and ISE and keep them up-to-date for all current staff. Administer access rights, taking into account agreed criteria applicable to the Department and Division. ◾Act as the focal point dealing with questions related to the development and implementation of new records management systems and improvements to existing Safeguards document management systems, advising all Divisional staff on related issues. Knowledge, Skills and Abilities ◾Sound knowledge of records management procedures and practices in international organizations. Knowledge of the Department of Safeguards' work programme and the principle of the State-level concepts an asset. ◾Quality orientation: Ability to work very accurately and to pay attention to details. ◾High level of understanding of the importance of and the protocols involved with handling highly sensitive, confidential, and classified documents, specifically safeguards related. ◾Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands. ◾Interpersonal skills: Ability to work and communicate effectively and in a tactful manner with colleagues at various levels and to establish working relationships with people in a multicultural team environment with sensitivity and respect for diversity. ◾Computer skills: Proficiency in MS Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard, and ability to use databases. Education, Experience and Language Skills ◾Completed secondary education. Secretarial/clerical training an asset. ◾Minimum of five years of relevant working experience, preferably in an international environment. ◾Experience using a records management system, e.g. Livelink or an Oracle-based application, an asset. ◾English language test (level 2) and typing test (level 2) at IAEA standard. ◾Language skills: Excellent knowledge of English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an asset. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance. How to Apply Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
Position and Grade: Records Assistant (G-5) Organizational Unit: Records Unit Archives and Records Management Section Division of General Services Department of Management Duty Station: Vienna, Austria Issue Date: 10 December 2013 Application Deadline: 7 January 2014 Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year CCOG codes: 2.A.23 Organizational Setting The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections. The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit. Main Purpose Under the supervision of the Head, Records Unit, the Records Assistant ensures the effective and efficient management of records within the IAEA. This includes the accurate distribution of paper and electronic records to the responsible office(s) as well as identifying relevant staff who should be receiving information copies. He/she codifies correspondence and ensures it is appropriately registered in the Electronic Records Management System (ERMS) and performs quality assurance checks of the registered correspondence. Working Relationships The Records Assistant reports to the Head of the Records Unit and liaises with focal points in the various Departments where the correspondence is to be directed as well as staff in the Records Unit. Functions / Key Results Expected Records Assistants are assigned to work within teams servicing designated programme areas. Teams include the Records Registration Team (RRT), Classified Records Team (CRT), and the Records Advisory Team (RAT). The Records Registration Team is responsible for registration of all official correspondence. The Classified Records Team is responsible for handling all classified records. The Records Advisory Team is responsible for all support activities related to records management such as education and training. The functions of the incumbent include: ◾Classify and assign identification codes by subject or project to incoming, outgoing and internal records, received either in hardcopy or electronically, in accordance with the Archives and Records Management Handbook. Determine relevant Responsible Officer and copy appropriate distribution list for incoming records. Monitor and ensure that appropriate actions have been taken by the Responsible Officers on incoming records; ◾Register incoming, outgoing and internal paper and electronic records written in any of the IAEA's six official languages and German; ◾Input codified correspondence in the ERMS and perform quality assurance checks of the registered correspondence; ◾Distribute correspondence to the responsible office(s) and identify relevant staff who should receive information copies; ◾Provide information and reference services to the Secretariat and assist IAEA staff with regards to good records management and proper information retrieval practices; ◾Maintain the Forms Inventory Database and ensure established procedures are followed whenever they have to be modified or replaced; ◾Conduct audits in IAEA offices and liaise with Records Office Coordinators on record keeping matters including records (both paper and electronic) filing and use as well as transfer and/or disposal in accordance with the Archives and Records Management Handbook; ◾Perform other related tasks, for classified records, such as assigning security classification codes, scanning, in and out charging, maintaining logbooks and transmittal forms for classified records, as well as shredding of classified records. Additionally, advise IAEA staff on proper handling of classified records; and ◾Assist the Head of the Records Unit in conducting records management awareness training sessions in the IAEA. Knowledge, Skills and Abilities ◾Knowledge of records management policies and practices in international organizations