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Friday, June 24, 2016

Information Management Officer, P-3. UN Secretariat, OCHA, Diffa (Niger). Open until 7 July 2016

Information Management Officer, P-3. UN Secretariat, OCHA, New York. Open until 11 August 2016

Thursday, June 23, 2016

Associate Documents and Records Management Officer, P-2. ODIHR, OSCE, Warsaw. Open until 12 July 2016

Vacancy Notice Number: VNODIP00598

Field of Expertise: DOCUMENTS CONTROL AND RECORDS MANAGEMENT


Vacancy Type: International Contracted




Post Title: ASSOCIATE DOCUMENTS AND RECORDS MANAGEMENT OFFICER


Grade: P2

OSCE Mission/Institution: Office for Democratic Institutions and Human Rights

Duty Station: Warsaw,

No. of Positions: 1




Date of Entry on Duty:


Vacancy Notice Issue Date: 22-Jun-2016

Deadline for Application: 12-Jul-2016





Background:


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The 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 ODIHR’s assistance projects and other activities are implemented in participating States in accordance with the ODIHR’s mandate.


Tasks and Responsibilities:


Under the general supervision of the Second Deputy Director/CFA, the incumbent performs the following functions:

- Acting as the primary focal point in the ODIHR for records and document management;

- Assessing records management needs within the office;

- Developing policies and instructions to staff to ensure effective records management practices;

- Proposing and implementing office-wide standards and policies for the establishment, maintenance and storage of records, including organization of electronic files, email records, databases and media files as well as appropriate retention periods for records; recommending records for documented destruction and facilitating/overseeing the implementation of these processes;

- Ensuring safe storage and upkeep of ODIHR documents, including highly sensitive and confidential ones;

- Liaising with individual departments to provide guidance on maintaining resource libraries;

- Co-ordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna. Co-ordinating transfer of relevant historical documents to the Prague Office Archive;

- Providing guidance on records management procedures and correspondence workflow to all ODIHR staff. Training the ODIHR staff on various aspects of information and records management;

- Assisting all office staff with information searches and records retrieval using in-house materials and e-tools such as DocIn and the Correspondence Database;

- Co-ordinating and supporting document distribution at the ODIHR conferences and their post-event processing in cooperation with ODIHR Human Dimension Meetings Unit, Public Affairs Unit and ICT teams as well as OSCE Secretariat;

- Supervising two assistants at the ODIHR office and 2-3 temporary assistants during events. Providing guidance, training, advice, control and evaluation of the duties performed;

- Preparing and maintaining the team work-plan of activities and tasks, evaluating its implementation and reports to the supervisor, preparing relevant reports, when required;

- Preparing the annual budget plan for team;

- Performing other tasks requested by supervisor.


Necessary Qualifications:

- First level university degree in librarianship, archives and records management and/or information management; supplementary education in political science, international relations, history or other related field is desirable;

- A minimum of four years of increasingly responsible professional experience in the field of archiving/records or information management within an international organization;

- Management experience is a distinct advantage;

- Experience in delivering presentations/training;

- Excellent written and oral communication skills in English; knowledge of other working OSCE languages, especially Russian, is an asset;

- Ability to work with people of different nationalities, religions and cultural backgrounds;

- Excellent organizational skills, attention to detail and ability to be discreet and retain confidentiality;

- 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 as well as monthly changes of the post adjustment multiplier

and exchange rate, is approximately EUR 4,000 (single rate) and approximately EUR 4,300 (dependency rate). OSCE

salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme and OSCE Provident Fund maintained

by the OSCE. The Organization contributes an amount equivalent to 15% of the employee's salary to this Fund and the

employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations

Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.


If you wish to apply for this position, please use the OSCE's online application link found under

http://www.osce.org/employment.

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 shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States,

please see http://www.osce.org/states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male

candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period

of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the

application and review process.



Tuesday, June 21, 2016

Information Management Assistant, G-6. OLA, UN Secretariat, New York. Open until 7 July 2016

Posting Title: Information Management Assistant
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: OFFICE OF LEGAL AFFAIRS
Duty Station: NEW YORK
Posting Period: 08 June 2016 - 07 July 2016
Job Opening Number: 60843
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    

Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Org. Setting and Reporting
This position is located in the Archives Unit, Office of the Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Senior Information Management Assistant.
Responsibilities
Under the direct supervision of the Senior Information Management Assistant, the Information Management Assistant will be responsible for the following duties:

- Facilitates the periodic transfer of scheduled records into the Archives by liaising with OLA units; ensures the completeness and accuracy of transfer documentation; and provides assistance to the Secretariat staff in transfer preparations to Archives;

- Oversees records accessioning operations by assisting staff in receiving transfers; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database;

