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Friday, December 21, 2018

Unit Head, Records Unit, P-3. IAEA, Vienna. Open until 16 January 2019

Unit Head (Records Unit)(P3) - (2018/0321 (001467))

Organization

: MTGS-Records Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2018-12-19, 9:28:33 PM

Closing Date

: 2019-01-16, 11:59:00 PM
Duration in Months: 36
Contract Type: Fixed Term - Regular
Probation Period: 1 Year
  
This is a re-opening of the vacancy. Candidates who already applied do not need to re-submit an application.
 
Organizational Setting
The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States.
 
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Complex Management Section (SCMS).
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose
Under the direct supervision of the Section Head ARMS the Unit Head plans, develops, and applies records management policies designed to facilitate effective and efficient handling of official records and other information. S/he coordinates and supervises activities of the Unit, which carries out records management advisory work and other technical, clerical, and registration services. Liaises with other internal and external stakeholders to assure compliance with policies, procedures, and practices of records management program.

Role
The Unit Head is: (1) a manager of the Records Unit, ensuring that programmes and projects are developed and implemented in the most efficient and effective manner in line with ARMS strategy plan and the results-based approach; (2) a supervisor, ensuring the provision of efficient and effective recordkeeping services; (3) an analyst, researching and monitoring records and information management developments in the changing technological landscape and providing advice on digital recordkeeping applications, solutions; (4) a liaison, for all Departments in the IAEA on information governance in repositioning ARMS at IAEA.

Functions / Key Results Expected
  • Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, and guide and supervise the staff of the Unit.
  • Ensure economy and efficiency in the creation, use, maintenance and disposal of records, information, data by coordinating the implementation and update of IAEA's Records Management Programme.
  • Lead the Records Unit into the transition to an effective, business-oriented advisory and operations service for record keeping.
  • Facilitate staff development in the Records Unit including competencies and skills to support the modern functions of ARMS regarding managing information.
  • Evaluate, update, innovate and improve Agency record keeping policies and procedures (Records Management Programme), translate them into ARMS projects, and participate in policy update indirectly effecting record keeping practices in the Agency.
  • Liaise with internal stakeholders to ensure adherence to Agency policies through information auditing, monitoring and evaluation, and the consistent application of approved records retention policies and procedures in a hybrid environment.
  • Participate in the development/implementation of digital record keeping solutions and applications including benchmarking, standardization and continuous improvement of business processes and procedures.
  • Lead the development, monitor the relevancy of RM curriculum to deliver training on the records management programme to staff throughout the IAEA.
  • Ensure accurate and up-to-date documentation/ filing, handover for Records Unit functions and responsibilities.
  • Keep abreast of best practices in information governance within the UN Common System to seek continuous technology and process improvement in the delivery of services. Share knowledge of new information management trends from different disciplines, approaches, IT solutions to foster innovation in the division and department.
Competencies and Expertise
 
Core Competencies
NameDefinition
 
Planning and Organizing
Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.
 
Communication
Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.
 
Achieving Results
Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned.
 
Teamwork
Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.
 
Functional Competencies
NameDefinition
 
Analytical thinking
Applies business analytics to establish programme priorities. Makes rational judgements from the available information and analysis.
 
Client orientation
Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations.
 
Judgement/decision making
Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules.
 
Required Expertise
FunctionNameExpertise Description
   
Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)
Advanced computer skills, including database applications.
 
 
 
Management and Programme Analysis
Project Management
Ability to plan, coordinate, implement and control the records management programme for the creation and management of reliable and usable records.
 
 
 
General Services
Records Keeping and Documents Management
Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
 
 
 
Administrative Support
Records and Documents Administration
In-depth knowledge of modern records management concepts, methodology and techniques.

