International Archives

Associate Information Management Officer, P-2. ICTR, Arusha. Open until 4 February 2012

2012-01-11T20:34:00.000-05:00

Job Title:
ASSOCIATE INFORMATION MANAGEMENT OFFICER (FOR ROSTER PURPOSES ONLY), P2
Department/ Office:
International Criminal Tribunal for Rwanda
Duty Station: ARUSHA

Posting Period:
5 January 2012-4 February 2012

Job Opening number:
12-CON-ICTR-21875-R-ARUSHA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

International Criminal Tribunal for Rwanda, Archives and Records Management Working Group (ARMWG), Arusha.

Responsibilities

Under the general supervision of the Archivist and within delegated authority, the Associate Information Management Officer will be responsible for the following duties:

Supervises and undertakes records identification functions by compiling records inventories and indexes, liaising with Tribunal offices and controls the quality of data provided by reviewing the work processes and procedures

In coordination with the originating offices, participate in the appraisal and analysis of the collections. Apply approved records retention schedules and security classifications and determine office of records.

Supervises and undertakes records disposition functions, by liaising with Tribunal offices on the transfer and/or disposal of records.

Supervises and undertakes records accessioning and processing activities; monitors adherence to description, preservation and security standards; and ensures maintenance of proper confidentiality and security of documents in ICTR offices: by securing all confidential materials being processed, bearing joint responsibility with the Head of Sections for the use of the secure containers (safes and file cabinets) of the section

Ensures accurate electronic processing of ICTR records by developing, enhancing and maintaining validations system to check the accuracy of processed data; designing and developing queries and reports to detect discrepancies in the indexing of information, or any other anomalies in attributed metadata

Participates in trainings provided to support staff as when needed. Continuously mentor junior staff under supervision and provides record keeping support and advice to Tribunal offices by advising on record keeping system standards and compliance.

Strategic planning by: Assisting the Archives and Records Management Working Group in developing strategic plans for Judicial and Legal Services Division (JLSD) and/or the Administrative Division sections, including annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels; proposing, managing and monitoring projects; staying up-to-date with regard to new information in the archives and records management field by reviewing the literature, and participating in best practice groups and in dedicated conferences

Performs other related duties, as required.

Competencies

1.Professionalism:-
Knowledge of information management and record keeping. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. 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.

2.Communication:-
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

3.Teamwork:-
Works collaboratively with colleagues to achieve organisational 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.

4.Planning and Organising:-
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

5. Technological Awareness:-
Knowledge of Enterprise content management suites used in the organization, storing management and retrieval of the organization documents; Advanced computer literacy and preferably knowledge in the use of TRIM and SharePoint

Education

University degree in archival, information management, Library science or related field.

Work Experience

A minimum of two years of progressively responsible experience in archives management, records management, library, information management or related area.

Languages

Excellent communication skills in English or French is required. A working knowledge of the second would be a definite asset.

Assessment Method

Candidates will be assesed based on evaluation criteria.

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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

Information Management Systems Assistant, G-5. UNON, Nairobi. Open until 14 January 2012

2012-01-11T20:21:00.000-05:00

Job Title:

INFORMATION MANAGEMENT SYSTEMS ASSISTANT, G5

Department/ Office:

United Nations Office at Nairobi

Duty Station:

NAIROBI

Posting Period:

15 December 2011-14 January 2012

Job Opening number:

11-IMA-UNON-22045-R-NAIROBI (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN office in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Staff Administration Section (SAS) within the Human Resources Management Service (HRMS) in the Division of Administrative Services, UNON.

Responsibilities

Under the general supervision of the Chief, SAS and the Supervisor, Records Management Unit (RMU), the incumbent's responsibilities will be as follows:

1. Management and maintenance of staff members’ official status files:
• Providing standard and Archives and Records Management Section-specific applications support and applications;
• Editing RMU and SAS web page contents, ensuring correct information is posted;
• Conducting end-user training relating to Staff Administration electronic records keeping system, i.e. Staff critical documents system and UN Archive and Records Management’s electronic record keeping system;
• Maintaining the Section’s paper-base and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation;
• Opening and closing of official status files;
• Receiving new incoming correspondence and updating the staff members’ official status files with the same;
• Overseeing internal records retrieval, loaning through developed and maintained electronic records loaning system in e-room;
• Reviewing official status files for purposes of weeding the in-active files, which should be transferred to the archives;
• Creating and maintaining official status files inventory for easy retrieval and reference purposes;
• Providing relevant technical support of information services.

