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Monday, June 15, 2020

Information Management Assistant, FGIII. EEAS, Brussels. Open until 2 July 2020

We are:
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:
The position of Information Management Assistant in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Key responsibilities of the position will in particular entail:
  • Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation
  • Assist with developing implementing guidelines to turn the vision of the Information Management Strategy into reality
  • Help manage the Information Management Committee
  • Report to management on progress and outcomes of administrative activities
  • Provide staff and management with information on procedural issues via Intranet and
    other channels such as collaborative platforms
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when
    relevant, on the spot)
  • Ensure mentoring and / or coaching; answer to all Information Management related
    questions addressed by HQ or delegations to the relevant functional mailbox.
  • Initiate and co-ordinate collaboration with colleagues and services in order to develop and
    implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents
Legal basis
The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS).1

Eligibility Criteria:
Candidates for this contract agent III post should:
  • have passed a valid EPSO CAST in FG III ;
    or
    (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job- offers_en?keyword=&contract=37&grade=All&institution=101&location=All
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
  • have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
  • be a national of one of the member States of the European Union and enjoy full rights as a citizen.    
Selection criteria:

 Candidates should:
  • have a very strong knowledge of Document Management (e-Domec framework or similar)
  • have a very strong knowledge of Information Management;
  • have a proven knowledge and understanding of international standards in document and
    information management
  • have a very strong experience with document and information management tools;
  • have a good knowledge of the European Institutional domain and its regulatory framework, as
    related to document and information management;
  • have proven experience in the governance of Document and Information Management
  •  
  • Furthermore:
    • project management experience
    • experience in governance of collaborative platforms
    • experience formulating functional requirements for document/information management IT platforms
would be considered as assets.

Specific conditions of employment
The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities
The External Action Service applies an equal opportunities policy.

Application and selection procedure2
Please send your CV and cover letter (with your EPSO CAST number) via email to (gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail) ).
Deadline for applications 02/07/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following
internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted. 

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.
The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Post available: July 2020

1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101
2 Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).

Thursday, June 11, 2020

Senior Consultant (for Records and Archives). FAO. Open until 22 June 2020

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2001245 
 

Senior Consultant (for Records and Archives) 

Job Posting: 01/Jun/2020

Closure Date: 22/Jun/2020, 11:59:00 PM

Organizational Unit: CSD

Job Type: Non-staff opportunities

Type of Requisition: Consultant / PSA (Personal Services Agreement)
Grade Level: N/A

Primary Location: Home-Based

Duration: 3.5 months
Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
_______________________________________________________________________________________

FAO is committed to achieving workforce diversity in terms of gender and nationality
People with disabilities are equally encouraged to apply
All applications will be treated with the strictest confidentiality
The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization
_______________________________________________________________________________________





 
 
Organizational Setting
 
The Corporate Services Department is responsible for ensuring that the administrative and financial policies and practices of FAO are effective and efficient in supporting the Organization’ s strategic framework. Specifically, CS provides services to FAO employees and FAO members in the areas of finance, procurement, travel and other administrative areas. It has recently been entrusted with the function of Records and archives.
 
Reporting Lines
 
Under the general guidance of the Assistant Director-General Corporate Services Department and the direct supervision of the Senior Programme Coordinator of the Corporate Services Department, in consultation with steering committee members from CIO, DDN, LEG, OCC, OSD, PS the consultant shall undertake the following activities:
 
