Friday, September 4, 2015

Documents and Records Management assistant, G-4. ODIHR, Warsaw. Open until 10 September 2015

Job Title Documents and Records Management Assistant
Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services Department
Location Warsaw
Grade G4
Closing Date of application 10-09-2015
No. of Posts 1
This position is temporary to cover for extended maternity leave. The incumbent is expected to start as soon as possible and to stay until mid September 2016.
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The position is located in the Documents and Records Management Unit responsible for ensuring efficient and cost-effective documents and records management, including timely and accurate distribution of incoming and outgoing correspondence.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Tasks and Responsibilities
Under the direct supervision of the Associate Documents and Records Management (DRM) Officer, the incumbent acts as a focal point in the ODIHR for documents and records management. Specifically, the incumbent will perform the following duties:
• Responsible for registration, distribution and dispatch of all official incoming and outgoing correspondence;
• Reviews documents for content and defines their initial distribution based on the ODIHR Correspondence Policy;
• Assists in identification of documents for retention and for destruction;
• Assists in implementation of office-wide standards and policies for the distribution and storage of records;
• Prepares and maintains inventories, lists and other documentation for ODIHR’s DRM Unit;
• Participates in implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna;
• Provides guidance on documents/correspondence distribution to the staff;
• Provides limited training to ODIHR staff on documents/correspondence distribution and usage of the Correspondence Database and DocIn;
• Provides assistance / back-up with document distribution at the ODIHR conferences and their post-event processing whenever necessary.
Necessary Qualifications
• Completed secondary education;
• Additional training in records or documents management, information classification and retrieval, or similar, is strongly desirable;
• A certification from a recognized professional association in records and information management will be considered an advantage;
• At least three years of clerical/secretarial/administrative/documents management experience;
• Knowledge of modern office procedures, ability to operate modern office equipment and master office routines;
• Ability to work independently and in a team;
• Familiarity with a wide range of issues related to the work of international organizations and the human dimension;
• Accuracy and attention to detail in keeping data bases and the filing system;
• Ability to be discreet and retain confidentiality;
• The incumbent must be computer literate and have the ability to operate word processing equipment, to use spreadsheet applications and to maintain simple data bases;
• Excellent command of English and Polish, some knowledge of Russian is essential; knowledge of other OSCE languages desirable;
• Ability to work with people of different nationalities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Remuneration Package
Monthly remuneration, subject to social security deductions, is approximately PLN 5,800. OSCE salaries are exempt from taxation in Poland.
Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.
Appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use OSCE’s online application link found under
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
Only the OSCE on-line applications will be accepted and short-listed applicants contacted.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see
No application fees or information with respect to bank account details are required by OSCE for our recruitment process.
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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