- Oversees disposals by liaising with relevant OLA staff ; prepares background information for the review of archivists and implementing retention schedules;

- Oversees stored records; prepares and arranges records for transfer to Archives and Records Management Section (ARMS); applies retention schedules and initiating reappraisals and disposals in consultation with ARMS; registers actions in the Section database; and provides reference service;

- Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with OLA units and ARMS;

- Undertakes archival arrangement and description projects and operations; classifying documentation into categories for quick retrieval thereby contributing to the efficiency of Legal Officers and the quality of their responses to clients; reading and analyzing incoming material in English, French or Spanish, and assigning appropriate file classification; incorporating new data into a computerized index and establishing new file categories as needed;

- On request, conducts research for Legal Officers, including searching for precedents, whether in OLA files, database, UN documentation or other standard resources and databases;

- Assists in the digital records accessioning process and advise on electronic record keeping system standards and compliance; implement procedures in the use of metadata standards for the capture, maintenance and accessioning of digital archives;

- Provides administrative support for the section and unit chiefs and undertakes other duties as assigned.
               
Competencies
• Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
               
Education
High school diploma or equivalent.
               
Work Experience
A minimum of seven years of progressively responsible experience in archives, electronic record management or related area is required. Experience working in archival functions and records management within the United Nations system or similar organization is desirable.
               
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
               
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Management Officer, P-3. OPCW, The Hague. Open until 13 July 2016

Information Management Officer (P-3)
                                                                     
 
Post Level :    P-3 Closing Date :  13 July  2016                                                                    
Vacancy Ref :     E-VER/DEB/IMO/F0188/P-3/30/06-16
Branch :     Declarations Branch
Division :    Verification Division
Date :    13 June 2016
 
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.
 
 Principal Functions  Requirements
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
Education (Qualifications):
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.
 Experience
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.
 Languages
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 June 2016 rate of 33.2%.  
 With Dependants   No Dependants 
Annual Salary $61,470 $57,379
Post Adjustment $20,408 $19,050
Total Salary $81,878 $76,429
Currency USD
 
CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM.
Interested applicants who are unable to submit an application online at www.opcw.org , due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.

Traineeships in the Information Management Services Division. ECB, Frankfurt. Open until 24 June 2016

Traineeship in the Information Management Services Division

Reference: 2016-121-TRA EXT
Closing Date for Applications: Fri, 24 Jun 2016
Functional area: Secretariat
Function:The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in library, archives and/or records management to participate in a traineeship in the Archives team of its Information Management Services Division for a period of up to six months.
The Information Management Services Division is responsible for the following tasks:
  • 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 arranging for the disclosure of archived information when required and 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 the archives and library, collaboration, and document and records management;
  • providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.
Depending on his/her expertise, the successful applicant will contribute to a selection of the following tasks:
  • assisting in developing and updating the ECB’s information management policies, procedures and guidelines;
  • raising awareness of material and streamlining the current material in order to encourage staff adherence to the ECB’s information management policies and procedures;
  • compiling an inventory of the ECB’s information-holding systems and helping to assess their compliance with the ECB’s information management policies and procedures;
  • arranging archives and describing media and other archival material;
  • acquiring and appraising records and archives or library material;
  • assisting in carrying out sensitivity reviews of records;
  • specifying and/or testing requirements for the electronic archives management functionality;
  • acquiring and maintaining electronic information resources.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • a bachelor’s-level qualification or a master’s/higher degree in information, archives and/or records management, or enrolment in postgraduate studies in one of these fields;
  • an advanced-level command of English;
  • an intermediate-level command of at least one other official language of the EU;
  • working knowledge of MS Office, in particular Word, Excel and PowerPoint;
  • working knowledge of a document management system (preferably Livelink) would be an advantage.

Competencies:The successful candidate will have the following behavioural competencies:
  • assesses current solutions and recommends superior alternatives;
  • uses clear language and images to communicate ideas;
  • ensures timely responses in order to serve clients;
  • shares information and supports team members in the achievement of common goals;
  • takes the initiative in improving policies, processes and products;
  • accepts responsibility for the achievement of objectives within agreed timelines;
  • prioritises tasks and pays attention to detail, even when under time pressure.

Further Information:Traineeship of up to six months.
Some tasks are physically demanding and you may have to work in conditions typical for record storage areas, particularly when processing and retrieving records from basements or locations at a distance from the offices.
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 and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
http://www.ecb.europa.eu/careers/pdf/traineeship_programme.pdf.

Further information on the ECB's traineeships can be found at
http://www.ecb.europa.eu/careers/newcomers/trainee/html/index.en.html.

Applicants are accepted from nationals of the 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.