Deadline for applications : 15 July 2019
Post title : Head of the Archives, Indexing and Distribution Division
Grade : P-3
Vacancy Announcement Number : 242
Duty Station : The Hague, Netherlands
Organizational unit : Archives, Indexing and Distribution Division
Indicative minimum net annual remuneration (including post adjustment) based on 1 May 2019 rates : US$79,869
The Archives, Indexing and Distribution Division is responsible for management of the archives, the indexing of files and documents, and the dispatch and distribution of Court documents and publications in accordance with the Instructions for the Registry. Acting under the general supervision of the Registrar, and within delegated authority, the Head of the Archives, Indexing and Distribution Division will plan, organize, manage and co-ordinate the activities of the Division, including formulating and implementing policies and procedures relating to the management of electronic, audio-visual and paper-based records. The incumbent will provide direction and supervision to the staff members of the Division. The incumbent’s responsibilities are to:
- Lead, plan and manage the work of the Division to ensure high-quality services are delivered in an effective, efficient and timely manner;
- Manage a team and the resources allocated to the Division; ensure the skills of staff members are continuously developed through training or coaching;
- Establish and implement strategies, guidelines and procedures to collect, assess, organize and preserve the Court’s information assets in all forms (paper, image, audio, video, electronic record, etc.). This includes ensuring conservation of information resources, implementing a disaster recovery plan and drawing up procedures to guarantee the systematic and continued receipt of relevant information where applicable;
- Ensure the maintenance of information systems to allow for the swift and accurate retrieval of information, thus making resources easily accessible to those who need them in a timely manner. In co-ordination with the Information and Communications Technology Division, analyse user needs, propose functional specifications for an information system serving these needs and oversee development of the IT solutions chosen;
- Oversee the dispatch and distribution, in paper or electronic format as appropriate, of official documents, as well as of documents filed in cases before the Court;
- Supervise the sending of the Court’s official publications to the United Nations common system, other institutions and private individuals;
- Ensure that the archival component of the Court’s policies in the field of information management remain aligned with industry standards and the specific needs of the Court. Research, analyse and evaluate new applications of information technology to archives and records management and make recommendations for their deployment. Participate in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation, and in the evaluation and testing of record-keeping application improvements and new systems;
- Establish training programmes for relevant users on the organization of collections, management, access and use of resources. Liaise with other departments and divisions to raise awareness and develop understanding of the preservation of information resources, including by writing user manuals. Provide advisory services on record-keeping practices including records management, preservation and disposal, information management policies and procedures;
- Ensure the development and maintenance of the Electronic Document Resource Management System (EDRMS) and archives intranet pages;
- Perform other related duties as required.
Qualifications and competencies
- Professionalism: Demonstrable knowledge of record-keeping theory and practice, and of standards in records and archives management. Knowledge of system design and electronic data maintenance, including appraisal, conservation and migration management. Ability to apply knowledge in specific organizational contexts. Ability to advise on record-keeping based on analysis of organizational objectives. Demonstrable conceptual, analytical and evaluative skills. Ability to conduct research and analysis; identify issues and assess significance and impact; identify and evaluate options; formulate and present 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.
- 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.
- Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary.
- Accountability: 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.
- Client Orientation: Considers all those to whom services are provided to be ‘clients’ and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.
- Empowering others: Delegates responsibility, clarifies expectations and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
- Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; actively supports the development and career aspirations of staff; appraises performance fairly.
- Advanced university degree (Master’s degree or equivalent) in the field of information management or related area is required. A first level university degree in combination with qualifying experience may be accepted in lieu of an advanced university degree.
- Thorough knowledge of current methodologies and trends in information management is required.
- A minimum of 5 years (7 years with a first level university degree) of progressively responsible experience in information management is required, of which at least two years should be within a judicial institution or an international organization.
- Experience working with the United Nations information systems, policies, procedures and practices would be a strong advantage.
- Proven management and supervisory experience in a multilingual and multicultural environment is required.
- English and French are the two official languages of the Court. An excellent knowledge of and drafting ability in one of these languages and a very good command of the other is required. Knowledge of other United Nations official languages would be an asset.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED
Candidates should apply through the Court’s e-recruitment system.
Candidates on the shortlist will be invited to The Hague for written tests and interviews in the first half of August 2019.
The selected candidates may be subject to a security clearance, including verification of the information provided and a criminal record check. All candidates should be in a position to submit an electronic copy of their passport and all diplomas listed on their profile when requested.
The Registrar reserves the right not to appoint any candidate to the post, or to appoint one at a lower level or on the basis of a modified job description. Applications that are found by the Court to meet the above criteria may be added to a reserve list in case a similar vacancy arises in the future.