Friday, December 4, 2020

Officer, Digital Preservation, A.2 - Grade G15. NATO HQ, Brussels. Open until 6 December 2020


Officer, Digital Preservation (200781)

Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 06-Dec-2020

Salary (Pay Basis) 5,554.93Euro (EUR) Monthly

Grade A.2/ NATO Grade G15

Clearance Level CTS





The NATO Archives acts under the authority of the Archives Committee. Under the

direction of the NATO Archivist, its main responsibilities are the identification of

information with permanent value, the overall management of the NATO Archival

holdings and the implementation of the Public Disclosure Policy. As such the NATO

Archives provides guidance on records and archives management matters NATO

wide; collects NATO information of permanent value throughout NATO civil and

military bodies; organises and preserves this information regardless of its format; and

provides access to publicly disclosed NATO information.


Under the direction of the NATO Archivist and in close co-operation with the Head,

Application Delivery & Support Team 2 (ICTM) and Head, Acquisition and Holdings

Management (AHU) of the NATO Archives, the officer is responsible for the functional

support of the NATO wide implementation of the Organization’s software application

for long-term preservation of digital records, Preservica. H/She provides support

to upload and ingest large volumes of digitized and born-digital content into

Preservica; user administration; data and file migration management; system

monitoring, customer functional support on processes and functions; and, functional

system configuration. The officer is further responsible for supporting the

Organization’s digital preservation programme by providing guidance and hands-on

support to customers of the NATO Archives on the handling of different digital content

and formats for digital preservation, collecting the requirements and suggesting ways

to improve the handling and preservation of digitized and born-digital content of

permanent value throughout the Organization. In the execution of her/his function, the

incumbent may need to travel to other NATO bodies to ensure their requirements for

digital preservation are fulfilled correctly.

The Officer will act as the NATO wide Preservica Point-of-Contact.





The incumbent must:

 have a university degree, or an equivalent level of qualification, in the area of

(Digital) Archival Science, Information Management, Information Technology or

other relevant field;

 possess at least 3 years of relevant work experience;

 have extensive knowledge of digital preservation policies and procedures;

 have extensive knowledge of, and experience with, digital preservation of

unstructured and structured data, ingestion process of digital content,

development of metadata schemas, files format migration and data management;

 have extensive knowledge of digital archiving and preservation technology and

software systems;

 have knowledge of modern communication and office technologies and systems

including security aspects;

 have technical aptitudes and demonstrate proactivity in keeping abreast of new

technologies and standards in digital preservation;

 possess the following minimum levels of NATO’s official languages

(English/French): V (“Advanced”) in one; I (“Beginner”) in the other;



The following would be considered an advantage:

 experience with digital preservation software packages (ex. Preservica,

Archivematica, Adlib)

 proven experience in providing support to an organization’s digital preservation


 knowledge of international best practices and standards in the field of digital

records and archives management and familiarity with the life-cycle management

of records;

 have experience in providing support or coaching senior officials in preserving

their digital archives;

 ability to create scripts for metadata and digital preservation workflows;

 experience working in an ICT environment with high security requirements such

as classified military or government systems or within a financial institution;

 experience working in an international organization.

 experience in providing onsite and online training in digital preservation.




Knowledge Management

Provide functional support to uploading and ingesting large volumes of digitized and

born-digital content. Be responsible for user administration and access management;

data and file migration management of content stored in Preservica, as well as regular

system monitoring, and functional system configuration based on business

requirements. Provide first line customer functional support on processes and

functions and analyze their requirements. Conduct functional feasibility studies when

requested and report results in a clear and concise manner by documenting designs,

procedures, standards and guidelines.


Project Management

Provide support to digital preservation projects by designing, planning and

implementing in a structured, consistent and timely manner. Oversee projects within

the NATO Archives related to digital preservation, including the preservation of emails

of senior officials, webpages,structured and unstructured content.


Information Management

Participate in and support digital preservation process improvement initiatives.

Promote the use of digital preservation processes and tools throughout NATO. Provide

hands-on, online and classroom training on digital preservation in general, and

Preservica workflows and procedures in particular.


