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Friday, July 24, 2015

Senior Archives Assistant, G-5. UNHCR, Geneva. Open until 24 August 2015





UNHCR Records & Archives Section is seeking to engage a Temporary Assistance at G-5 level, Senior Archives Assistant.
 
The duration of the TA is from 15 September until 31 December 2015.
 
Please find attached the Terms of Reference for this TA.
 
Interested candidates are requested to send a letter of interest and the completed P11 Form to Archives@unhcr.org until 24 August 2015.
 
Terms of Reference TA Senior Archives Assistant G5
Records and Archives Section, Division of External Affairs



UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia, Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the Balkans wars of 1991 to 1995.

The collection is globally and historically unique in its scope and content – UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much of the humanitarian response that was so badly needed during this time. Some of the records are displaying physical degradation, and require conservation treatment so that they remain legible in future.

Until now, this archives collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project aiming to declassify this information for public view, whilst securing the integrity of the records for long-term preservation.

Records and Archives Section is seeking to engage a TA G5 level to participate in the first phase. The TA will start on the 15 September until the 31 December 2015. The location is UNHCR Headquarters in Geneva, Switzerland.

The position will be under the supervision of the position 10008144 Archivist (Reference)



Duties

- Under the supervision of the Reference Archivist the incumbent will participated in the inventory and assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR Archives.



Skills, Experience and Qualifications

- The incumbent should have secondary education and have finalized or be enrolled in an Archives and Records Management, or equivalent, training program

- The incumbent should have participated in archival description projects

- Fluency in English is required.



Records Management Assistant, G-5. UNFCCC, Bonn. Open until 31 July 2015

Records Management Assistant, G-5




Administrative Services (AS) Programme

Knowledge Management Unit


Deadline

for application 31 July 2015


Announcement

number VA 15/024/AS


Expected date

for entry on duty As soon as possible


Duration of

appointment One and half year

with possibility of

extension


Duty

Station Bonn, Germany

  



Publication date: 02 July 2015, Post number: FCA-2946-G5-001


The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the



political process to address Climate Change. The Convention secretariat supports the Convention

and its Kyoto Protocol by a range of activities, including substantive and organizational support to

meetings of the Parties.

The mandate of the Administrative Services Programme is the overall facilitation, support and



guidance to programmes and the secretariat at large in the utilization and management of the human,

financial and other resources for the continued implementation of the core work and the mandated

activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the

facilitation of crosscutting common services and functions. Responsibilities include the development,

implementation and compliance monitoring of administrative policies and procedures for the UNFCCC

secretariat in the areas of finance, budget, human resources, procurement, travel and general

services.

Where will you be working


The Records Management Assistant post is located in the Records Management sub programme

which is accountable for providing records management services throughout the secretariat.

What will you be doing


Under the general guidance of the Chief, Knowledge Management and the direct supervision of the

Records Management Officer, you will be responsible for the following functions:

Provision of records management support and advice

Managing the inactive record center

User support and training

Maintenance of existing record management databases




You will have the following responsibilities:


1. You will provide record management support and advice to records-creating offices by:

advising on records management procedures in organizing and managing UNFCCC



information assets, records preservation and disposition;

handling records transfer processes;

liaising with records-creating offices on the disposal of records;



Page 2

applying retention schedules so that registration and physical aspects of records



transfers meet established standards.

2. You will maintain existing record management databases by:

providing reference services, including conducting complex searching;

supporting the review and analysis of business functions and activities;

maintaining a complete and updated business classification scheme (BCS) and related



RM toolkits.

3. You will manage the daily operation of the inactive records center by:

providing records retrieval services;

being responsible for the physical security and safety of the organization’s records and



ensuring the efficient and safe use of storage space;

coordinating with facility management for repository maintenance;

conducting environmental quality controls and arranging for the resolution of problems;

coordinating with staff in relevant administrative offices to procure archival supplies and



services.

4. You will provide user support and training by:

supporting users on the application of the records management toolkits and



recordkeeping system;

delivering staff training on basic records management tools;

assisting in preparing training materials, user guides and searching aids.