Qualifications, Experience and Language skills
  • University degree in records, information management, archival studies or a related field. Post-graduate training or certification in records management is desirable.
  • A minimum of five years of progressively responsible professional experience in records, information and archival management, preferably in an international organization or another multicultural environment.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
 
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $59151 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 29398*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance
 
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Applications from qualified women and candidates from developing countries are encouraged

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process
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Information Management Assistant, G-5. UNIFIL, Naqoura. Open until 26 December 2018

Posting Title: INFORMATION MANAGEMENT ASSISTANT, G5
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: United Nations Interim Force in Lebanon
Duty Station: NAQOURA
Posting Period: 12 December 2018 - 26 December 2018
                       
Job Opening Number: 18-Information Management Systems-UNIFIL-108463-R-Naqoura (M)
Staffing Exercise N/A
                       
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
This position is located in the Information Management and Archives Unit, Office of the Senior Administrative Officer, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Senior Administrative Officer or his/her designate.
               
Responsibilities
               
Archives and Records Management:
-Assist in oversight of contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepare and arrange records for transfer to commercial storage; apply retention schedules and initiate reappraisals and disposals in consultation with archivists, register actions in the unit database; and provide reference service;
-Assist in the oversight of archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Unit archivists and in liaison with contractual archivists;
-Undertake archival arrangement and description projects by researching administrative histories and providing records and content analysis for purposes of series description preparation and appraisal determinations; arrange records and prepare series descriptions according to archival standards and an database protocols;
-Participate in reference and research operation by servicing on-site and remote researchers, including the supervision of junior reference staff in records identification, retrieval and reproduction services;

Documents:
-Carry out research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases;
-Order and ensure shipment of documents, reference materials, stationary and necessary equipment to various sites;
-Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications;
-Follow-up on shipment of documents, reference materials, stationary and other necessary equipment to various sites;
-Prepare Scope of Work/ Statement of Requirements for Provision of International Courier Services and diplomatic pouch;
-Prepare UNIFIL Mail and Pouch and Reproduction Unit budget;
-Confirm receipt of invoices for postal and courier services;
-Prepare financial reports/accounts for postal sales;
-Provide document delivery services as required.

General:
-Provide supervision for Mail and Pouch and Reproduction activities;
-Order postal requirements from postal administrative officer UNHQ;
-Guide and supervise junior staff;
-Provide administrative support to unit chiefs and undertake other duties as assigned.
               
Competencies
Professionalism
-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.

Accountability
-Takes ownership for all responsibilities and honors commitments.
-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
-Operates in compliance with organizational regulations and rules.
-Supports subordinates, provides oversight and takes responsibility for delegated assignments.
-Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
               
Education
High School Diploma or equivalent is required.
               
Work Experience
A minimum of five years of progressively responsible experience in archives, electronic record management or related area is required. Experience in Mail, Pouch and Reproduction area is desirable.
               
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.
               
Special Notice
Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and work permit under 'attachments" of your application in Inspira.
               
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

Archivist, P-3. OHCHR, Juba. Open until 31 December 2018

Posting Title: ARCHIVIST (Temporary Job Opening), P3 (Temporary Job Opening)
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: Office of the High Commissioner for Human Rights
Duty Station: JUBA
Posting Period: 18 December 2018 - 31 December 2018
Job Opening Number: 18-Information Management Systems-OHCHR-109009-J-Juba (O)
Staffing Exercise N/A
                       
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
This temporary position is based in Juba, within the Commission on Human Rights in South Sudan pursuant to Human Rights Council resolution 37/31. The incumbent will work under the direct supervision of the Coordinator of the Secretariat of the Commission on Human Rights in South Sudan.
               
Responsibilities
Within delegated authority, the Archivist / Data Management Expert will be responsible for the following duties: Coordinates the recording and preservation of all information, documentation and evidence by the Commission, including interviews, documents and forensic material, in accordance with relevant standards and best practices. Assists in the drafting of procedures and methods of work regulating the acquisition and retrieval of records, and the sharing of information and evidence to facilitate and expedite fair and independent criminal proceedings. Advises the Secretariat of the Commission on the organization and storage of information and evidence, and the evaluation of records for preservation and retention. Liaises with the Secretariat members, and assists in receiving documents and photographs, electronically or in hard copy, as well as video material; provides advice and assistance in handling confidential material. Produces upon request, timelines, record summaries and related materials for Commissioners. Supervises the maintenance of the Commission’s database of records, ensuring its completeness and integrity, as well as the confidentiality and protection of the information. Performs other related duties as required.
               