Stakeholder Management

Act as the POC for Preservica in NATO. Provide first line functional support to

customers throughout NATO civil and military bodies. Coordinate with customers to

define requirements for digital preservation. Prepare factually accurate

recommendations and discuss these with stakeholders on how to improve their digital

preservation processes. Work with customers to review/document existing processes

and design/document new processes to address new contents, formats and

requirements. Coordinate with ICTM Applications Support and the IT infrastructure

provider (NCI Agency CSU Brussels) to communicate customer requirements, and/or

determine the technical implications of addressing customer requirements.


Expertise Development

Be responsible for the quality of customer support. Provide reports, including

management reports, indicating suggested actions to deal with current or foreseen

shortcomings. Investigate and make recommendations on addressing digital

preservation challenges, such as new files formats and technologies. Analyse

customer requirements and identify new technologies to exploit and improve the

current system. Attend training, seminars and appropriate digital preservation and

information exchange platforms and research communities and recommend

technologies and preservation approaches of interest for further investigation. Keep

up-to-date in digital preservation best practices, and assist the NATO Archivist in

translating them into NATO-wide policies/directives.


People Management

Work in close collaboration with the NATO Archivist and Head AHU, to efficiently

handle customer requests, deliver projects and organise the workload. Ensure the

functional coordination and leadership of system contractors. Offer guidance to the

technical teams and ensure quality and timely delivery of the support services to

Preservica customers.

Perform any other related duty as assigned.



The incumbent reports to the NATO Archivist, and will receive direction from Head,

Application Delivery & Support Team 2 (ICTM) and the Head, Acquisition and Holdings

Management (AHU) of the NATO Archives on technical and functional issues. S/He

will liaise with Preservica customers throughout NATO with regard to their support and

functional system requirements. The Officer will maintain a close working relationship

with NCI Agency CSU Brussels on technical, logistical and operational matters,

support and develop staff at Preservica. The Officer also liaises actively with the

Officer, Retention and Disposition on the requirements for retention and disposition of

NATO civil and military bodies.

Direct reports: N/A

Indirect reports: N/A


The incumbent must demonstrate:

 Achievement: Works to meet standards;

 Analytical Thinking: Sees multiple relationships;

 Clarity and Accuracy: Checks own work;

 Conceptual Thinking: Applies learned concepts;

 Customer Service Orientation: Takes personal responsibility for correcting


 Empathy: Is open to others' perspectives;

 Impact and Influence: Takes multiple actions to persuade;

 Initiative: Is decisive in a time-sensitive situation;

 Teamwork: Solicits inputs and encourages others.



Contract to be offered to the successful applicant (if non-seconded): Definite duration

contract of three years; possibility of renewal should the project require.

Contract clause applicable:

This post is required for a limited period to support the "Long Term Preservation of

Information" project. As employment in this post is of limited duration, the successful

applicant will be offered a definite duration contract of 3 years, which may be renewed

if required to support this project.

If the successful applicant is seconded from the national administration of one of

NATO’s member States, a 3 years definite duration contract will be offered, which may

be renewed if required to support this project, and subject also to the agreement of the

national authority concerned.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel




Please note that we can only accept applications from nationals of NATO member


Applications must be submitted using e-recruitment system, as applicable:

Please note that at the time of the interviews, candidates will be asked to provide

evidence of their education and professional experience as relevant for this vacancy.

Appointment will be subject to receipt of a security clearance (provided by the national

Authorities of the selected candidate) and approval of the candidate’s medical file by

the NATO Medical Adviser.

More information about the recruitment process and conditions of employment, can

be found at our website (



Salary value as per 2020. Subject to future adjustments in accordance with North

Atlantic Council decision

NATO is committed to diversity and inclusion, and strives to provide equal access to

employment, advancement and retention, independent of gender, age, nationality,

ethnic origin, religion or belief, cultural background, sexual orientation, and disability.

NATO welcomes applications of nationals from all member Nations, and strongly

encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO

values commitment to the principles of integrity, transparency and accountability in

accordance with international norms and practices established for the defence and

related security sector. Selected candidates are expected to be role models of

integrity, and to promote good governance through ongoing efforts in their work.


Due to the broad interest in NATO and the large number of potential candidates,

telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment

to another post of a similar nature, albeit at the same or a lower grade, provided they

meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to

travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible

Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is

a non-smoking environment.

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