2. Updating of staff members’ critical documents in the database:
Receiving staff members’ critical documents from Human Resources Assistants, sorting them accordingly and uploading them in the database;

3. Storage and maintenance of archived files:
• Ensuring that files in the archives are stored and maintained according to professional archiving methods and practices for easy access and retrieval;
• Retrieving and availing files to clients upon request;
• Filing incoming correspondence;
• Labelling of the archive shelves;
• Supporting disposition operations on transfer procedures and documentation; analyzing retention schedules and precedents in support of dispositions decisions;

4. Performing other related duties as may be assigned.

Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Demonstrated ability to apply good judgement in the context of assignments given; shows pride in work and in achievements; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise, is willing to learn from others; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Identifies priority activities and assignments and adjust priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed.

Education

Completion of secondary education is required. Supplemental training in information management is desirable.

Work Experience

A minimum of five years of relevant experience is required, of which three should be in records management.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official language will be an advantage.

Assessment Method

Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application if necessary.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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

Documentalist / Information Specialist. OECD, Paris. Open until 8 January 2012

2012-01-05T10:19:00.001-05:00

Documentalist/Information Specialist

(Job Number: 08041)

Description

Documentalist/Information Specialist

TEMPORARY ASSIGNMENT

The OECD Directorate for Legal Affairs (14 legal advisers, 2 documentalists/Information Specialists and 3 Assistants) is seeking an information specialist to work full time on a temporary basis to be part of a small team responsible for documentation management and research. S/He will work under the direct supervision of the Senior Documentalist of the Directorate for Legal Affairs.

Main Responsibilities

Research

• Assist the Documentalists in answering the requests from the legal advisors or from other staff from the organisation as appropriate.

Information management

• Assist the Documentalists in filing the information received and sent and in the maintaining of the Directorate’s paper and electronic files using the ECM software Livelink.

Information transmission

• Assist in the maintenance/development of the Directorate Sharepoint site/pages in order to facilitate information sharing both within the Directorate and across the Organisation.

Administrative tasks

• Assist in the preparation of files, press reviews, summary tables and papers and in other administrative tasks as appropriate.

Candidate’s profile

Academic Background

• A post-secondary level of education in Library Science/Information Management or related subject.

• Some education in legal matters and/or related work experience would be an advantage.

Professional Background

• Two to three years experience in managing large documentation resources preferably dealing with economics and law in an international environment.

Languages

• An excellent command of one of the two official languages of the OECD (English and French) and a good working knowledge of the other.

Key Competencies

• Good analytical sense, meticulousness and an ability to organise information, including in writing, in a clear and efficient manner for the end-user.

• Experience with electronic archiving software.

• Proven ability to use office automation systems and softwares.

• Proven ability to learn new techniques and use new work tools.

• High sense of discretion in dealing with confidential matters.

The appointment may initially be made at the level immediately below if the qualifications and professional experience of the selected applicant correspond to that level; in this case, the duties and responsibilities assigned will be adjusted accordingly.

CONTRACT DURATION: 12 months

What we offer

http://www.oecd.org/document/3/0,3746,en_21571361_45609340_46133955_1_1_1_1,00.html

Programme Officer (Information Management), P-3. OCHA, Geneva. Open until 31 January 2012

2011-12-08T17:45:00.000-05:00

Programme Officer (Information Management), P3
Department/ Office:
Office For The Coordination Of Humanitarian Affairs
Duty Station: GENEVA

Posting Period:
2 December 2011-31 January 2012
Job Opening number:
11-PGM-OCHA-21947-R-GENEVA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) Geneva, Switzerland. The Programme Officer reports to the Chief of the Information Services Section.

Responsibilities

Within delegated authority, the Programme Officer will be responsible for the following duties:

. Participates in the development, implementation and evaluation of assigned programmes/projects in the area of humanitarian information management, etc.; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and proposes corrective actions; liaises with relevant parties; identifies and tracks follow - up actions with an emphasis on standards development.

. Performs consulting assignments in the management of information in disaster preparedness, disaster response and early recovery, in collaboration with the client, by planning facilitating workshops, through other interactive sessions and assisting in developing the action plan the client will use to manage the change.

. Researches, analyzes and presents information gathered from diverse sources, including in the area of natural hazards, social vulnerability and disaster management.

. Assists in policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.

. Undertakes survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identifies problems/issues and prepares conclusions.

. Prepares various written and infographic outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, maps, graphs etc.

. Provides substantive support to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
. Undertakes outreach activities; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.

. Participates in or lead field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc.

. Coordinates activities related to budget and funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepares related documents/reports (pledging, work programme, programme budget, etc.).

. Performs other duties as required.

