|Post Level :||P-3||Closing Date : 30 July 2014|
|Vacancy Ref :||E-VER/DEB-DRA/IMO/F0188/P-3/27/06-14|
|Branch :||Declarations Branch|
|Division :||Verification Division|
|Date :||16 June 2014|
|Under the supervision of the Head, Documents, Registration and Archiving, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties:|
Control registration and processing of all classified and verification-related documents and their availability either within electronic systems or in hard-copy.
· Control the quality of the information service, and of the information (including metadata) held in the information management systems
· Analyse requirements, develop and update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets established standards
· Ensure maintenance of confidentiality when making classified information available
· Identify and assist in resolving any procedural or technical impediment to prompt availability of information to users
· Write and validate standard operating procedures (SOPs), working instructions (WIs), guidelines, improving where required as a result of review of business processes
Manage and maintain good records and archives management practice,
· Support and carry out professional activities required to improve information management practice, including preparation for move to, or move to new, electronic environments or applications.
· Review and analyse work flow and processes with a view to recommending/initiating improvements, and collaborate with colleagues to implement change in process and practice
· Act as a DRA focal point in existing information management-related projects and devise and implement any additional projects required as part of the move to a new electronic environment
Research, develop and maintain DRA’s preservation programme for records in all media
· Support the research and proposal of initiatives to develop a preservation programme for the digital archives, and for the audio-visual material.
· Support the development and implementation a disaster recovery plan for DRA, including the digital archives.
· Coordinate where necessary with staff in other sections (e.g., with regard to environmental controls for preservation of physical records) and propose solutions to ensure long term preservation.
Prepare, review, update procedures, guidelines, and forms required for work processes
· 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.
· Assist the Head of DRA where required in any corporate-wide initiative related to the management of information, records or archives
· Propose, manage and monitor projects and assist with training and guiding staff in a range of records and information functions
· Stay current in new records management and archival developments by reviewing the literature, participating in best practice groups and dedicated international conferences.
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
Performs other duties as required.
Knowledge and Skills
Advanced university degree in information management, with postgraduate specialisation preferred in records or archives management. A relevant first-level university degree in combination with training and/or qualifying experience (minimum seven years) may be accepted in lieu of the advance university degree.
Additional training in business analysis and/or project management.
Skills and Abilities (key competencies):
· Core professional skills related to information and archives management
· Ability to organise, plan and implement work assignments, as well as manage competing demands
· Proven communication (verbal and written) skills, including ability to prepare reports.
· Strong computer skills, dealing with both structured and unstructured records
· Problem-solving skills, including ability to identify and participate in the resolution of issues/problems.
· Flexibility, tact, discretion and ability to work harmoniously in a multicultural environment.
· Appreciation of the need to observe confidentiality in a highly-sensitive work area.
· Knowledge of statistical methods and tools.
· Commitment to continuous learning is essential.
A minimum of five years’ experience in the field of records and information management, preferably in an international or public organisation. Experience in implementation of enterprise content management (ECM) systems with a particular focus on records management components and the development of taxonomies. Experience specifically in digital archives, including use and review of work-flow applications.
Previous experience in data migration projects in the context of ECM is desirable. Experience in the use of electronic data analysis tools. Experience in Quality Management implementation is desirable; Experience working in highly confidential environments is desirable.
|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 2014 rate of 58,8%.|