an asset. ◾Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. ◾Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters. ◾Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking. ◾Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts. ◾Knowledge sharing: Ability to provide training and guidance to newly recruited office staff, advising them on the administrative practices and procedures to be followed. ◾Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard. ◾Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable. Education, Experience and Language Skills ◾Completed secondary education with an academic background in records management desirable. ◾A minimum of five years of work experience, two years of which in records management. ◾Exposure in an international setting an advantage. ◾English language test (level 2) and typing test (level 2) at IAEA standard. ◾Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance. How to Apply Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
Head of Unit - Collaboration and Document Management Job ID: 100923 Entity: European Investment Bank Location: Luxembourg Full/Part Time: Full-Time Regular/Temporary: Regular The EIB, the European Union's bank is seeking to recruit for the Information and Corporate CentreDirectorate (ICC), Information Technology Department (IT), Administration and Risk Applications Division (ARA)Division at its headquarters in Luxembourg a: Head of Unit - Collaboration and Document Management Appointments will be made on the basis of a 4 years fixed term contract Purpose The primary role of the "Collaboration and Document Management" Unit is to provide and maintain IT solutions for document management and collaboration. The main technical platforms used are OpenText Content Server and Microsoft SharePoint. S/he will be a key player in driving EIB's document management and collaboration strategy, working in close cooperation with business. S/he must be an effective communicator, at all organizational levels, and understand the value that can be delivered to business. S/he must have a thorough knowledge of the possibilities, strengths and weaknesses of state-of-art document management and collaboration tools; experience in OpenText Content Server and Microsoft SharePoint will be an advantage. Operating Network S/he will report to the IT Head of Division for Administrative and Risk Management Systems. S/he will work closely with other IT application systems teams, with members of the Architecture, Integration and Support teams in the IT Department and with key business stakeholders in other Departments and Directorates, notably in Information Management and Procurement. Accountabilities • Ensure alignment between the overall IT strategy and the strategic plan and work programme of Bank's document management and collaboration systems • Analyse, promote and manage new and innovative projects to improve Bank-wide collaboration and document management, including reduction of paper and streamlining of workflows • Provide expertise and recommendations on tools, technologies and solutions for document management and collaboration. • Manage the staff and supervise overall operation of the Unit, including scheduling assignments and review of project work. Ensure the overall quality of the Unit's work • Ensure the corrective and evolutionary maintenance and support of the Bank's OpenText Content Server and Microsoft SharePoint implementations, including future software upgrades. • Ensure appropriate documentation of systems in production and of all projects managed, in line with IT standards. • Manage contracts and invoices and overall relationships with external suppliers Qualifications • Full University degree, preferably in Computer Science or related disciplines • At least 5 years of professional experience in the IT function, preferably in the design, development, implementation and maintenance of document management and collaboration systems • Very good understanding of document management and collaboration domains, and how they contribute to an effective organization • Good knowledge of project management principles, methods and practices • Good knowledge of the general technical environment, including Oracle and Sql SQL Server databases, Unix / Linux and Windows • Good knowledge of service contracts, including procurement issues • Experience and technical understanding of OpenText Content Server and/or Microsoft SharePoint, or other leading solutions for document management and collaboration • Excellent knowledge of English or French (*), and good knowledge of the other Competencies • Excellent interpersonal and oral and written communication skills at all levels in a multicultural environment. • Ability to manage and, coach and motivate a team • Strong capacity to think in technical and business terms with focus on both technical issues and business processes, and to work closely with key users • Sense of responsibility and initiative • Strong service skills with aptitude to work rapidly and under pressure • Strong capacity to plan and to anticipate potential issues • Strong capacity to analyse and synthetize complex problems • Pragmatic approach to problem resolution • Ease with external and internal contacts (*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not be yet proficient in one of the two languages. If they are selected, they are hired on the condition to build up rapidly knowledge of the relevant language, while they accept that their future career in the EIB may be subject to reaching sufficient proficiency in both working languages. Deadline for applications: 7th January 2014 We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability.