Competencies
PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition in accordance with relevant standards and best practices. Knowledge of electronic data maintenance; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. PLANNING AND 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. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise. Is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
               
Education
Advanced university degree (Master’s degree or equivalent degree) archiving, records or information management, forensic sciences, criminal justice, or related areas. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
               
Work Experience
A minimum of five (5) years of progressively responsible experience in roles related to archiving records/information management or evidence custodianship is required. A minimum of one year of experience working in an international court/tribunal or other international investigative body is required. Experience in records and evidence management, in particular with criminal matters is also required.
               
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
               
Special Notice
THIS TEMPORARY POSITION IS VALID UP TO 31 MARCH 2019 SUBJECT TO THE AVAILABILITY OF FUNDING. A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that 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. For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
               
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

Chief of Section, Records and Archives Management. WTO, Geneva. Open until 8 January 2019


Vacancy Notice No.: EXT/F/18-69

Title: Chief of Section (Records and Archives Management)

Grade: 8

Contract Type: Fixed-term

Starting Salary: CHF 111,652 net per annum (approximate)
Issued On: 10 December 2018  
                     
              


Application Deadline (CET): 8 January 2019

Division:   Languages, Documentation & Information Management

Duration:  Two years with the possibility of extension  
Other
Conditions:
In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations.
The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave.
Additional information on the compensation package is provided on the WTO website:
https://www.wto.org/english/thewto_e/vacan_e/compensation_e.htm

The Secretariat of the WTO is seeking to fill a position of Chief of Section (Records and Archives Management Section (RAMS)) in the Information Management Services (IMS) Branch of the Language, Documentation and Information Management Division. The Information Management Services Branch - composed of the Official Documents and Records Section, the Library Section and the Records and Archives Management Section - aims to identify and provide appropriate access to all relevant internal and external information. This entails adding value to information by capturing, indexing, storing, preserving and disseminating it. Information resources are managed and disseminated through the WTO websites and repositories for documents, records and archives, correspondence, notifications and library content. The Records and Archives Management Section is in charge of the custody and control of Secretariat records and informational assets, in both paper and electronic formats, by leading their management, access, retention, storage, preservation and disposition, with the purpose of protecting them as evidences of actions and of ensuring accountability to present and future users.

General Functions

Under the supervision of the Head of IMS, the incumbent will have the primary responsibility for supervising and managing the RAMS. In addition, the incumbent will participate in decision-making, planning and the development of strategies relative to the management of information resources. Key accountabilities will include:

1. Lead, plan and manage the work of the RAMS to ensure high quality services are delivered in an effective, efficient and timely manner. Ensure skills of staff are continuously developed through training or coaching. Manage a team of 5 staff members and interns and budgetary resources allocated to the section.

2. Establish and implement strategies, guidelines and procedures to collect, assess, organize and preserve the WTO's information assets in all forms (paper, image, audio, video, electronic record, etc.). This includes ensuring conservation of information resources and implementing a disaster recovery plan; and elaborating collection development and acquisitions programmes to ensure the continued reception and relevancy of information where applicable.

3. Ensure the maintenance of information systems in order to allow for swift and accurate retrieval of information, thus making resources easily accessible to those who need them. In coordination with the Information Technology Solutions Division, analyse user needs, propose functional specifications for an information system serving these needs and supervise development of the IT solutions chosen.

4. Ensure that the WTO's archive policies (disclosure policy, user service policy, etc.) in the field of information management remain aligned with the WTO business needs.

5. Establish procedures and training programmes for WTO staff on the organization of collections, management, access and use of resources. Liaise with divisions to raise awareness and develop understanding of preservation of information resources.

6. Respond to requests from WTO staff, Members, organizations and individuals outside the WTO and represent the WTO on missions and at meetings.

