Tuesday, July 29, 2014
Job Description Archives and Records Officer ( Job Number: 1400453) Description The Technology and General Services Department is seeking to hire a Digital Records and Archives Officer. The Digital Records and Archives Officer position is part of a team of archivists and records officers that strive to deliver a world-class AArchives and Records Management (ARM) Program. Duties and Responsibilities: Under the general supervision of the Archives and Records IT Advisor, the Digital Records and Archives Officer manages systems supporting all formats of records. This role includes development and implementation of specific components to ensure the capture, authenticity, reliability, for current records as well as long-term accessibility to both its born-digital and digitized records. Work is accomplished through close collaboration with the Records Life Cycle Management groups and the Archives Reference group. Specific responsibilities include: - Manages the Archives Management System (AMS) and serves as back-up for the Records Management system. The AMS manages the support and enhancements of the archival descriptions catalog and its other functionalities such as the accession and appraisal database, declassification database, reference request database, and box management with bar-coding and offsite storage. Coordinates maintenance and enhancements with AMS vendor and IMF IT contacts; - Assists in developing and reviewing procedures and policies and enabling technology to ensure smooth operations and client satisfaction; - Provides recommendations for improving the effectiveness and efficiency of information governance and , operational processes including the development of new and standardized processes - Manages the Public Web Archives solution (internally and externally), including the monthly updates, user support and enhancements; - Improves delivery of information for the IMF Archives (i.e., develops, maintains, and expands the Archives' website and web-based resources and tools). Write/edit website content using SharePoint; - Provides business analysis support for Records and Archives related projects including requirements gathering, workflow design, and optimized solutions, with the goal of improving the efficiency of the ARM staff and making the collections more readily accessible to the researchers; - Develops or recommends and implements standards, procedures and workflows with regard to conversion and reformatting, storage and maintenance, methods of access and dissemination, and quality control for digital objects; - Manages digital media, including from analog to digital. Provides for tracking and storage of media. Provides assessment of format and media stability as required and implement optimum storage solutions going forward; - Develops and manages a long-term preservation program for digital records (both digitized and born-digital) based on archival standards, work done to date at the IMF, and ongoing developments in the field. The process includes managing source, preservation and access copies, addressing file formats as well as media types, and ensuring access to objects through the AMS. - Participates in developing the strategy for evaluation and migration or deletion of older content, through a proof of concept using automated categorization tools to identify content with potential enduring value in various systems such as Document Management System, Autonomy Email Archive, and network file shares. Tasks include development of procedures to transfer archival digital objects from these repositories as well as the Records Management system to the Archives Management system; - Researches current options for web archiving, particularly for SharePoint sites, as part of the digital archives; - Plans for and oversees digitization of archival materials based on priority as funding is available; - Develops user and system documentation as well as test scripts for Archives applications according to IMF IT guidelines. Provides testing of applications as needed for upgrades; - Monitors quality of the services and takes timely action to increase it by measuring the SLA and KPI results based on customers’ feedback. - General duties may include: reporting, maintaining project files and assisting with tasks as assigned on systems related efforts. Qualifications Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management and/or Information Science and technology or related field and a minimum of two years relevant professional experience is required. Or a bachelor degree in a related field together with a minimum of six years relevant professional experience is required. - Working knowledge of and experience with records and archives management systems and related technologies; experience with Adlib archives software and other archives software are desirable; - In-depth knowledge of current trends, professional records and archival standards, methods, and procedures in records and archives management and preservation of both paper and electronic form such as ISO 15489 for records management, and ISAD(G) and RAD for archival description; experience with digital archives management, preservation, and access standards and research is highly recommended; - Knowledge of best practices in assessment of needs and development of workflows in digital preservation strategies to utilize current technologies in information and content management in managing and preserving institutional archives and special collections; - Excellent English written and verbal communications skills, including writing user/technical documentation; - Experience in project management and business analysis, including strong analytical and problem-solving skills; experience with RFP and software evaluation processes is also desirable; - Strong interpersonal skills and ability to work as a member of a team is required; and an ability to interact with staff from diverse cultures and backgrounds is highly desirable; - Knowledge of web technologies, HTML, XML standards pertaining to documents, content, and data, and technical experience in handling multimedia objects including video; - Experience with Microsoft Applications - Word, Excel, PowerPoint, Visio, Project,SharePoint. “The IMF is committed to achieving a diverse staff, including gender, nationality, culture, and educational background”
Friday, July 4, 2014
Vacancy Number: A05/0614
Post Number: OSC ZOH 0020
Job Title: Historian
NATO Grade: A-2
Basic Monthly Salary (12 x per year): 4.904,05 €, tax free
Closing Date: 01 August 2014
Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.