Saturday, December 7, 2013
POLICE RECORD KEEPING CONSULTANT Location : Garowe, SOMALIA Application Deadline : 13-Dec-13 Type of Contract : Individual Contract Post Level : International Consultant Languages Required : English Starting Date : (date when the selected candidate is expected to start) 03-Feb-2014 Duration of Initial Contract : 40 Days (Over 3 Months) Expected Duration of Assignment : 40 Days (Over 3 Months) Background UNDP Somalia’s Programme is strongly focused on post conflict recovery and consolidation of peace. It is composed of one main Programme portfolio is Governance and Rule of Law (GROL). UNDP's Rule of Law and Security Programme works towards improved security and protection under the law for all Somalis. As such, it seeks to advance human development by strengthening national and local capacities to prevent, mitigate and cope with the impact of violence. The UNDP Civilian Police Project has been focusing on promotion of community policing principles, human rights and gender equality. Broadly, the programme has been focusing on macro-level policy development, combined with capacity-building for police institution and increasing overall access to justice for Somalis. In particular, one of the main project aims is to design a Puntland Police Act/Law in accordance with the international human rights norms and standards. Under its capacity building component, UNDP is aiming to support the establishment of basic administration records management system data base that provides for the storage, retrieval, retention and viewing of information, records, documents or files pertaining to Puntland law enforcement operation. Under the overall supervision of the UNDP Head of Sub Office and the direct technical supervision of the Civilian Police Project Manager, the incumbent will be responsible to assess the current Puntland Police database and how their administration record system works and incorporate into the TOR's of the training using the generic database management to enhance efficiency and effectiveness of Police database system. Duties and Responsibilities The objectives of this assignment is to build basic record keeping system (database) which should allow Puntland Police Force to process personnel ,logistics and financial data. The consultant will work closely with the Project to: •Establish the database that manages administrative records and generate reports such as human resource, Finance and logistics at the police HQ level; •Support the establishment of a system that has the capability to customize forms and reports for administration purpose, such as request forms, performance management, training registration, and other administrative reports; •Support the Puntland Police force to establish a record keeping system (database) that fulfills the requirements of storing police record and reports; •Support the civilian Police project by establishing a record keeping (database) as per the requirements. Scope of work Work under the guidance of the UNDP Civilian Police Project Area Manager and in collaboration with Puntland Police Force, the consultant will support the following: •Review and evaluate current police database, office management system, and incorporate into the ToR's of the training using the generic database management to enhance efficiency and effectiveness of database system; •Support the establishment of basic database that can store administrative data of the Puntland Police Force; •Select and train the relevant Police database managers for the use and maintenance of the database system; •Draft a training package for Puntland police database staff, mid-level and senior level, and conduct initial training sessions for Puntland police staff using the newly developed training package; •Develop standard operation procedures and a handbook (Pocket guide) for police officers who will be responsible for managing and entering data on the proposed electronic system; •Provide on-the-job training on the database operation and chart generation; •Submit the training completion report with the lessons learnt at the end of training session; •Develop the systems back recovery plan and tools; •Produce a final report at the end of the assignment. Note that reports and data gathering must always respect confidentiality of Puntland Police force. Monitoring and Progress controls The International Consultant will prepare a work plan by the first week and progress updates shall be submitted twice a month whether the work performed meets the standards set by the Civilian Police Project. Final Product/ Deliverables: •Assess the current Police database system is established and the database system outlook presented and approve. ( 15 days); •Selection and training of the operators has been carried out, and Training manuals developed and presented. (12 days); •Database /recordkeeping System for the Puntland Police force is established (7 days); •Back-up recovery plan created (6 days); • Final report produced. Review/approval time Approval will be made within 15 days of the successful completion of agreed milestones. Competencies Core competences •Demonstrates integrity by modeling the UN’s values and ethical standards; •Promotes the vision, mission, and strategic goals of UNDP; •Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Functional Competencies: Knowledge Management and Learning: •Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example; •Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills. Development and Operational Effectiveness: •Ability to organize and manage results-oriented strategic and thematic evaluations. Substantive knowledge and understanding of evaluation and development evaluation in particular; •Excellent knowledge of current development issues particularly those pertinent to UNDP’s Practice Areas. Ability to conceptualize issues and analyze data; •Good technical skills in measurement and evaluation, including grasp of methodological and operational dimensions and the ability to link corporate and country level issues; •Ability to successfully lead multidisciplinary experts and to coordinate the work of others; •Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change; •Good knowledge of Results Management Guide and Toolkit. Required Skills and Experience Academic Qualifications: •Advanced University degree (Master’s Degree or equivalent) in information technology; •A relevant combination of university degree, professional training and experience may be considered in lieu of the advanced degree; •First level university degree with a combination of relevant academic qualifications and 7 years’ experience in IT database management may be accepted in lieu of the advanced university. Years of experience: •Minimum 5 years progressive experience working in community based approach/conflict management or related experience in local development, particularly in crisis and post conflict countries; •Proven working experience with DREAM database; •Prior experience in developing the Database for security sector; •Prior experience in working and living in difficult stressful environment. Other Information: •The expert will be required to have a personal lap top computer and the relevant software; •Payments will be made at the successful accomplishment of each pre-determined milestone. 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