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Sunday, October 4, 2020

Document Management Specialist, FG IV. CEDEFOP, Thessaloniki. Open until 3 November 2020

 

EXTERNAL NOTICE FOR THE POST OF:

DOCUMENT MANAGEMENT SPECIALIST

RESEARCH SUPPORT SERVICE


Deadline for applications 03 November 2020 – 13:00 Greek time (CET+1)

Reference Cedefop/2020/06/CA

Type of contract Contract agent 3a (1)

Function group/grade FG IV

Initial contract duration 5 years renewable

Place of employment Thessaloniki (Greece)


We are looking for a highly motivated, service-driven and team-oriented professional with

experience in document management, records management and library activities to join

Cedefop’s Research Support Service.


1. IS THIS JOB FOR YOU?

The Research Support Service contributes to Cedefop’s objective of establishing the Agency

as an authoritative source of information on Vocational Education and Training (VET).

The Research Support Service provides solutions for information retrieval such as a discovery

tool, which allows simultaneous search through subscribed and open access resources.

Cedefop’s Open Access policy foresees the setting up of a repository to preserve and

disseminate digital copies of Cedefop’s intellectual outputs, and to promote its work to a wider

community of researchers, policy makers, social partners and practitioners.

The Research Support Service also supports Cedefop staff in the operational departments by

providing access to relevant scientific information services in a prompt manner.

Document management - encompassing records management and archives - is an important

element of Cedefop’s internal control framework and good administration. The Cedefop

records management policy has a central role in establishing Agency-wide rules on the

management of documented information, how it is categorised, tagged and retained, and how

adherence to retention and other management policies can be assessed and enforced.

As Document Management Specialist you will support all projects and activities by maintaining

the discovery tool and other electronic resources, acquiring information products on request,

organising the information collected for and from all Cedefop projects in one unique access

point, disseminating research results, providing training for Cedefop’s staff, and ensuring longterm preservation of Cedefop outputs. The Document Management Specialist will also ensure

that Cedefop’s staff members understand and apply the records management policy, the

classification plan and retention schedule.

The Research Support Service counts currently three staff members and a trainee. The service

is part of the 25 staff members of the Department for Communication, which also includes

External Communication, Web portal and Publications. You will report to the Head of Library

and Documentation.


Your key responsibilities:

Support research and operational activities:

• monitor online resources;

• manage subscriptions to online information resources, services and databases;

• assist with the information needs of project managers and create specialised

bibliographies;

• provide training and support in information retrieval and the use of referencing and

citation tools;

• catalogue and coordinate cataloguing in Cedefop's bibliographical databases, e.g. by

trainee, contractors or assistants.


Document management activities, such as:

• oversee the management of records, electronic and physical, and the tasks of

Cedefop's Records Bank Correspondents (2);

• oversee the mail registration system, procedures and operation;

• advise management, review and update records/archives policies and procedures to

ensure alignment with relevant governance (e.g. Cedefop's founding regulation,

Cedefop's financial regulation and relevant EU regulations, including privacy

regulations);

• ensure the correct use of the electronic document management system (EDMC), in

close collaboration with the ICT service;

• train staff on archives appraisal and records management practices;

• appraisal of Cedefop archives and transfer of historical archives (3) to the Historical

Archives of the EU.


Support communication activities:

• collect data about the impact of Cedefop's publications in key EU policy documents

and the scientific literature;

• advise and support the Open Access repository project;

• support the preparation of tendering procedures in the field of library and information

services.


2) Records Bank Correspondents are staff members of Cedefop who are responsible for carrying out

records management duties within a Department/Service/Function.


3) Most historical Cedefop documents are in French.


2. WHY CEDEFOP?

Cedefop is one of the EU’s decentralised agencies. It supports the design of well-informed

European vocational education and training (VET) policies and contributes to their

implementation. These policies help the citizens to acquire the skills they need in today’s and

tomorrow’s society and labour market.

The work of the Agency includes research and policy analysis at EU level to provide innovative

evidence, share data and support mutual-learning across EU countries.