5. You will perform any other job related activity as required, including maintaining records



management operational statistics.

What are we looking for

Educational background


Required:

Highly

desirable:

Completed secondary education.

Specialized training in information science, records, archives and library

management, and knowledge about electronic recordkeeping system.

Experience


Required: At least five years of relevant experience at office support level in documents

registration, modern archives management, record keeping, information

management or related area.

Language skills


Required:

Asset:

Fluency in written and spoken English.

Working knowledge of other United Nations languages and/or German.

Specific professional knowledge


Required:

Desirable:

Proficiency in MS Office (Word, Excel, Access, PowerPoint) as well as

Sharepoint 2010 or 2013

Practical experience in maintaining electronic records for public institutions

using an electronic records management system is desirable.



Job related skills


Required: Good communications skills.

Ability to deliver basic records management presentation and training.

Ability to deal with highly sensitive information.

Good research and analytical skills.

What is the selection process


You may be invited for assessment of your technical/professional knowledge. If successful you may

be invited for the final stage of the selection process, which consists of a competency based interview

to assess the skills and aptitudes required to successfully perform the functions of the post. The

following set of competencies for this particular post will be applied: Applying Professional Expertise,

communicating with impact, being responsive to clients and partners, working with teams

How to apply:


Candidates, whose qualifications and experience match what we are looking for, should use the online

application system available at http://unfccc.int/secretariat/employment/recruitment.




Please note:


1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up

an appointment at the duty station in Bonn are at the expense of the applicant.

2. We will confirm receipt of your application. However, only candidates under serious consideration

and contacted for an interview will receive notice of the final outcome of the selection process.

3. Indicative net annual salary: Euro 36,584, plus other UN benefits as indicated in the link below:

https://unfccc.int/secretariat/employment/conditions-of-employment.html

Wednesday, July 22, 2015

5 Archivists (Staff Assistants). JFC (NATO), Brunssum. Open until 17 August 2015


NOTIFICATION OF VACANCIES

AT JOINT FORCE COMMAND, POST-BOX 270, NL- 6440 AG BRUNSSUM

 

DUTY LOCATION: BRUNSSUM, The Netherlands

 

JFC Brunssum is hiring 5 (Archivists (Full time) :

1 Staff Assistant (Digital Preservation), NATO Grade B-4

1 Staff Assistant (Archival Reference and Access), NATO Grade B-3

3 Staff Assistants (Archival Processing), NATO Grade B-3

 

These are NATO International Civilian positions; estimated project duration will be 2 years.

DUE DATE for receipt of applications: 17 August 2015

 

Posts Context:

Joint Force Headquarters Brunssum is a deployable joint HQ capable to execute effective command and control over an assigned Joint Task Force. The Director of Management (DOM) is responsible to the Chief of Staff (COS) for integrating, coordinating and implementing services and activities to support, facilitate and contribute to the full JFHQ mission spectrum. Branch Head Business and Information Management Branch (BIM) is responsible for staff and workflow management, management/process planning and the management of the information workflow within the JF HQ and with affiliated, parent and higher HQ. The Information Management Section is responsible for implementing ACO IM Policy; developing JFHQ specific concepts and directives; coordinating IM activities; facilitating functional services across the HQ (deployed and static); and supporting NATO entities. The incumbent will provide support to the Command Archivist in the preservation and access to the records generated by the ISAF mission in Afghanistan. The Assistants report to the Command Archivist.

Duties: Staff Assistant (Digital Preservation):
Process the ISAF digital records for long-term preservation and access.
Provide guidance on file formats and conversion
Aid in the establishment of a long term preservation program.
Prepare processed ISAF records for submission to NATO HQ.
Appraise ISAF records for value, including deduplication review and comparison with existing NATO retention schedules.
Organize, process, and assign metadata to ISAF electronic records.
Prepare archival descriptions for records to enhance access.
Aid in the handling of requests for access to ISAF records, including potential declassification/downgrading review.
Search ISAF data in response to records requests and prepare reports of findings.
Staff Assistant (Archival Reference and Access):
Handle requests for access to ISAF records.
Execute complex searches of ISAF data in response to records requests and prepare reports of findings.

