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Monday, November 30, 2015

Information Management Specialist (Records Management). ECB, Frankfurt. Open until 17 December 2015

Information Management Specialist (Records Management)

Reference: 2015-278-EXT
Closing Date for Applications: Thu, 17 Dec 2015
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the European Central Bank’s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, the IMS Division is responsible for:
  • developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
  • managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB’s information retention policy;

  • managing the ECB library and providing staff with print and electronic publications and information services;
  • supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;
  • providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.
The IMP team is also responsible for developing, maintaining and raising awareness of the ECB’s information management policies and practices and for providing the ECB’s business areas and ESCB committees with records management advice and guidance.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB’s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
  • providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
  • drafting and disseminating written guidance on document and records management topics;
  • implementing the ECB’s filing and retention plan, including the mapping of folders to the ECB’s filing plan;
  • reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
  • conducting monitoring activities, as well as reporting on compliance with the ECB’s information management policies, procedures and guidance;
  • identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
  • facilitating the controlled move of physical records to the custody of the ECB’s Archives;
  • contributing to information management projects and initiatives;
  • acting as Data Protection Coordinator and keeping abreast of data protection developments;
  • sharing best practices and helping to achieve consistency across the IMP team.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • a bachelor’s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
  • at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
  • knowledge of records management principles and practices;
  • knowledge and experience of electronic document management system(s), ideally Open Text ‘Content Server’;
  • awareness of and interest in the role and functioning of the ECB would be an asset.
  • an advanced command of English;
  • a good knowledge of at least one other official language of the EU;
  • a working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Competencies:The successful candidate will have the following behavioural competencies:
  • analytical skills – an ability to analyse the information aspects within business processes;
  • communication skills (oral and written) – communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;
  • customer handling skills– providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
  • team-working skills –Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
  • adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;
  • seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
  • achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
  • handles sensitive information in a discreet manner, thereby respecting confidentiality rules.

Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.


How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.



Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.

Applications are accepted from nationals of Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.



This position has been allocated to salary band: E/F

Thursday, November 26, 2015

Stagiaire, Archives Filmées. ICRC, Geneva. Open until 9 December 2015

L'unité bibliothèque et archives publiques du Comité International de la Croix Rouge à Genève (CICR) recherche un-e stagiaire pour ses archives filmées.

Nous recherchons des personnes ayant un fort intérêt pour les archives et la documentation et/ou désirant poursuivre une carrière dans ce domaine et possédant un titre universitaire ou HES. Un intérêt pour les questions touchant à l'humanitaire est essentiel.

Activités liées :

  • Catalogage dans le logiciel documentaire ADLIB (rédactions en français et en anglais / indexation, selon les règles de catalogages spécifiques)
  • Recherches en réponse à des demandes internes ou externes.
  • Soutien des utilisateurs du logiciel dans leurs recherches.
  • Participation aux réunions des archives audiovisuelles et de l'unité bibliothèque et archives publiques.

Tâches spécifiques :

  • Effectuer une recherche dans le fonds et rédaction d'une note de synthèse.

Compétences requises :

  • Intérêt pour la gestion d'un fonds audiovisuel numérisé
  • Maîtrise de l'anglais et du français
  • Aisance avec les outils bureautiques et l'apprentissage de nouveau logiciel documentaire.
  • Esprit d'équipe, flexibilité, curiosité, autonomie, rigueur et précision
  • Bon sens de l'organisation et des priorités.
  • Sens du service

Conditions :

  • Stage rémunéré à plein temps (100%), le pourcentage est non négociable
  • Durée du stage: 11 mois
  • Début du stage: 18 janvier 2016
  • Délai de postulation: 9 décembre 2015

Les candidat-e-s intéressé-e-s et remplissant les critères ci-dessus peuvent envoyer leur dossier (CV et lettre de motivation) à l'adresse e-mail avarchives@icrc.org jusqu'au 09.12.2015.(Sujet: Stage Archives filmées). Contact stage archives filmées : Mme Marina Meier
Merci de noter que le stage déroulera à Genève et qu'aucune participation au logement n'est donnée. Seuls les candidats retenus pour des entretiens seront contactés, avant la fin de l'année. Merci de noter que le CICR n'est pas en mesure de couvrir les frais de voyage ou de logement. Cependant, les entretiens peuvent se faire par téléphone ou par Skype.

