Clerk, Archives, B.2. NATO HQ, Brussels. Open until 27 January 2015

NOTIFICATION OF A "B" GRADE VACANCY

NATO INTERNATIONAL STAFF

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

LOCATION:
NATO Headquarters, Brussels, Belgium

DIVISION:


EXECUTIVE MANAGEMENT

INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT

ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ACQUISITION AND HOLDINGS MANAGEMENT UNIT


TITLE:
Clerk, Archives

GRADE:
B.2

SECURITY CLEARANCE:
CTS

VACANCY N°
:

1. SUMMARY


The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives management matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information.

The Clerk, Archives is assigned to the NATO Archives and reports to the Head, Acquisition and Holdings Management Unit. He/she provides archival and records management support to a designated clientele. He/she will also provide support to the meetings and the workshops of the Archives Committee. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO records, archives and Information Management (IM) policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations.


2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL


The incumbent must: 

have a good general education at least to higher secondary level or have equivalent relevant professional experience;

 have 2 years’ experience in archives and/or records management functions or related duties, especially at the international level. Formal training in archives, records or library sciences will qualify;

 possess the following minimum levels of NATO’s official languages (English/French): V ("Advanced") in one; I ("Beginner") in the other;


DESIRABLE


The following would be considered an advantage:

 knowledge of international best practices and standards in the field of records and archives management and familiarity with the life-cycle management of records;

 knowledge of documentary research and of the drafting of related reports and summaries;

 knowledge of ICT systems, modern office equipment, current office software packages, and their application to document processing, recordkeeping or archives;

 professional training or experience in archives, records or library sciences or in history.


3. MAIN ACCOUNTABILITIES

Information Management


As directed, collect semi-current and inactive records from various originators throughout NATO. Organise and register new acquisitions and holdings and write preliminary descriptions for them in accordance with applicable procedures and guidance. Maintain the semi-active and inactive records of NATO until their final disposition. As directed, facilitate the destruction of information of temporary value. Assist with the preservation of records of long-term value held by the NATO Archives in all formats.


Planning and Execution


Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the storage and preservation of semi-active and inactive records in all formats.


Stakeholder Management


Assist with responding to internal requests for information and provide quality service. Have the ability to identify and describe clients' needs and to comment on possible solutions. Have the personality to work with diverse staff and with users of different levels of experience and expertise.


Knowledge Management


Research and write descriptions of archival holdings in accordance with international archival standards. Prepare inventories, finding aids and other reference tools in paper and electronic forms. Facilitate access to semi-active and inactive records by internal users. Conduct research, and assist with writing draft reports and summaries.


Expertise Development


Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP), the NATO Records Policy, the Policy on the Retention and Disposition of NATO Information, the Policy on the Public Disclosure of NATO Information and to NATO Security Policy. Demonstrate professional competence and mastery of records and archives management functions. Have an understanding of preservation and access requirements for collections of permanent value. Have an innovative approach and be able to adapt in an evolving technical and managerial environment. Suggest improved means of service delivery.

Perform any other related duty as assigned.


4. INTERRELATIONSHIPS


The incumbent reports to the Head of the Acquisition and Holdings Management Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information and records management support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with internal stakeholders.

Direct reports: N/a

Indirect reports: N/a.


5. COMPETENCIES


The incumbent must demonstrate:

 Clarity and Accuracy;

 Customer Service Orientation

 Empathy;

 Flexibility;

 Initiative;

 Organisational Commitment;

 Teamwork.


6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded):

Definite duration contract of three years’ duration; possibility of another contract thereafter.


Contract clause applicable:

In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another contract.

If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed 


for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.


7. HOW TO APPLY:


Applications
must be submitted using one of the following links, as applicable:

 For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);


 For all other applications: www.nato.int/recruitment

ADDITIONAL INFORMATION:


Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries
cannot be dealt with.

Appointment will be subject to receipt of a
security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

Please note that we can only accept applications from nationals of NATO member countries.

NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, sexual orientation or age (restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council).

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a

non-smoking environment.