Cedefop's areas of work comprise vocational education and training and apprenticeship

reforms, current and future skill needs in the labour market, recognition of qualifications and

the validation of work-based learning.

Cedefop works together with the European Commission, Member States and social partners.

The work of the Agency is governed by a Founding Regulation, which also defines its

objectives and tasks.

Cedefop has its seat in Thessaloniki, Greece (Life in Thessaloniki). The Agency offers an

international and stimulating workplace, with about 130 staff from EU countries.

To find out more about Cedefop, visit our website.


3. WHAT ARE THE SELECTION REQUIREMENTS?

3.1. Eligibility criteria

For your application to be considered eligible, you must fulfil all the following requirements on

the closing date for submission of applications:


General conditions

• be a citizen of one of the Member States of the European Union (4) and enjoy full rights

as a citizen;

• have fulfilled any obligations imposed by the laws on military service;

• be physically fit to perform the duties relating to the post (5).


Education and experience

• have a level of education which corresponds to completed university studies (6) of at

least three years attested by a diploma.


4) To be able to apply you must be a citizen of at least one EU Member State. If you are only UK citizen you can no longer apply after 31 January 2020.

5) Before appointment, the successful candidate must undergo a medical examination.

6) Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities (e.g. Naric) will be accepted.

Language skills

• have a thorough knowledge of one of the languages of the European Union and a

satisfactory knowledge of another language of the European Union (7).

Contract agents from Cedefop and other EU agencies are also invited to apply in accordance

with the following Cedefop rules.

Non-compliance with any of these eligibility criteria will result in the exclusion of the candidate

from the selection process and the application will not be evaluated further.


3.2. Selection phase

The selection will be carried out by a selection panel appointed by the Executive Director. The

selection panel will assess all eligible applications against the selection criteria described in

this Section 3.2, using as a reference the description of the role in Section 1 of the vacancy

notice.

The selection panel may be assisted by an external consultant in the assessment of

applications and the preparation of interviews.


3.2.1. Preselection based on the application documentation

The selection panel will assess the information contained in your motivation and preselection

form (see Section 5. ‘How to apply?’) to decide if you should be invited to a written test and

interview.

It is important that you explain explicitly in the motivation and preselection form how you meet

(a) the essential preselection criteria and (b) the other preselection criteria. The assessment

of both (a) the essential preselection criteria and (b) the other preselection criteria is carried

out solely based on the motivation and preselection form.


(a) Essential pre-selection criteria:

For your application to be considered further, you must meet all the below essential criteria:

• at least 2 years of full-time equivalent professional experience as a document

management specialist, records management specialist or librarian in the past 5

years (8);

• English: level C1 in all dimensions as per the CEFRL (9).


(b) Other pre-selection criteria

Only if your application meets the above essential preselection criteria will it be scored against

the following other preselection criteria. The non-fulfilment of one or more of these other


7) Satisfactory knowledge is considered level B2 or above as referenced in the Common European Framework of Reference. Knowledge of a third language of the European Union is necessary for the first promotion after recruitment.

8) The work experience does not have to be consecutive.

9) Level C1 or above as referenced in the Common European Framework of Reference.


preselection criteria will not result in your exclusion from the preselection process but may

affect your score and thus your chances of being invited for test and interview.

The criteria below are presented in order of priority:

• professional experience (10) with library and records management standards for data

input and metadata;

• professional experience with library ICT applications, discovery tools and curation of

electronic resources;

• professional experience with reference or citation management tools;

• professional experience with documents and records management or digital archives;

• professional experience with open access repositories;

• professional experience in document management in a research environment;

• French: at least B1 in all dimensions as per CEFRL (11).

In the preselection phase, candidates may be contacted to verify or clarify the facts presented

in the application documentation via a telephone interview or in writing. The telephone

interview and/or a written clarification request is an intermediate step in the preselection. It

does not entitle candidates to be invited for an interview and a written test.

Around ten eligible candidates, who obtain the highest scores and at least 50% of the

maximum score, for the above other preselection criteria will be invited for an interview and a

written test.