 

Evaluate and provide point of contact for potential declassification/downgrading review.

Appraise ISAF records for value, including deduplication review and comparison with existing NATO retention schedules.

Organize, process, and assign metadata to ISAF electronic records.

Prepare archival descriptions for records to enhance access.

Monitor ISAF digital records for obsolescence and perform preservation actions.

Prepare processed ISAF records for submission to NATO HQ.

Staff Assistant (Archival Processing):

Appraise ISAF records for value, including deduplication review and comparison with existing NATO retention schedules.

Organize, process, and assign metadata to ISAF electronic records.

Prepare archival descriptions for records to enhance access.

Aid in the handling of requests for access to ISAF records, including potential declassification/downgrading review.

Search ISAF data in response to records requests and prepare reports of findings.

Monitor ISAF digital records for obsolescence and perform preservation actions.

Prepare processed ISAF records for submission to NATO HQ.

All employees 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. The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No risk.

Qualifications

Staff Assistant (Digital Preservation):

Essential qualifications:

Higher Secondary education and intermediate vocational training in management information systems, library, computer science, information science or related discipline with 2 years related experience, or a Secondary education and completed advanced vocational training in that discipline with 4 years related experience.

Demonstrable knowledge of contemporary archival and records management principles and practices.

Expertise in processing digital records for long term preservation.

Expertise in digital file formats for long term preservation.

Expertise in metadata packages for long term preservation.

Knowledge of software and hardware requirements for long term preservation.

Good working knowledge of Standard Automated Data Processing (ADP) applications (e.g. ECDL).

“Good” English Language Skills are required (minimum at higher secondary

education level).

Personal Attributes:

Good interpersonal and communication skills, poise and tactfulness. Required to track the implementation of records management and archiving procedures and provide sound advice, based on own experience and in line with general NATO

decisions on archival matters within the general framework of available procedural guidance.

Desirable qualifications:

Degree in archival or library science or related field.

Knowledge of international military operations, in particular ISAF, or military background.

Expertise in implementing a long term preservation program.

Knowledge of trusted digital repositories.

Three years of experience with processing and organizing digital records.

Staff Assistant (Archival Reference and Access):

Essential qualifications:

Secondary education and basic training in management information systems, library, computer science, information science or related discipline for specific task related skills, with 2 years’ experience.

Demonstrable knowledge of contemporary archival and records management principles and practices.

Expertise in handling complex access to information requests.

Expertise in handling classified and sensitive information.

Expertise in declassification and disclosure.

Expertise in search and retrieving information, including automated storage and retrieval systems.

Good working knowledge of Standard Automated Data Processing (ADP) applications (e.g. ECDL).

“Good” English Language Skills are required (minimum at secondary

education level).

Personal Attributes:

Good interpersonal and communication skills, poise and tactfulness. Required to track the implementation of records management and archiving procedures and provide sound advice, based on own experience and in line with general NATO rules and procedures. Considerable professional judgment is a requirement to make decisions on archival matters within the general framework of available procedural guidance.

Desirable qualifications:

Knowledge of international military operations, in particular ISAF, or military background.

Knowledge of NATO security policies.

Knowledge of NATO release and disclosure policies.

Three years of experience with processing and organizing digital records.

Staff Assistant (Archival Processing):

Essential qualifications:

Secondary education and basic training in management information systems, library, computer science, information science or related discipline for specific task related skills, with 2 years’ experience.

Demonstrable knowledge of contemporary archival and records management principles and practices.

Three years of experience with processing and organizing digital records.

Considerable knowledge of descriptive cataloging principles.

Expertise in assigning metadata and preparing descriptions for large numbers of digital records.

Good working knowledge of Standard Automated Data Processing (ADP) applications (e.g. ECDL).

