|Post Level :||P-3||Closing Date : 20 September 2015|
|Vacancy Ref :||E-VER/DEB/IMO/F0196/P-3/45/07-15|
|Branch :||Declarations Branch|
|Division :||Verification Division|
|Date :||7 August 2015|
|This fixed-term appointment is for a duration of three years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.|
|Under the general 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 responsibilities:|
1. Control registration and processing of all classified declarations 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, using available tools and procedures
• Analyse requirements, develop, update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets established standards
• Responsible for management of documentation arising from the information service, including requests, notifications and other correspondence, and for reporting on results
• Ensure maintenance of confidentiality when making classified information available
2. Contribute to the design, implementation and support of Electronic Content Management System (ECM) solutions for the management electronic records.
• Research and evaluate enterprise content management systems on the market and advise on systems with information and records management functionalities
• Map the user requirements to the implementation of content management solutions to align with organisational information architecture, records management policies and the OPCW Confidentiality regime
• Provide end user training to support electronic records management throughout the Verification and Inspectorate Divisions
• Develop migration strategies to ensure integrity of records and related metadata over the required lifetime of the records as information systems are upgraded or replaced
3. Manage and maintain good records and archives management practice
• Design and carry out professional activities required to improve information management practice, including preparation for move to new, electronic environments or applications.
• Design, implement, manage a function-based classification scheme and file plan for records (paper, electronic, audio-visual) in order to ensure physical access to and intellectual control over records
• Manage and secure records disposition by applying approved retention schedules to information assets whether digital-born, digitized or in hard-copy.
• Maintain and update records retention schedules and other documentation required for management of information.
• Research and propose best practice standards for the management of digital records and digital preservation strategies
4. Contributes to the development of quality assurance controls for classified information provided to States Parties
• Reviews the declarations, amendments and other incoming correspondence from States Parties and determines which documents have to be provided to other States Parties, in accordance with the provisions of the Convention.
• Develops the annual redacted declaration data report and reviews the information to be distributed to State Parties
• Briefs new delegates of Member States on the procedure for transferring confidential information between the Secretariat and the Member State.
5. Strategic Planning:
• 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 and 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.
6. Act as Head of DRA Section whenever required.
7. Performs other duties as required.
Knowledge and Skills
Essential: Advanced University degree in archives, records management or information management or a related field, with preferably a postgraduate specialisation. A relevant first-level university degree preferably in combination with training, and qualifying experience (minimum seven years) may be accepted in lieu of the advance university degree. An equivalent or specialist training together with at least eleven years of relevant professional experience may be taken into consideration in lieu of a university degree.
Desirable: Familiarity with Enterprise Content Management solutions used in the management of information, archives and records.
Skills and Abilities (key competencies):
• Core professional skills related to information and records management;
• Strong analytical skills, particularly in the area of business process analysis;
• Ability to organise, plan and implement work assignments, as well as manage competing demands;
• Problem solving skills, including ability to identify and participate in the resolution of issues/problems;
• Appreciation of the need to observe confidentiality in a highly sensitive work area;
• Knowledge of statistical methods and tools;
• Knowledge of implementing workflow processes and records and document control practices in an enterprise content management (ECM) environment;
• Flexibility, Tact, discretion and the ability to work harmoniously in a multi-cultural environment;
• Proven communication (verbal and written) skills, including ability to prepare reports;
• Advanced computer skills, dealing with both structured and unstructured records;
• Commitment to continuous learning.
|Essential: At least five years of experience in the field of archives, records and information management preferably in an international or public organisation.|
Experience in the use of enterprise content management systems for managing records.
Desirable: Experience of managing digital records and archives, including implementation and use of Enterprise Content Management systems is desirable. Experience of working in highly confidential environments is desirable. Experience with international or national organisations is desirable. Experience in project management is an asset.
|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 August 2015 rate of 32.3%.|