SHAPE, the Supreme Headquarters Allied Powers Europe, is the Headquarters of Allied Command Operations (ACO), one of the two major military commands of the North Atlantic Treaty Organisation (NATO). ACO safeguards an area extending from the northern tip of Norway to the eastern border of Turkey. This equates to nearly two million square kilometres of land, more than three million square kilometres of sea, and a population of about 320 million people.
Casteau/Mons, 60 Km south of Brussels (Belgium)
Directorate of Management (DOM)
SHAPE is the Strategic Headquarters for Allied Command Operations. The Directorate of Management (DOM) is on behalf of the Chief of Staff (COS) responsible for the direction and coordination of selected aspects of the day to day operation of SHAPE as well as the assurance of the provision of essential support facilities and services to the headquarters, co-located agencies and units and, to individual staff members and their families. The Knowledge Management (KNM) Branch is responsible for facilitating, coordinating and implementing Command Group (CG) requirements through the assessment, direction and management of staffing operations, services and CIS Support to SHAPE. It is also responsible for Information Management and Knowledge Development across ACO in support of the comprehensive approach to planning and executing operations.
The Historical Office is responsible for:
- Maintaining an accurate historical record of NATO-led operations and key ACO issues to meet the information requirements for future staff use and the historical record of ACO;
- Advising the CG on the historical aspects of current issues and operations;
- Satisfying the historical information requirements of the CG, SHAPE Staff, and higher/lower headquarters concerning past/present operations and issues;
- Preparing histories, staff studies and information papers for the CG and other key staff members;
- Declassifying older SHAPE and ACO records and assisting the work of the NATO Archives Committee.
The SHAPE Historical Office serves as the institutional memory for SHAPE and ACO by preserving key historical data, providing historical advice to the CG and staff, and responding to requests for historical information from inside and outside the headquarters. The Historian serves as the Assistant SHAPE Historian in the Historical Office.
Chief Historical Office, OSC ZOH 0010.
The incumbent’s duties are:
a) During absences of the Chief of the Historical Office, exercise his/her functions, including contacts with higher and lower headquarters and outside organisations and individuals.
b) Provide advice to the Command Group (CG) on historical issues.
c) Review historical information contained in CG speeches and publications to ensure that they are accurate and that sensitive historical issues are handled in such a manner as to avoid controversy or embarrassment to SHAPE/NATO.
d) Assist in developing policies for the ACO Historical Programme, which includes issuing guidance on determining the historical significance of older records for preservation decisions, preparing historical summaries of the activities of SHAPE and ACO for future rapid reference, and taking downgrading/declassification decisions for older records.
e) Supervise the work of the office’s Historical Assistant and manage the clerical and administrative functions of the office.
f) Establish policies and procedures for administering the office’s extensive document holdings and serve as the office’s Security Officer, ensuring the correct application of NATO security procedures for the accounting, production, storage, classification, receipt, dispatch and destruction of classified material.
g) Prepare detailed histories on specific subjects as requested by the CG, which requires developing research strategies, conducting the research and then writing the histories.
h) Research and write staff studies, memoranda for the record, briefing papers, and responses to taskers and queries on historical issues.
i) Collect information from a wide range of sources on current crisis situations and NATO-led operations and then prepare constantly updated Operational Diaries for use by the CG, SHAPE staff, and any subordinate headquarters in ACO involved in planning or operations related to the crisis or operation.
j) Prepare for and conduct recorded interviews with senior officers and other key members of the staff, as well as personnel from higher and lower headquarters and outside organisations, in order to obtain essential information not always included in official documentation. Edit the interview transcripts.
k) Attend important staff meetings, briefings and conferences, taking notes for the historical record, and also participate in working groups and/or committees as directed by the Historical Office Chief or the Director of Management.
l) Assist staff officers and visiting official historians from the member nations with their research in SHAPE’s older records.
m) Provide guidance to additional duty historians in all ACO Headquarters and to field historians deployed in support of NATO operations.
n) Advise subordinate headquarters in ACO on the retention of documents of historical significance requiring long-term preservation.
o) Review document holdings in SHAPE divisions to determine which documents should be transferred to the Historical Office or SHAPE Registry & Records for preservation as SHAPE historical records.
p) Determine which older SHAPE and ACO documents may be downgraded or declassified and released, consulting with staff subject matter experts and National Military Representatives (NMRs) as necessary.
q) Within the area of responsibility the incumbent is responsible for ensuring that strategic risk to the achievement of CG priorities are managed in accordance with ACO Enterprise Risk Management framework.
Legal authority is held: None
Budget authority is held: None
Decision authority is held: None
Supervisory duties: Dependent on requirements may be required to direct and supervise the work priorities of an ad hoc or permanent team within the functional area.
There are no first line reporting responsibilities.
The incumbent deputises for Chief Historical Office (OSC ZOH 0010).
The incumbent handles routine or special matters as directed by the Director of Management or the branch head.
The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days.