 
Tasks and responsibilities
 
Records
  • Carry out an initial review of MS 601 (FAO Administrative Manual) and related procedures and practices in the light of the ISO 15489 standard and the findings and recommendations in AUD1219 (including how R&A management fits within the broader framework of knowledge management in FAO);
  • Review externally triggered records management obligations (e.g. the EU requiring supporting documentation for approval of financial reports, the US requiring 3 year retention of records);
  • Interview key stakeholders including all Regional Offices and selected other decentralized offices;
  • Review UN best practices and interview selected agencies on their approaches and strategies for ensuring modern and fit for purpose records and archives management practices;
  • On the basis of (1),  (2), (3) and (4) propose an actionable ISO-compliant definition of “record” and a corresponding fit-for-purpose record management cycle;
  • Propose reorganization of the corporate records and archives function in FAO, based on the concept of Office of Primary Responsibility (OPR), i.e. a centralized records management system in which Records Management Centers (RMCs) are given responsibility for keeping the Organization’s master set of a particular type of record;
  • Provide a definition of roles and responsibilities, in consultation with the OPR, RMCs and other stakeholders;
  • Identify, catalogue and make an inventory of all FAO record generation processes including systems (GRMS, PIRES, FPMIS, etc) and tools (FAO Handbook);
  • Review and work in full cognizance of other on-going corporate projects with which synergies, linkages and actual data exchange will be necessary. Such projects include the ERP upgrade, PROMYS and the area of Data Protection;
  • Provide a draft proposal for a comprehensive Records Management System;
  • Propose a suitable periodic review mechanism of the corporate records management infrastructure (policies and tools) bearing in mind the constant evolution of record generation technology in a knowledge management organization.
 
Archives
  • Propose strategic plan and operational arrangements for archival services and facilities indicating adequate strategies for digitalization and knowledge management requirements ;
  • Advise on optimum archive storage conditions for long-term protection with full intellectual control and access to contents.
  • Develop a R&A training programme for OPR, RMC and other staff for due compliance with new policies and procedures.
  • Based on the above analyses and proposals for both records and archives functions, prepare a comprehensive update of MS  601.
 
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
 
 
Minimum Requirements
 
  • University degree in Library and Information Science, Information Management or archival sciences or related field
  • Ten years of proven experience in Records and Archives management in writing records and archives policy or guidance (please provide samples)  and in digital records and archives management.
  • Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian. 
 
FAO Core Competencies
 
  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement
 
Technical/Functional Skills
 
  • Work experience in more than one location or area of work
  • Extent and relevance of experience in records and archives management in large organizations
  • Extent and relevance of experience in working in the field of Records and Archives management for the United Nations
  • Familiarity with ISO 15489
 
 
 
  _______________________________________________________________________________________
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency
_______________________________________________________________________________________
 
ADDITIONAL INFORMATION
FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)
Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
If you are in possession of language certificate/s from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT), please attach the certificate/s when submitting the application.
 

For more information, visit the FAO employment website
 
HOW TO APPLY
To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered.
We encourage applicants to submit the application well before the deadline
If you need help please contact: Careers@fao.org


FAO IS A NON-SMOKING ENVIRONMENT

Monday, June 8, 2020

2 Archivist positions, CA FGIII. EEAS. Open until 30 June 2020

Job N. 278241 - 278239

We are:

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
  1. Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
  2. Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
  3. Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:

The position of Archivist in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)1.

Key responsibilities of the position will in particular entail:
  • Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
  • Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
  • Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
  • Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
  • Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
  • Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of Document Management Coordinators in HQ and DMOs in delegations
  • Report to management on progress and outcomes of administrative activities
  • Provide staff and management with information on procedural issues via Intranet and other channels
  • Contribute to handbooks concerning the internal procedures
  • Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
  • Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
  • Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1

Eligibility Criteria:

Candidates for this contract agent III post should:
  • - (i) have passed a valid EPSO CAST in FG III ; or
    - (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
  • have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
  • be a national of one of the member States of the European Union and enjoy full rights as a citizen.

Selection criteria:

Candidates should:
  • have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
  • be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
  • have extensive experience with the corporate recordkeeping tool of the EEAS, ARES
Furthermore:
  • experience of working in a team in multi-disciplinary and multi-cultural environment; and
  • experience developing retention schedules; and
  • experience in the archives service of a European Institution or other international organisation
would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The External Action Service applies an equal opportunities policy.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to
(gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail)).
Deadline for applications 30/06/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Place of employment
Brussels, Belgium
Post available: July 2020