REQUIRED QUALIFICATIONS
Education:

An advanced university degree in archives records management, library science, or information management or a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.
Knowledge and skills:

Technical Skills:

Demonstrated professional experience in and knowledge of indexing, analysing and describing archive materials and records according to internationally recognized standards.
Demonstrated knowledge of and experience in the use of state-of-the art electronic records management tools.
Use of IT (Information Technology) tools relevant to information organization and retrieval (e.g. search engines) would be an asset.
Capacity to think strategically and develop plans to better integrate the section into the WTO and to bring value to the assets available.
Ability to successfully initiate and manage change.
Project management skills.
Ability to draft accurately concisely and clearly in English.

Behavioural Skills:

Proven ability to supervise a group of people in their day-to-day work, and to manage, motivate and lead a service.
Capability to work harmoniously in a multi-cultural environment.
Capability to persuade others to a point of view using facts.
Capability to present technical facts to knowledgeable specialised audiences.
Capability to communicate information in a clear way and to understand information; capability to initiate and build relationships with a variety of people both inside and outside the organization.
Capability to manage and diffuse tension.
Capability to work in a team where supporting and gaining the support of others is important to achieving her/his objectives.
Work Experience:

Minimum five years' relevant professional experience, including at least 3 years of supervisory responsibilities.
Languages:

Excellent command of English, both oral and written (at a level corresponding or equivalent to a minimum of C1 according to the Common European Framework of Reference for Languages (CEFR)) and a good working knowledge of French (minimum B2 level according to the CEFR). Knowledge of Spanish would be an asset.

Shortlisted candidates will be asked to provide proof of their language skills under a recognized framework (e.g. CEFR, IELTS, etc.) unless the language in question is their mother tongue. The language skills of shortlisted candidates who are unable to provide proof of their language proficiency will be assessed as part of the selection process.
Additional Information:

The position may be offered at a lower grade if the selected candidate does not fully meet all the required qualifications.

Only applications from nationals of WTO Members will be accepted.

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks.

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 12 months, and may subsequently be called upon as and when the need arises for additional resources.
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OFFICE(18)/100

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Please note that all candidates must complete an online application form.
To apply, please visit the WTO's E-Recruitment website at: erecruitment.wto.org. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the
closing date - Central European Time (CET) - stated in the vacancy announcement

Wednesday, December 12, 2018

Senior Archives/Records Officer. IMF, Washington. Open until 13 December 2018

Senior Archives/Records Officer - ITDIS (Job Number:1800916)



• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 
The International Monetary Fund is hiring a Senior Archives/Records Officer to work in its Information Technology Department Knowledge Management and Outreach Systems Division.


Duties and Responsibilities: 


 
Under the general supervision of the Section Chief for Archives and Records Management - the Senior Archives/Records Officer serves as the team leader of the Records Management unit and assists the Section Chief in planning, organizing, and managing the work of the unit. He/She is responsible for the day-to-day management of (a) the enterprise records management program (including departmental electronic and paper records) and the centralized management of semi-active and vital records. The Senior Archives/Records Officer is also responsible for providing intellectual leadership to the Records Management unit and for developing strategies and plans for managing the IMF’s records – both paper and electronic. 

 
Specific responsibilities of the Senior Archives/Records Officer include the following:
  • Manages the IMF’s records management work program;
  • Works with internal and external information management stakeholders to ensure the IMF’s records management program is in line with internal work practices and international standards in terms of information security, audit compliance, enterprise taxonomy and access to information;
  • Maintains IMF records management policies and operational procedures;
  • Serves as the primary source of expertise in records management for the institution;
  • Develops and oversees the implementation of programs that ensure the accessibility, integrity, authenticity, and security of Fund records throughout their life cycle;
  • Develops and implements file plans and retention schedules in collaboration with IMF departments;
  • Manages the contract for offsite storage of semi-active physical records;
  • In connection with the IMF's business continuity program, leads efforts for the continuous identification and safeguarding of records essential to the restoration of normal business operations;
  • Engages with IT project teams to ensure compliance with IMF records management policies and practices;
  • Works closely with the team leader of the Archives unit to ensure smooth appraisal and disposition of IMF records – either destruction or transition to Archives;
  • Maintains a communications and outreach plan to guide departmental staff on the consistent application of IMF records management practices;
  • Maintains a training program to ensure that departmental staff are adequately skilled at using IMF records management systems;
  • Promotes the professional development of team members and contributes to performance appraisals.