Friday, November 13, 2015

Associate Archivist (Records Management), P-2. UNHCR, Geneva. Open until 23 November 2015

TERMS OF REFERENCE

Associate Archivist (Records Management)



Position Title: Associate Archivist (Records Management)

Organisation: UNHCR (administered by UNOPS)

Contract Type/Level: UNOPS International – Equivalent of P2 Level

Section/Unit: Records and Archives Section (Records Management)

Duty Station: Geneva, Switzerland

Duration: 01/01/2016- 31/12/2016

Closing Date: 23/11/2015





Background Information:


In order to address the risks related to unmanaged digital records and to be prepared to address the question of
medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads

the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR

document and electronic records management system.

The incumbent is managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring that the

organization's records are managed through their life cycle in accordance with international standards and

regulations as a foundation for the governance and accountability of the organization. The incumbent is also

participating in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent

works in close coordination with the Associate Archivist Field in Copenhagen, and DIST.


Organizational context:


Records and Archives Section sits within the Division of External Relations (DER).


Duties and Responsibilities:


Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ in place that captures, protects and provides access to authorised staff and

stakeholders to authentic records, and ensures that in the future UNHCR and its HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

Develop and update records and archives management guidance material such as guidelines,



instructions and procedures;

Implementation of records and archives management guidance material;

Conduct classroom training;

Assist units and offices to organize, manage and share information and coordinate HQ requirements for



compliance in the Field;

Analyze business needs, provide advice, define, implement and update file plans and unit profiles



including retention for the offices;

Implement and sustain e-SAFE;

Ensure correct access/permissions and governance;

Supervise the maintenance of workspaces and access groups;

Coordinate network of Focal Points in HQ and facilitate workshops;

Participate in Field missions;

Participate in the management of e-SAFE related projects with DIST and external parties.





Essential Minimum Qualifications and Professional Experience Required:

Education


Advanced university degree in records and archival management; or in history or related discipline with

concentration in records and archival management; or in information management, history or related disciplines

with additional training as provided by universities and/or professional archival associations


Work Experience


At least 4 years of experience in progressively responsible functions in relation to records management in a

large organisation that deals with both sensitive and non sensitive materials. Of the 4 years, minimum 2 years of

experience should be in an international environment in the same functional area directly relevant to the current

position.

Experience with Enterprise Content Management systems with Records Management capacity


Language


Fluency in English (required).

Fluency in French or another UN language (desirable).





Required Competencies:


Judgement and Decision Making

Analytical Thinking

Technological Awareness

Planning and Organizing

Change Capability and Adaptability

Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the

persons of concern to UNHCR (desirable).





Location:


The selected candidate will report to the Senior Archivist (Records Management).


Applications:


Interested applicants should submit their letter of motivation and Personal History Form (P11), including

testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating Associate Archivist (UNOPS)” in the





subject of the email.



P11 forms are available on www.unhcr.org/recruit/p11new.doc






Closing date for receipt of applications: Tuesday, 23 November 2015

Associate Archivist (Records Management), P-2. UNHCR, Copenhaguen. Open until 17 November 2015

Associate Archivist (Records Management)
11662
Copenhagen (HQ), Denmark
Copenhagen (HQ), Denmark
H
P2
Family

 


Eligibility Information
 
 
Operational Context
 
Current Situation
1
UNHCR Records and Archives Section is undertaking a programme to roll out records management globally. The current staff in Records and Archives Section has the capacity to sustain HQ and the Europe Region and the global roll-out needs more resources. Under the supervision of a P4 Senior Archivist the Global Records Management and e-SAFE Support Unit is created in Copenhagen, being responsible for the global roll-out. HQ support will be managed from Geneva.
Desirable Attributes
1
The incumbent is expected to have experience in implementation of electronic records management systems in an international environment and project management. The incumbent also needs sound operational knowledge and experience of office automation. Ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines is also important. The incumbent should be a good communicator with strong interpersonal and negotiation skills. Fluency in English is a requirement and working knowledge of a second UN language is desirable.
Working and Living Conditions
1
 
Security Considerations
1
The incumbent will go on mission to regions which require security clearance.
Additional Factors
1
 
Job Description
Duties and Qualifications
Associate Archivist (Records Management)

ORGANIZATIONAL CONTEXT
The Archives of UNHCR exist to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public.

In order to address the risks related to unmanaged digital records and to be prepared to address the question of medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR document and electronic records management system.