3.2.2. Interview and written test

This stage of the selection procedure will allow you to prove your suitability for this post. The

selection panel will conduct the competency-based interview and assess the written test, which

will be evaluated anonymously.

The interview will cover the following areas of professional experience and competences:

• ability to effectively organise and systemise information;

• ability to efficiently manage different tasks;

• high level of service orientation;

• ability to work co-operatively in a team and across the organisation;

• ability to communicate clearly and effectively in English.

The written test will assess your:

• ability to search for and retrieve EU policy and/or academic/scientific information

relevant to a query;

• ability to catalogue and classify a VET related grey literature document;

• knowledge of open access or open science;

• knowledge of documents and/or records management;

• comprehension of written French.


10) Experience in all the selection criteria means participation in at least one project.

11) As referenced in the Common European Framework of Reference.


The outcome of the interview will count for 60% and the outcome of the written test for 40% of

the final score.

The tests and interviews are planned to take place in November 2020. Further information on

the organisation of the tests and interviews, which may take place remotely, will be provided

upon invitation.


3.3. List of suitable candidates and appointment

As a result of the interviews and written tests the selection panel will propose the most suitable

candidate(s) for this post to be placed on the list of suitable candidates. In order to be proposed

to be placed on the list of suitable candidates you must obtain a minimum of 60 % of the total

points.

The Executive Director will appoint the successful candidate to this post from the list of suitable

candidates.

If needed, a second interview could be organised prior to the appointment. The content of the

second interview will be in line with the selection criteria established in the vacancy notice.

The appointment of the successful candidate to the post will be finalised after all necessary

supporting documents have been checked. The successful candidate will undergo a probation

period of 9 months.

The list of suitable candidates may be used for future recruitment for the position advertised in

the notice of vacancy. Please note that inclusion in the list does not guarantee recruitment.

The list is valid 31 December 2021. The Executive Director may extend the validity of the list.


4. WHAT DO WE OFFER?

• contract agent 3a (12) with an initial duration of 5 years (renewable);

• internal and interagency mobility: In case of internal and interagency mobility,

Cedefop and the selected candidate shall conclude a contract of employment in

accordance with the Cedefop rules.

• function group FGIV;

• as an example, the monthly basic salary for function group FGIV/grade 13 is 3,531

EUR, and is multiplied by the corrective coefficient for Greece (currently 81.8 % and

reviewed annually);

• salaries are subject to a Union tax deducted at source and are exempt from national

taxation;

• depending on the individual family situation and the place of origin, the jobholder may

be entitled to expatriation allowance (16% of the basic salary), household allowance,

dependent child allowance, education allowance, pre-school allowance, installation

allowance, reimbursement of removal costs and/or initial temporary daily subsistence

allowance, VAT exemption allowance on certain goods for a period of a year;

• additional financial support for the schooling of children;

12) Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union.

• annual leave entitlement of two days per calendar month plus additional days for age,

grade, home leave if applicable and in addition circa 18 public holidays per year;

• EU Pension Scheme (after 10 years of service);

• EU Joint Sickness and Insurance Scheme (JSIS), accident and occupational disease

coverage, unemployment, invalidity allowance and insurance;

• professional training and development opportunities;

• flexible working arrangements, including teleworking.

Further information regarding rights, conditions of employment and benefits can be found in

the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the

European Union.


5. HOW TO APPLY?

Please submit your application through the online system by Tuesday 03 November 2020 at

13:00 Greek time (CET+1).

The online application, the motivation and preselection form and the CV must be submitted in

English.

We strongly recommend that you read the instructions to applicants and the frequently asked

questions before you start filling in your application.

To register and apply, please go to the vacancies section on Cedefop’s website, click on the

name of the vacancy notice and follow the instructions.

In addition to filling in the online application you must attach:

• the motivation and preselection form duly filled in;

• a detailed CV preferably in the Europass format;

• a copy of your diploma(s) and/or certificate(s) (13).