Qualifications

 Educational development, typically acquired through the completion of an advanced university degree in records management and documents management, archives management, library and information sciences, or related field of study, or professional certification in records management (CRM), supplemented by a minimum of four years of relevant professional experience, is required; or a bachelor degree in a related field plus a minimum of ten years of relevant professional experience, including professional certification in records management (CRM), is required. 

 
In addition to these qualifications, the successful candidate should have the following:

 

Skills

  • Strong analytical and problem-solving skills;
  • Ability to balance strategic thinking against tactical decision-making;
  • Strong interpersonal skills and ability to work collaboratively as a member of a team;
  • Ability to quickly grasp how emerging technologies work and how they might be applied to achieve business value for the IMF;
  • Ability to influence senior stakeholders across multiple business units;
  • Facilitation and conflict management skills that enable effective working relationships;
  • Interpersonal skills that create openness and trust among colleagues;
  • Ability to communicate orally and in writing in a manner that is compelling, convincing, and reassuring to both technical and non-technical audiences;
  • Ability to interact with staff from diverse cultures and backgrounds.

Experience:

  • Knowledge of international standards and best practices in archives and records management;
  • Experience in implementing and managing a centralized records management program in a large organization, including the management of electronic records;
  • Experience with Enterprise Content Management Systems, including SharePoint, is highly desirable;
  • Experience with design thinking and other modern ways of engaging with stakeholders.


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

Wednesday, December 5, 2018

Archives/Records Officer. IMF, Washington. Open until 11 December 2018

Archives/Records Officer - ITDISIG (Job Number:1800908)



• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 
The International Monetary Fund is looking to hire an Archives/Records Officer in its Knowledge Management and Outreach Systems Division of the Information Technology Department.

Duties and Responsibilities:
 
Under the general supervision of the Section Chief for Archives and Records Management and the direct management of the Team Lead for Records Management - the Archives/Records Officer will be responsible for physical and electronic records management across the IMF. Specific responsibilities of the Archives/Records Officer may include any of the following:
  • Help manage the IMF’s Records Management program, including: 
    • Help to define and implement a lifecycle policy for all content,
    • Maintain IMF file plans and retention schedules,
    • Implement records management policies such as file plans and retention schedules,
    • Develop and test electronic records management procedures and workflows,
    • Develop and test business rules for automated declaration and filing of electronic records,
    • Develop and update the records management educational material,
    • Train departmental personnel on the IMF’s records management program policies and procedures,
    • Assist with developing strategy and testing approaches for archives and records management systems.
  • Provide business analysis support for archives and records projects including requirements gathering and workflow design.
  • Provide technical support for several Archives and Records systems - including maintaining user documentation, identifying new requirements and writing enhancement specifications, and providing training.
  • Participate in enterprise-wide IT projects to ensure that institutional records management requirements are addressed.
  • Research archives and records technology topics for projects as needed. 
  • Maintain a records management SharePoint site to support knowledge sharing and collaboration.
  • Update budget reports, maintain project files and assist with tasks in support of the IMF’s records management systems. 


Qualifications

 Educational development, typically acquired through the completion of an advanced university degree in records management, documents management, archives management, library and information sciences, or related field of study, is required; or a bachelor's degree in a related field plus a minimum of six years of relevant professional experience including professional certification in records management (CRM), is required. 


 

Qualifications

  • Demonstrable experience in supporting records management systems and implementing records management policies;
  • Experience with Office365 including SharePoint Records center or adds-on solution is a plus;
  • Familiarity with ISO 15489 - International Standard for Records Management, DoD 5015.2 Standard and ISAD (G) standards;
  • Experience with managing information systems;
  • Experience with MS Office Applications - Word, Excel; PowerPoint, Visio, Project and Access;
  • Excellent English written and verbal communication skills; including writing user/technical documentation;
  • Strong analytical and problem-solving skills;
  • Strong interpersonal skills and ability to work collaboratively as a member of a team;
  • Ability to interact with staff from diverse cultures and backgrounds;
  • Experience with basic HTML, XML, and SQL;
  • Experience with Enterprise Content Management Systems, including SharePoint, is highly desirable.