“Good” English Language Skills are required (minimum at secondary

education level).

Personal Attributes:

Good interpersonal and communication skills, poise and tactfulness. Required to track the implementation of records management and archiving procedures and provide sound advice, based on own experience and in line with general NATO rules and procedures. Considerable professional judgment is a requirement to make decisions on archival matters within the general framework of available procedural guidance.

Desirable qualifications:

Knowledge of international military operations, in particular ISAF, or military background.

Experience with automated storage and retrieval systems, electronic records, database design/management and electronic publication.

DUE DATE for receipt of applications: 17 August 2015

Applicants are required to apply electronically, in accordance with the instructions (‘How to apply’) as published on www.jfcbs.nato.int , vacancies.

If interested in more than one post, please use the same form for all posts and indicate order of preference.

Initial screening for these posts is scheduled to take place second part of August 2015. Interviews for those invited after initial screening, may be expected in September 2015. (minimum ca. 10 days notification)

Posts should ideally be filled before February 2016.

Monday, July 13, 2015

Library/archive assistant. Council of Europe, Strasbourg. Open until 21 July 2015

Temporary Vacancy Notice N° t22/2015
Library/archive assistant (Grade B2, B3 or B4)
Directorate General of Administration
Technology & Info

Information Management Division
Closing date: 21 July 2015
Location : Strasbourg

Job mission

Participate in the migration of historical document content from the legacy repositories of the Council of Europe to the organisation-wide Electroncic Records Management System (RMS).
This will include the following activities:
• Mapping of metadata elements
• Mapping of metadata values
• Cleaning of metadata values
• Update of controlled vocabularies (English/French)
• Preparation of migration batches
• Clarification of issues with document creators
• Re-indexing of content
• Evaluation of migration, adjustments
• Quality assurance.
Please note that the incumbent may be required to perform other duties not listed here.

Eligibility Requirements

- Nationality of a Council of Europe member state;
- Aged under 65 at end of contract;
- Professional degree or certification in the area of information management;
- Experience with a library or document management system (e.g. Symphony/SirsiDynix);
- Cataloguing skills and knowledge of standards (AACR2, MARC21, Dublin Core);
- Experience with handling large amount of data;

Competencies

- Language Requirements Very good knowledge of one of the official languages (English or French) and a good knowledge of the other.

Additional information

The grade will be between B2 and B4 depending on qualifications and experience of the candidate. The desidered deadline for submission of candidatures is 21 July 2015. The length of contract could be from 01/08/2015 to 31/12/2015 (to be confirmed).

Useful Information

The Organisation

The Council of Europe is a political organisation founded in 1949 in order to promote greater unity between its members. It now numbers 47 member States. The Organisation’s main aims are to promote democracy, human rights and the rule of law, and to develop common responses to political, social, cultural and legal challenges in its member States. Since 1989 it has integrated most of the countries of Central and Eastern Europe and supported them in their efforts to implement and consolidate their reforms.

The Council of Europe has its permanent headquarters in Strasbourg (France). By Statute, it has two constituent organs: the Committee of Ministers, composed of the member States’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States. The European Court of Human Rights is the judicial body competent to adjudicate complaints brought against a state by individuals, associations or other contracting States on grounds of violation of the European Convention on Human Rights.

Applications

Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website http://www.coe-recruitment.com you can create and submit your on-line application. Applications must be submitted at the latest 21 July 2015 (Centtral European time) at the latest.

Additional Information

Your application will be examined with regard to the requirements of this vacancy and will remain active in our system for a period of 3 months.

If you wish your application to remain active longer so that it could be considered for any forthcoming temporary vacancy that may occur for your profile, you should log on to your account every three months.. Please ensure that you maintain the information in your application form up to date via your online account. You may also withdraw your application at any time by following the online instructions.

In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.

The total length of employment under temporary contracts will not exceed nine months in any calendar year.

Details on conditions of employment for temporary staff including salaries, allowances, pension contributions and social insurance can be consulted on our temporary recruitment website.

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.