Please note that the assessment of both (a) essential preselection criteria and (b) other

preselection criteria (Section 3.2.1. (a) and (b) of this vacancy notice) is carried out solely

based on the motivation and preselection form. The motivation and preselection form is

available from here and should be downloaded from there. It is compulsory to use the template

provided. If this document is missing or if the wording of the preselection criteria has been

altered or any of the criteria have been deleted, your application is considered incomplete.

Your CV will be used as a supporting document to the application. It will only be used to gather

further information on your career and experience, if necessary.

Incomplete applications or applications received after the deadline will be rejected.

Candidates are strictly forbidden to make any contact relating to this selection process with

the selection panel and the Executive Director, or members of Cedefop’s management, either

directly or indirectly. Any infringement of this rule will lead to disqualification from the selection

process.

13) You must always attach your undergraduate degree (e.g. bachelor). Optionally, postgraduate diplomas (e.g. master, PhD) and certificates may also be attached.


6. EQUAL OPPORTUNITIES

Cedefop applies a policy of equal opportunities and accepts applications without distinction on

any grounds.


7. PROTECTION OF PERSONAL DATA

Cedefop ensures that applicants’ personal data are processed in line with Regulation (EU)

2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection

of natural persons with regard to the processing of personal data by the Union institutions,

bodies, offices and agencies and on the free movement of such data, and repealing Regulation

(EC) No 45/2001 and Decision No 1247/2002 and on the free movement of such data. You

can find detailed information om how personal data is processed in the context of the selection

procedures in the privacy statement.


8. DECLARATION OF COMMITMENT TO SERVE PUBLIC

INTEREST INDEPENDENTLY

The successful candidate will be required to sign a declaration of commitment to act

independently in the public interest and to sign a declaration in relation to interests that might

be considered prejudicial to his/her independence. Applicants must confirm their willingness

to do so in their application.


9. APPEAL PROCESS

If a candidate considers that s/he has been adversely affected by a particular decision, s/he

can lodge a complaint under Article 90(2) of the Staff Regulations of Officials and Conditions

of Employment of Other Servants of the European Union, at the following address:

CEDEFOP

The Executive Director

EUROPE 123

‘SERVICE POST’

GR – 570 01 Thermi (Thessaloniki)

Any complaint must be lodged within three months after the candidate has been informed of

the decision concerning his/her application.

Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of

the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of

Employment of Other Servants, a candidate may request judicial review of the act. For details

on how to submit a judicial appeal and how to determine the deadlines, please consult the

website of the General Court.

Any citizen of the European Union or any natural or legal person residing in a Member State

may make a complaint for maladministration pursuant to Article 228(1) of the Treaty on the

Functioning of the European Union. Please consult the website of the European Ombudsman

for further information on the arrangements for complaints to the Ombudsman.

Please note that complaints to the European Ombudsman do not have the effect of suspending

the period mentioned in Articles 90 and 91 of the Staff Regulations of Officials and Conditions

of Employment of Other Servants for lodging complaints or submitting an appeal pursuant to

Article 270 of the Treaty on the Functioning of the European Union. Please note also that under

Article 2(4) of the General conditions governing the performance of the Ombudsman’s duties,

any complaint lodged with the European Ombudsman must be preceded by the appropriate

administrative approaches to the institutions and bodies concerned.

Associate Archivist (Ogata Project). UNHCR, Geneva. Open until 13 October 2020

 


Friday, September 11, 2020

2020 Young Professionals Program Exam: Global Communications, P-2. United Nations. Open until 31 October 2020

 

Posting Title:2020 YPP Exam: Global Communications (for external applicants), P2
Job Code Title:ASSOCIATE PUBLIC INFORMATION OFFICER
Department/Office:Department of Operational Support
Duty Station:NEW YORK; ADDIS ABABA; BANGKOK; BEIRUT; GENEVA; NAIROBI; SANTIAGO; VIENNA; OTHER;
Posting Period:01 September 2020 - 31 October 2020
Job Opening Number:20-Public Information-DOS-138706-E- (G)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

These positions are located primarily in the Department of Global Communications (DGC) and its worldwide network of information centres, as well as in the UN field offices. In addition, a number of other departments such as the Department of Peace Operations, the Department of Political and Peacebuilding Affairs and the Office for the Coordination of Humanitarian Affairs have need for Global Communications expertise. Global Communications Associate Officers typically report to a senior officer, i.e., a unit chief or section chief.

