Head - 17184-TA
Records and Archives Section, Conference and General Services Division, Administration and Management Sector
Grade - P4
Contract Duration - 1 year
: 10-Sep-2017, 11:59:00 PM
The deadline for applications has been extended to September 10, 2017.
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local date and time.
The position is located in the Records and Archives Section of the Conference and General Services Division, Administration and Management Sector.
The Section is responsible for the development and implementation of policies and procedures governing the creation, management, protection and preservation of WIPO's organizational records; and for managing the WIPO archive. The Section also administers the daily registration, distribution and tracking of official correspondence (excluding transactions relating to WIPO's global IP registration systems). The role of the Section is evolving to include wider participation in the development of cross-cutting knowledge management strategies and good practices to support WIPO's business needs.
The Head of Section will lead the Section for up to two years through a transitional period of changing roles and requirements in this area. The Head will work with the Director of the Division to deliver policies and initiatives that strengthen records management as well as wider knowledge management at WIPO, including in the context of the introduction of an integrated Enterprise Content Management (ECM) system.
The incumbent works under the supervision of the Director of the Conference and General Services Division.
The incumbent will perform the following principal duties:
(a) Review - and develop proposals to improve - internal business-processes, systems, resources, policies and practices in relation to WIPO's record management objectives.
(b) Oversee the implementation and use of records management-related digital capabilities in the roll-out of WIPO's new ECM system, ensuring consistency with business and user needs. Collaborate with the ECM project teams to support the ongoing integration of the system within WIPO’s wider information management framework.
(c) Provide expert advice to WIPO managers and staff, leveraging knowledge of records and archive management and technologies to encourage best practice across the Organization.
(d) Deliver training, capacity-building and awareness-raising activities for WIPO staff to help build a systematic records management culture. Educate staff in the use of the ECM system for records management and wider knowledge management purposes, fostering appropriate changes in working practices. Review and continue to improve guidance and information materials for staff, including on the Intranet.
(e) Work with internal stakeholders to ensure that records management-related tools are kept up-to-date, comply with relevant policies, and are communicated and used effectively, including Records Retention Schedules, the Records Management Classification scheme and business unit File Plans.
(f) Assist the Director of the Division in the development and implementation of an Organization-wide strategic roadmap to strengthen knowledge management at WIPO as a means of enhancing organizational performance. Identify and promote examples of existing knowledge management good practices within the Organization. Develop new initiatives to help foster a knowledge-sharing culture.
(g) Manage the operational work of the Section, determining priorities and allocating resources for the timely and quality delivery of outputs in accordance with the annual work-plans and WIPO's results-based management framework.
(h) Manage and supervise the staff of the Section; provide regular feedback on performance, identify training needs and build capacity to meet evolving needs; cultivate good cooperation and teamwork amongst colleagues within and outside the Section.
(i) Perform other related duties as required.
Advanced university degree in the field of information management, records and archives management, knowledge management or related subject. A first-level university degree plus another two years of relevant experience in addition to the experience requested below may be taken in lieu of the advanced university degree.
At least nine years relevant professional experience, including experience of archives and records management in an international organization.
Experience of promoting and managing change from paper to digital records management processes.
Experience of developing and implementing knowledge management initiatives.
Experience and knowledge of the OpenText Content Suite platform.
Excellent knowledge of English.
Good knowledge of French.
Mastery of digital records management tools and capabilities within an Enterprise Content Management (ECM) system.
Strong people and resource management skills.
Strong change management skills, with the proven ability to champion and drive change.
Strong analytical and problem-solving skills, including analysis of requirements, processes and workflows.
Excellent presentation skills, with the ability to communicate and advocate for records management best practices with diverse audiences.
High level of client-orientation.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Project management skills.
1. Communicating effectively.
2. Respecting individual and cultural differences.
3. Showing team spirit.
4. Managing yourself.
5. Producing results.
6. Embracing change.
7. Respecting ethics and values.
WIPO Managerial Competencies
1. Creating a stimulating work environment.
2. Planning and managing resources.
3. Promoting change, innovation and learning.
4. Building and promoting partnerships.
5. Leading WIPO to the future.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars 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 figures quoted below are based on the August 2017 rate of 78.3%
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.