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

Information and Records Management Coordinator - Secretary-General's Office. EFTA, Brussels, Open until 9 December 2018


The EFTA Secretariat provides services to the EFTA Member States (Iceland, Liechtenstein, Norway and Switzerland). The EFTA Headquarter in Geneva supplies services for policy development, negotiations and implementation of free trade and cooperation agreements with countries outside the European Union. EFTA's Brussels office provides support in the management of the Agreement on the European Economic Area (EEA) and EFTA’s Luxembourg office contributes to the development of the European Statistical system.


This position is open to nationals of all EFTA Member States (Norway, Iceland, Switzerland, and Liechtenstein) and EU Member States.

Division
Secretary-General's Office

Location
Brussels

Lattitude
50.8462720094659

Longitude
4.370340409394657

Category/Level
B5

Duration of Appointment
Fixed term 3 years. If considered desirable and in the organisation’s interest, an additional three-year contract may be offered.

Start Date
1 March 2019

Closing Date
09-12-2018

Job Reference
VA 32/2018

Scope

The Secretary-General’s Office services the EFTA Council and coordinates various horizontal activities, including information and communication. Its staff members are located in the EFTA Secretariat’s offices in Geneva and Brussels. The successful candidate will join the information team stationed in Brussels and will work in close cooperation with EFTA’s IT staff.


The Information Coordinator will mainly focus on internal information services and records management, in particular the content management of databases, including intranet and document management systems, archives and other related information tools and sources. This involves contributing to guidelines and monitoring the use of these databases and tools, identifying and following-up on necessary adjustments and improvements and training colleagues in the use of these resources and give user support.  In addition, the Information Coordinator will take part in communications activities such as maintaining and developing the content of the EFTA website, contributing to an electronic newsletter, assisting in developing new information tools, assist in enhancing the presence of EFTA in social media. The successful applicant may be assigned other tasks.

Qualifications

Advanced education in information management, library studies or other relevant fields.

Experience

• Training and experience in document and records management
• Relevant work experience, preferably in an international environment
• Experience in information and communication work and project management would be an asset

Skills

• Experience and good knowledge of writing in English
• Communication and interpersonal skills
• Ability to work independently
• Facility for teamwork in a task-oriented environment
• Sense of responsibility, trust and respect
• Service mindedness
• Knowledge of common web tools, such as Content Management Systems (Drupal) and SharePoint

Languages

• Fluency in written and spoken English
• Knowledge of French and other EFTA/EU languages would be an asset

Employment Terms

Grade: B5

Annual salary: EUR 51,421


Appointments are made at the first step of the grade. The Secretary-General reserves the right to appoint a candidate at a level different from that advertised. Through its recruitment policy, the EFTA Secretariat wants to ensure diversity in terms of gender, age and culture.


Salaries and related payments are exempt from taxation by the EFTA Member States, and as regulated in headquarters agreements, in the EFTA host States. Depending on the candidate’s family status, benefits and allowances may apply.


Applicants must apply online via the EFTA e-recruitment tool.  Please note that only applications received via our web tool will be considered.


For further information on this post, please contact:
Mr Pascal Schafhauser, Deputy Secretary-General, tel. +41 22 332 2602
Ms Inga Hanna Gudmundsdottir, Head of HR, tel. +32 2 286 17 06


Deadline for applications: 9 December 2018.