Responsibilities

The Young Professionals Programme examination in Global Communications covers a wide range of topics in the areas of public information and communication (public relations, campaign management, marketing and strategic communications, media monitoring and analysis), information and knowledge management (library, archives and records management), and multimedia production (audio-visual, print, photo, social media).

Some of the key responsibilities of an Associate Officer in Global Communications would be (These duties are generic and may not be carried out by all Global Communications Associate Officers):

• Track, research and analyse information on assigned topics/issues; gather information from diverse sources and help to assess news value and other potential impact, as well as to evaluate the effectiveness of communications campaigns.
• Draft/compile a specific type or types of information products for target audiences, including press releases, media packets and reports, brochures, briefings, video clips, newsletters, websites, social media content, etc.
• Create multimedia products for placement on web-based / social media or other platforms.
• Organize the production, clearance and distribution of information materials.
• Prepare initial drafts and edits of articles or chapters for inclusion in UN newsletters, periodicals, reports and books.
• Identify and propose information and advocacy opportunities, activities and approaches, taking into account the situation/topic and target audience.
• Identify key contacts/constituencies and opportunities for strategic partnerships to facilitate communications efforts and maintain working relationships with the same.
• Organize, or participate in the organization of, conferences, seminars, special events, press briefings, interviews, etc.; prepare briefing materials for senior officials prior to their participation in such events.
Respond to a variety of inquiries and information requests internally and externally; prepare related correspondence and input to reports.
• Research, write, narrate, produce and broadcast scripts, story synopses, news and feature and taped programmes (Radio, TV…) from UN Headquarters and the field including Peacekeeping Missions.
• Cover meetings of the General Assembly and its Main Committees, as well as the Security Council and other major bodies of the United Nations; summarize them, highlighting the most newsworthy elements.
• Monitor and analyse global media coverage of the United Nations, the Secretary-General and/or relevant international issues and events in order to prepare press reviews and analyses for UN officials
Organize, classify, catalogue and preserve print and electronic information resources.
Participate in the development and maintenance of digital libraries, repositories and archives for UN content, including use of current and emerging metadata standards, tools and systems for the capture, maintenance and access to digital files and records, digitization of historical records and indexing functions.
Supervise and undertake archival processing activities, records accession and disposition functions, including records appraisal, by liaising with records-creating offices on the transfer and/or disposal of records and analysing and evaluating records for evidential and informational value in support of records appraisal.
Review a variety of professional sources to evaluate and identify appropriate materials to be added to the library collections and electronic resources subscriptions that meet the information needs of the Organization and its primary clientele (delegates and staff at UN Permanent Missions, UN Secretariat staff); organize, classify and catalogue/create metadata for print and electronic information resources.
Provide targeted knowledge services to internal clients and partner organizations; provide reference assistance and research support to internal and external clients; search and compile information from a variety of online and traditional reference tools, including catalogues, discovery systems, databases, print indexes, etc.; develop and conduct training and instructional programmes in the use of a variety of research tools and online databases.
Develop and maintain online research tools and websites to allow easy access to United Nations information and data sources including document repositories, news feeds, newsletters, audio-visual files, e-conferences and other media; design, develop and populate supporting databases; document standard operating procedures; integrate with existing information systems.
Participate in outreach activities and marketing efforts, in particular via social media, to increase exposure and to highlight products, information resources and knowledge services to clients.
•Participate in the training of internal and external end users about information resources as well as products and services of the Unit.

• Assist in the preparation of the calendar of conferences, meetings or trainings for the current and future years.
• Prepare charts, statistics and reports on the evolution of the activity of his/her unit.
• Monitor the performance of vendors and exchange partners and recommend changes where necessary.
• Supervise General Service staff relating to functions cited above.
• Perform other related duties, as required.

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• 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 client.