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.
a) Demonstrated ability to carry out historical research and writing, as evidenced by scholarly publications and/or the preparation of official histories and research papers.
b) Ability to work in a multinational environment and interact effectively with senior officers.
c) Knowledge of military and/or diplomatic history, preferably European, in the 20
th and 21st centuries.
University Degree in history, politics, international relations or related discipline and 2 years of function-related experience, or a Higher Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years of post-related experience.
English SLP 4444 (Listening, Speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English, and the Assistant Historian must be able to listen, speak, read and write extensively and rapidly in English.
4. Standard Automatic Data Processing Knowledge
Word Processing : Working Knowledge
Spreadsheet : Working Knowledge
Graphics Presentation : Working Knowledge
Database : Basic Knowledge
eMail Clients/Web Browsers : Working Knowledge
Web Content Management : Not Required
a) Specialisations: Knowledge of the history of NATO.
b) Specific Experience:
- Familiarity with military staff procedures through previous military or civilian service at a major headquarters.
- Experience in working in an international environment, either in a multinational military headquarters or in an international organisation.
2. Education/Training – N/A
nd Official NATO language (French) SLP 3232 (Listening, Speaking, Reading and Writing)
A reading knowledge of French is important in order to be able to use the many older French-language documents on file in the office and in the archives, and understanding French is also useful for the work of the office.
1. Personal Attributes
The post requires considerable initiative and judgement and a high degree of flexibility in order to be able to respond to the tremendously varied requests for information from the SHAPE staff as well as from NATO HQ, other ACO HQs, outside organisations, the media and the general public. Flexibility and analytical ability are required for developing and carrying out research strategies to find needed information using resources both inside and outside of SHAPE, as well as for preparing historical reports that summarize and evaluate the wide range of issues being worked by the SHAPE staff. There is often a need to master complex new subject areas in a very short time. Preparing for and conducting interviews of senior officers and officials requires a high degree of thought and judgement in selecting the questions to be asked, gaining the interviewee’s trust and confidence, and developing follow-on questions in the course of the interview. Judgement and a keen awareness of the political sensitivities of historical issues are also necessary in providing advice to senior officers and in reviewing their speeches and publications prior to delivery. Evaluation of material for potential downgrading or declassification requires extensive judgement.
2. Managerial Responsibilities
Supervise the work of the Historical Assistant in the SHAPE Historical Office and also provide guidance to additional duty Historical Officers in subordinate headquarters in ACO and to field historians deployed on NATO operations.
3. Professional Contacts
In addition to extensive contacts with staff officers from all of the SHAPE divisions, the Assistant Historian conducts interviews with very senior officers and officials. He must therefore be able to inspire their trust and confidence in his ability to maintain confidentiality and must exercise a high degree of tact, coupled with polite perseverance, in conducting such historical interviews. The Assistant Historian also has considerable professional contacts outside SHAPE, responding to historical queries from the official history offices of the member nations, from university professors and students interested in the history of NATO, from the media (in coordination with the Public Information Office) and the general public. Coordinates with National Military Representatives on declassification issues and their requests for historical information, and maintains ties with official historians from the member nations.
4. Contribution to the Objectives
The Assistant Historian ensures that SHAPE/ACO maintains an effective institutional memory by gathering and preserving records, conducting interviews to obtain essential (and often sensitive) information from senior officers and key staff officers, and preparing written histories summarizing the activities of SHAPE and ACO. The historical chronologies and reports prepared by the Assistant Historian save considerable staff effort and prevent duplication of work done in the past. The advice provided by the Assistant Historian to the Command Group on sensitive historical issues can prevent controversial situations from arising. The Assistant Historian also assists the SHAPE staff, NATO Headquarters, and subordinate headquarters in ACO by providing needed information that would otherwise not be available.
5. Work Environment
The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No risk / risk might increase when deployed.
REMARKS – N/A
!!PLEASE READ CAREFULLY!!
HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
Applications for civilian employment should be made for a specific vacancy using the official shape application form that you will find with the job description of the current NATO civilian vacancies at the following address: http://www.aco.nato.int/page205113721.aspx and should be submitted exclusively electronically to firstname.lastname@example.org not later than the closing date in order to be considered.
Only applications completed in accordance with the following instructions will be taken into consideration. The others will be rejected automatically. It is imperative that the subject line of your e-mail starts with the vacancy number, and further includes the post title and the grade of the post for which you are an applicant. Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail.
A) The application form and its supporting documentation (i.e. continuation sheets and copies of certificates) could be sent in a single e-mail containing a maximum of two electronic files (file 1: application form, file 2: supporting documentation). For technical reasons, the supporting documentation should not be attached to an internet link (i.e. personnel website, etc...).
B) File 2 should be a single document of a maximum of 4 pages containing a copy of the qualification/certificate covering the highest level of education required by the job description. If this certificate is not in one of the two official NATO languages, you should include a translation into French or English.