Friday, November 16, 2018

Audivisual Archivist. ICRC, Geneva. Open until 25 November 2018

Career Opportunities: ARCHIVISTE AUDIOVISUEL - 90% (9262)


Requisition ID 9262 - Posted 31/10/2018 - Communications / Information Management / Information Technologiesᅠ - Eurasia - Switzerland - Resident


 
Raison d'être du poste

Les archives audiovisuelles du Comité international de la Croix-Rouge (CICR) illustrent et documentent les activités de l’institution mais également d’autres composantes du Mouvement international de la Croix-Rouge et du Croissant-Rouge depuis la fin du 19e siècle jusqu'à nos jours.
Elles sont une source essentielle pour soutenir les actions de communication et opérationnelles de l’institution ainsi qu’une source de référence pour la recherche historique sur l'action du CICR, l'action humanitaire, le droit international humanitaire et les relations internationales. Elles sont la mémoire des actions du CICR en images et en sons.
Au sein de l’unité Bibliothèque et archives publiques, les archivistes audiovisuels sont responsables de l’enrichissement des fonds, de leur gestion et préservation, de leur mise en ligne, de leur promotion, ainsi que de leur mise en relation avec les autres fonds et collections de la bibliothèque et des archives publiques. Le secteur des archives photographiques est composé de deux personnes rapportant directement au chef de l’unité Bibliothèque et Archives publiques.


Responsabilités principales

Gestion du fonds d’archives photographiques du CICR
  • Acquérir les productions photographiques du CICR selon les lignes directrices d’acquisition en vigueur.
  • Traiter les documents :
                    - Cataloguer (décrire, indexer) les photos pour leur mise à disposition sur le portail des archives audiovisuelles du CICR.
                    - Gérer des formats numériques selon les usages [archivage et accès en ligne].
                    - Gérer des droits d’auteurs et des droits liés à la protection des données personnelles.
  • Maintenir un travail de proximité avec les producteurs, les conseiller et s’assurer que les procédures de travail suivent les lignes directrices en matière de versements aux archives.
  • Gérer en coresponsabilité avec les autres collègues du secteur des archives audiovisuelles la cohérence des thésauri et listes normalisées des archives audiovisuelles.
  • Participer à l’évolution des textes de référence institutionnels en lien avec la gestion des archives photographiques.
  • Collaborer avec le secteur concerné pour assurer la conservation à long terme des documents.

Valorisation et promotion
  • Faire connaître et valoriser les archives photographiques notamment par le biais du Web et des médias sociaux, mais aussi d’activités de médiation.

Formation et sensibilisation interne
  • Former les collaborateurs du CICR aux procédures concernant l’acquisition et la gestion des photos.

Système de gestion des archives audiovisuelles
  • Etre en alerte sur les évolutions technologiques liées à la gestion de fonds photographiques et numériques afin de pouvoir proposer des améliorations ou développements.
  • Se charger des tests lors de maintenances évolutives du système.


Expérience professionnelle / Formations requises

  • Formation en gestion documentaire ou en archivistique.
  • Expérience d’au moins 3 ans dans la gestion d’un fonds d’archives audiovisuelles.
  • Expérience préalable dans la gestion de projets, un atout.
  • Expérience dans un projet d’interopérabilité des systèmes documentaires et d’archivage, un atout.
  • Expérience dans la communication et le marketing, un atout.
  • Connaissances du fonctionnement et des enjeux des activités du CICR, un atout.
  • Formation en gestion documentaire ou en archivistique et / ou Master en lettres et sciences humaines


Savoir-faire

  • Bonnes connaissances des problématiques et des principes de traitement de la photo.
  • Bonnes connaissances des principes et des normes de l’archivistique.
  • Bonnes connaissances des technologies et outils liées à la gestion de fonds audiovisuels (logiciels documentaires et d’archivage, interopérabilité des systèmes/logiciels, Digital Asset Management (DAM)).
  • Très bonne maîtrise du français et de l’anglais à l’écrit et à l’oral.


Savoir-être

  • Capacité à travailler de façon autonome.
  • Capacité de négociation.
  • Rigueur, sens de l'organisation et sens du service public.
  • Sens de l’initiative.
  • Aptitude au travail en équipe.
  • Qualités relationnelles.
  • Sensibilité à la valeur historique et patrimoniale des documents d'archives.


Informations complémentaires

  • Localisation:                           Geneva
  • Type de contrat :                    A durée Indéterminée
  • Taux d'activité:                      90%
  • Durée d'affectation :              2 ans renouvelables
  • Début de contrat souhaitée : 1er fevrier 2019
  • Application deadline :        25.11.2018