• 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

At least a first-level university degree (i.e., bachelor's degree or an equivalent degree of at least three years) in any of the following Fields of Study:

•Fields of Study (listed under “Arts”): Design, Communication Design, Audio-Visual Arts, Graphic Design, Graphic and Audio-Visual Arts
•Fields of Study (listed under “Business and Administration”): Finance, Management, Management Systems, Marketing, Advertising & Publicity, Public Administration, Public Relations, Administration
•Fields of Study (listed under “Computing”): Computer Graphics, Computer Programming, Information Technology
Fields of Study (listed under “Journalism and Information”): Archival Sciences, Communication Studies, Documentation Techniques, Information Management, Radio and Television Broadcasting, Library, Media studies, Multimedia, Museums and Similar Repositories, Journalism
•Fields of Study (listed under “Humanities”): Native languages, History, Foreign languages and cultures, Foreign languages, Modern history, Area studies, Cultural Studies
•Fields of Study (listed under “Social and Behavioural Science”): Economics, Gender Studies, Human Resources, Human Rights, International Economics, International Relations, International Studies, Development Studies, Sociology, Political Science, Peace and Conflict Studies

Important: when preparing your application in Inspira, please choose the field of study that is closest to your degree, from the "Field of Study" dropdown menu, and write the exact title of the degree (both in its original language and its translation in English or French). Do not select "other" for main course of study or field of study.

Work Experience

No work experience is required. Relevant work experience may be taken into consideration as an additional screening criteria when more than 60 candidates from the same country apply to the same exam area.

Languages

Fluency (speaking, reading, writing, understanding fluently) in one of the working languages of the UN Secretariat, English or French, is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

Assessment

The assessment process is divided into 3 stages:  
1. Screening of applications, 
2. Written examination taken online, 
3. Oral examination.  

Knowledge of UN languages may be tested at any of these stages. 

• Applications will be screened based on the eligibility criteria in this Job Opening.   

 • The written examination will be conducted via an online testing platform.  Candidates convoked for the written examination will be responsible for identifying and securing a location suitable for them to complete the examination (i.e., a computer with a reliable internet connection). Further information regarding the online testing platform and exam preparation guidance will be provided to those convoked for the examination.   

The written examination is planned to be offered in two parts, with the following tentative timeframe (exact dates to be announced on the UN Careers YPP Page):  
• Part I, in early 2021, consists of 1) the General Paper, which assesses written communication and other competencies and abilities critical to success in working in an international affairs context, and 2) first part of the Specialized Paper, multiple choice questions which assess knowledge and attributes relevant to the exam area. 
• Part II (1-2 months after part I) consists of the second part of the Specialized Paper, constructed response items (i.e., open-ended questions) which assess knowledge and attributes relevant to the exam area. Only examinees successful in part one of the online exam will be invited to participate in the second part. 

• Only examinees who are successful in the overall written examination will be invited to the oral examination. The oral examination will be conducted via online video conference.  The oral examination will assess the key competencies for the job family, as described in the Job Opening. Part of the final assessment stage, either before, during or after the oral examination may include an element to verify the candidate’s answers given in the Specialized Paper as well as the information in the Personal History Profile submitted.  The anticipated timeframe for the oral examinations is sometime in Spring/Summer 2021.  

Special Notice

• The purpose of the present Job Opening is to invite applications from external candidates who wish to take the 2020 Young Professionals Programme (YPP) examination in Global Communications. Applicants are strongly encouraged to visit the YPP Careers Page to learn more: careers.un.org/ypp. UN Secretariat staff members who are eligible to apply through the “G to P” or “G to N” track must not apply through this Job Opening. 

