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Friday, August 26, 2016

Documents and Records Management Assistant, G-5. OSCE, ODIHR, Warsaw. Open until 30 August 2016

Job Title Documents and Records Management Assistant
Organization Name OSCE Office for Democratic Institutions and Human Rights
Location Warsaw
Grade G5
Closing Date of application 30-08-2016
No. of Posts 1
Background
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. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.
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 general supervision of the Associate Documents and Records Management Officer the incumbent will perform the following duties:
• Administers and maintains ODIHR's paper and digital records within the records storage rooms, the local network drive, DocIn and other locations as necessary;
• Organizes information (including digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helps the Fund/Programme Managers to identify records for inclusion in DocIn;
• Uploads and classifies ODIHR records in DocIn;
• Works to continually ensure a consistent and logical approach to information management within ODIHR;
• Advises staff on using and interpreting internal records management policies and instructions; proposes improvements to records management practices when necessary;
• Weeds and processes paper and digital records for the office;
• Provides user support and training to staff on records management, data security and disaster recovery;
• Contributes to developing new records management initiatives and projects within the department and office;
• Assists with registration, upload and distribution of Human Dimension Conferences documents;
• Acts as a Correspondence Database administrator; co-ordinates and co-operates with the Chief of DRM Unit on the user requirements with an objective to improve the Correspondence system application;
• Performs other tasks requested by Supervisor.
Necessary Qualifications
• Completed secondary education; supplemental training in records or information management, information classification and retrieval is strongly desirable;
• At least four years of administrative/clerical experience, preferably in the field of archiving/ records or information management within an international organization. Experience in delivering training is desirable;
• Excellent knowledge of English, including excellent communication skills to interact with help-line requestors and staff members seeking advice; working knowledge of other official OSCE languages, especially Russian, is an asset;
• Knowledge of relevant computer applications (word processing, databases, and spreadsheet applications) is essential;
• Strong analytical and critical thinking skills;
• Ability to work independently, under pressure and in confidence. Accuracy and attention to detail as applied to all tasks is absolutely essential. Ability to be discreet and retain confidentiality;
• Ability to work with people of different cultural backgrounds.
Remuneration Package
Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. 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 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 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 http://www.osce.org/states.
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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