The incumbent is to manage the implementation of a global records management system, which ensures that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization. The incumbent also participates in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent works in close coordination with the Associate Archivist HQ in Geneva and DIST.

FUNCTIONAL STATEMENT
Accountability
UNHCR operation in the Field has a global records management program in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory.

Responsibility
- Develop and update records and archives management guidance material such as guidelines, instructions and procedures.
- Ensure implementation of records and archives management guidance material.
- Develop and update blended training courses for records and archives management for different target groups and coordinate with Global Learning Centre and external partners.
- Facilitate training sessions.
- Manage the global records management programme and e-SAFE roll-out.
- Assist units and offices to organize, manage and share information.
- Analyse business needs, provide advice, define and update file plans and unit profiles.
- Sustain e-SAFE and ensure correct access/permissions and governance.
- Coordinate the maintenance of workspaces and groups.
- Coordinate network of Field Super Focal Points and Focal Points in the regions and facilitate workshops.
- Prepare and participate in Field missions.
- Coordinate and monitor digitization projects.
- Liaise with and coordinate actions with DIST and ICT responsible in regions and offices.
- Participate in the management of e-SAFE related projects with DIST and external parties.

Authority
- Implement procedures and guidelines for records management in HQ.
- Implement recordkeeping systems for offices in HQ.
- Decide on the content and methodology of learning programmes related to records management for HQ.
- Act as functional administrator of UNHCR Enterprise Document and Records Management System e-SAFE.
- Develop and implement records disposition and destruction schedules.
- Authorize records destruction.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- University degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations.
- At least 4 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Of the 4 years, minimum 2 years of experience should be in an international environment in the same functional area directly relevant to the current position.
- Experience with Enterprise Content Management systems with Records Management capacity.
- Sound operational knowledge and experience of office automation and electronic records management.
- Excellent knowledge of English and working knowledge of another UN language.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR
- Proficiency in other UN languages, preferably French.
Position Competencies
C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M002L2 - Managing Performance Level 2
M003L2 - Judgement and Decision Making Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2
Closing Date
Please note that the closing date for all vacancies in Add.1 to the September 2015 Compendium is Tuesday 17 November 2015 (midnight Geneva time).

Wednesday, November 4, 2015

Staff Assistant (Records) / Records Assistant. IMF, Washington. Open until 6 November 2015

Staff Assistant (Records)/ Records Assistant - Legal Department (

(Job Number:
 1500945)



Description

 
The Legal Department (LEG) is looking for a contractual Staff Assistant (Records)/ Records Assistant to provide a full range of administrative and records management assistance to staff and supporting various projects in the department. The Records Assistant works under the supervision of the Records Officer of the Legal Department:
 
The successful candidate's duties may include, but will not be limited to:
 
  • Provide research and reference services to LEG staff seeking information and documents contained in the Legal Records. This involves performing timely searches of the records holdings by using departmental databases, Fund-wide electronic repositories, and other resources as appropriate.
  • Effect prompt incorporation into the LEG records database, citations, keywords (subject terms), abstracted titles, and departmental routing information for all hard copy or electronic documents directed to Legal Records for archival storage.
  • Maintain the Legal Records holdings (paper and electronic) in accordance with established guidelines, including consulting with the Records Officer on which incoming documents are to be retained, ensuring timely and appropriate filing of retained documents into various records collections, and securing the information in Legal Records from unauthorized use.
  • Assign physical file categories to retained documents.
  • Assist the Legal Records Officer in implementing the established procedures for the digitization of archival material.
  • Provide assistance on initiatives to simplify and streamline document processing procedures, refining classification schemes, and adjusting retention schedules for proper life-cycle management of departmental files.
 

Qualifications

 
The successful candidate is expected to possess educational qualifications that would typically include a university degree in a related field of study, supplemented by a minimum of one year of work experience in records management, documents management, and/ or archives management.
 
In addition, the candidate should have:

- Proven ability to work under pressure and meet short deadlines associated with the provision of reference services.

- Excellent computer skills, including experience in working with records management and/or documents management software.

- Ability to organize own work and work with minimum supervision while also working cooperatively as part of a team.

- Excellent attention to details and excellent organizational and communication skills.

Knowledge of Spanish and/or French would be helpful.
 
Please note you must reside in the Washington Metro area to be considered for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.