C) Candidates must answer each question completely in English (preferably) or in French.
D) Expressions such as: please see attached CV, please see annex, please see enclosed document etc are not acceptable; this is a cause of immediate rejection of the application. Particular attention should be given to boxes 8a (Secondary education), 8b (Higher education), 8c (University education), 8d (Other education/training) and 15 (Employment record, which should contain a summary of work and for which, if necessary, continuation sheets can be added).
E) If necessary you will be requested to supply documentary evidence in support of the statements you make in your application. Do not, however, send any additional documentation (such as certificates of other education/training, evaluation sheets, job descriptions, letters of appreciation/recommendation etc…) until you have been asked to do so by the SHAPE recruitment office and, in any event do not submit the original texts of references or testimonials unless they have been obtained for the sole use of the shape recruitment office.
F) If you are or have been a NATO International Civilian, please indicate last grade and step held, and specify in which NATO body you are/were employed.
G) If you are or have been employed as a civilian in one of the coordinated organisations, please indicate last grade and step held, and specify in which organisation you are/were employed.
A) Only nationals from the 28 member states can apply for vacancies at SHAPE. the member states are: Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Slovakia, Spain, Turkey, United Kingdom and United States of America.
B) All applications are acknowledged by return-e-mail. Should you not receive an acknowledgement within 3 working days of submitting your application, please re-submit the application to email@example.com.
C) Note for the personnel officers: if you have qualified redundant staff of same grade, please let us know by message not later than 04 July 2014.
D) Due to the large amount of applications received for all vacancies, telephone, e-mail or telefax enquiries cannot be dealt with
|Technology and Information Department|
Document Information Officer
► Performs the records processing and entering operations necessitated by the moving of offices.
► Helps to process, make available, ensure the integrity of and promote the information and knowledge.
► Contributes to information and knowledge management activities and projects.
Each employee is responsible for the smooth running of his or her department/unit/section and for keeping his or her competences up to date in line with the IOC’s training policy.
In addition, each employee may be asked to take on responsibilities other than those required by the job if particular circumstances so require.
- Helps with the study and planning of record-adding and processing operations for the departments.
- Helps the departments with their record-adding operations.
- Processes the documents added.
- Processes the information entrusted to him/her so that the IOC can make use of this in the framework of its activities:
o Manages the legal and financial information (contracts, invoices, etc.).
o Manages the reference documents.
o Manages the records.
o Manages the flow of incoming and outgoing information.
- Provides optimum support and high-quality service for internal and external requests; responds to user requests and assists the users.
- Takes part in the Unit’s projects and activities and helps to manage these.
- Helps to ensure the adoption of best practices in terms of information and knowledge management.
- Contributes to the good governance of information (policies, procedures, instructions, standards, etc.).
Training and language and IT skills
- Specialised information management training (AID or HEG).
- Practical experience of information management, in particular managing documents, archives and records.
- Experience of working with ECM tools, in particular Livelink. SharePoint would be an advantage.
- Good written and spoken knowledge of French and English.
Technical, organisational and personal competences
- Strong professional ethics; service orientation; excellence; team spirit; sense of initiative.
- Ability to work in a dynamic environment and maintain team spirit, whilst respecting deadlines.
- Keen sense of priorities for the effective management of deliverables; diligence in following through the tasks entrusted.
- Ability to organise personal schedule in response to differing demands; attention to detail.
- Keen sense of confidentiality especially when handling sensitive information.
- Ability to play an active part in setting common objectives, get involved and respect the contributions of all team members.
- Ability to consider interpersonal differences as an added value and to interact constructively with all types of people.
- Excellent command of corporate tools and compliance with internal usage rules (Livelink, Outlook, etc.).
Behaviour and attitude
- Respect the Olympic values and internal rules of conduct and all instructions and procedures in place (information security, Code of Ethics, etc.).
- Collaboration and knowledge transfer.
- At ease working in a team.
- Discretion, diplomacy, tact and loyalty; strong professional ethics.
- Precision, speed and efficiency in executing tasks.
- Positive attitude, open-mindedness, enthusiasm.
- Flexibility with regard to working hours and ability to cope with stress.
- Autonomy and sense of initiative.
Tuesday, July 1, 2014
|Position and Grade:||Records Assistant (G-5)|
|Organizational Unit:||Records Unit|
Archives and Records Management Section
Division of General ServicesDepartment of Management
|Duty Station:||Vienna, Austria|
|Issue Date:||24 June 2014|
|Application Deadline:||21 July 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|
|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.
|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.
|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:
Knowledge, Skills and Abilities
Education, Experience and Language Skills
|The IAEA offers an attractive remuneration package including a tax-free
annual net base salary starting at €41 947 (subject to
mandatory deductions for pension contributions and health insurance), 6 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.|