Applicants must meet the following eligibility requirements:  
1. Have at least a first level university degree (Bachelor’s degree or at least a three-year equivalent) in the main course of study listed in the Education Section of this Job Opening; 
2. Be 32 years old or younger by the end of this year (born on or after 1 January 1988);  
3. Be fluent in either English or French; and 
4. Have the nationality of a participating Member State. The participating Member States for the 2020 YPP are: 


Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Congo, Cuba, Cyprus, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Gambia, Georgia, Grenada, Guinea-Bissau, Haiti, Iran (Islamic Republic of), Iraq, Israel, Japan, Kazakhstan, Kiribati, Kuwait, Lao People's Democratic Republic, Latvia, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Micronesia (Federated States of), Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Seychelles, Solomon Islands, South Sudan, Sudan, Suriname, Thailand, Timor-Leste, Tonga, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Venezuela (Bolivarian Republic of)

If more than 60 applicants from the same country apply for the same exam area, those applicants will be further screened and ranked according to points given for the following additional qualifications: highest level of education completed, knowledge of official UN languages, and relevant work experience. The “top 60” applicants per country per exam area will be convoked to the first stage of the online exam. A maximum of 40 applicants per country per exam area will move forward from the first stage of the online exam to the second stage, based on exam performance. 

• APPLICANTS MUST SUBMIT SCANNED COPIES OF THE FOLLOWING DOCUMENTS, AS ATTACHMENTS IN THEIR APPLICATIONS, TO BE CONSIDERED. 
1. Passport or a valid identification document issued by a state authority, showing your name, birth date and nationality, including a clear photograph; 
2. Documentation of University degree(s) (e.g., diploma, transcript or similar official document), reflecting the main course of study selected. 

 • Submitting applications for more than one YPP exam in a given year will result in automatic disqualification in all. 

• Success in the YPP exam process will result in placement on a roster of eligible candidates for selection into specific vacancies which may arise over the course of a three-year period (beginning from when the roster is established). 

• Upon selection, successful YPP candidates will be initially appointed at the P-1 or P-2 level depending on their qualifications.  Those appointed at the P-1 level shall be promoted to a position at the P-2 level following a minimum of two years of satisfactory performance and depending on the availability of posts.  

• Applicants should monitor the UN Careers YPP Page (careers.un.org/ypp) frequently. Important notifications and updates will be posted there. 

• Click “apply” to activate the Virtual Assistant or Chatbot, Alba, in Inspira. Alba will answer questions about YPP.

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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

Wednesday, September 9, 2020

Information Resources and Services Officer (Records and Archives), NS-2. ADB, Manila. Open until 23 September 2020

 

Information Resources and Services Officer (Records and Archives)

IMPORTANT INFORMATION

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).

OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and nonelectronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.

To view ADB Organizational Chart, please click here.

Job Purpose

The Information Resources and Services Officer (Records and Archives) provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR) and outsourced personnel providing ADB document conversion and microfilming services. The incumbent will report to the designated International Staff and senior National Staff.

Responsibilities

Contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

  • Assists the Unit Head, OAIS-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
  • Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, including outsourcing of services.
  • Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
  • Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
  • Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
  • Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
  • Supervises the development and maintenance of the ADB Archives Gallery.
  • Supervises the development and implementation of the annual records management training/workshop for HQ and field offices staff.
  • Supervises the technical support given by the records and archives group to the Resident Missions, including e-file transmissions of delegated project documents.
  • Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAIS-IR, Director, OAFA and/or Principal Director, Office of Administrative Services.
  • Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with Facilities Planning and Management Unit.
  • Verifies work effectiveness, decorum and punctuality in the team; and provides information for staff performance evaluation.
  • Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of Culture and Talent Division.
  • Provides technical support to ADB's Departmental Files assisting Departmental File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
  • Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
  • Supports the leadership and oversight of ADB's electronic document filing systems.
  • Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
  • Ensures environmental, intellectual, and physical control over ADB's archival collection.
  • Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
  • Performs other duties that may be assigned as reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree in Archives Administration, Library Science, or other information management discipline; preferably with advanced training in archives and records management.
  • At least 8 years of experience in records management and archives
  • Thorough knowledge of archival operations and preservation techniques.
  • Comprehensive knowledge and understanding of international best practices on records management policies and procedures.
  • Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage.
  • Advanced SharePoint knowledge, focused specially on records management features
  • Effective report-writing and communication skills in English.
  • Supervisory experience for a team of 3-4 people
  • Able to work collaboratively with teams as a constructive team member.
  • Strong oral and written communications skills.
  • Please refer to the link for ADB Competency Framework for National Staff Levels 1-2

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.