Competencies

PROFESSIONALISM: knowledge and understanding of theories, concepts and approaches relevant to the management of information in complex emergencies, disaster preparedness, disaster response and early recovery. Knowledge of the use of Geographic Information Systems (GIS) in humanitarian contexts. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two - way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
CREATIVITY: actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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.

Education

Advanced university degree (Master’s degree or equivalent) in Arts, Business Administration, Disaster Management, Emergency Management, Geographic Information Systems, Information Management, Information Systems, Professional Studies, Social Sciences or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in managing information in a disaster management, emergency management, humanitarian crisis, peacekeeping or related context is required. Relevant experience managing information in a conflict or disaster context at the international level is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment Method

Selected eligible candidates will be required to undertake a technical test and complete a case study on the management of information in a natural disaster and complex emergency. Short-listed candidates will then be invited to undertaken a competency based interview.

Special Notice

Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures. For this post the staff member will be required to travel extensively to and within developing countries, often into highly stressful environments (civil strife and/or natural disasters). Deployments, which are often at short notice, can be for up to eight weeks at a time away from the assigned Duty Station. The staff member will be required to periodically register for OCHA’s Emergency Response Roster and be available to deploy with United Nations Disaster Assessment and Coordination (UNDAC) teams if required. Extension of the appointment is subject to the availability of the extra-budgetary funds.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.

Resource and Documentation Centre Officer, AD7. EIGE, Vilnius. Open until 8 January 2012

2011-12-08T17:31:00.000-05:00

Resource & Documentation Centre Officer

The European Institute for Gender Equality (EIGE)[1] is publishing a call for applications with a view to establishing a reserve list for Temporary Agents for the post of Resource & Documentation Centre Officer.

The registration of applications will begin on 25th November 2011 and will close on 8th January 2012 at 23:00 Eastern European Time.

1. The role of the Institute

Based in Vilnius, Lithuania, EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives related to the contribution and strengthening of gender equality promotion.

To achieve its goals, the Institute shall collect and analyse objective, comparable and reliable information at Community level and develop appropriate methodological tools for the integration of gender equality into all Community policies. EIGE shall equally foster the exchange of good practices and dialogue between stakeholders and raise EU citizen awareness of this policy area by providing technical assistance to EU institutions, in particular the European Commission as well as the authorities of the Member States.

In the course of its work to promote and strengthen gender equality EIGE will also strive to eliminate gender discrimination.

2. Job profile and duties

Reporting to the Head of the Operations and working in close collaboration with other colleagues, the jobholder will coordinate the work of the Institute's Resource and Documentation Centre (RDC) and contribute substantially to developing and updating its concept, structure, content and quality assurance system.

The jobholder will be involved in the following tasks and activities:

support a strategy for the collection, analysis, and dissemination of timely gender equality information, legislation, fact sheets, publications and research;
coordinate EIGE’s cooperation with other European resource and documentation centres, with a focus on accessing, sharing and exchanging resources on gender equality themes;
Coordinate the contributions of relevant teams within the Institute in connection with the development and operation of the RDC;
contribute to the establishment of a reliable overview and update of gender equality and gender mainstreaming information in conjunction with reputable gender equality institutions and researchers in the EU, focusing in particular on socio-economic, legal, methodological and political aspects;
contribute to the development and implementation of various gender equality projects, in particular in connection with the electronic European Network on Gender Equality;
on the basis of collected information, initiate and support the development of publications in cooperation with the Institute's gender mainstreaming, research and communications teams, other experts as well as with external contractors;
draft technical specifications for procurement in connection with projects of the RDC in collaboration with EIGE's Procurement Officer and participate in the evaluation and selection of tenders;
contribute to the estimates of the Institute's annual budget allocation to the RDC;
organise and represent the Institute at meetings with organisations and experts involved in data and information management, in particular within the area of gender equality and,
in cooperation with the Institute's stakeholders' team, develop dialogue and relations with non-governmental and equal opportunities organisations, universities and research centres, social partners and other bodies actively seeking to achieve equality at a national and European level as well as in third countries.

3. Qualifications and experience required

3.1 Formal requirements

To be considered eligible for selection, an applicant must, by the closing date of this call:

have a university degree[2] which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or have a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;
have a good command, both spoken and written, of at least two official EU languages;
be a national of a member state of the EU;
enjoy full rights as a citizen;
have fulfilled any obligations imposed by the national laws concerning military service, and
be physically fit to perform duties.[3]

3.2 Selection criteria

Essential:

At least six years professional experience gained after the award of the relevant qualification and at a suitable level corresponding to performance of the duties as defined in Section 2.
A demonstrable background of management of data bases and information centres, preferably within the field of gender equality.
Analytical and planning skills, the ability to set priorities, and an aptitude for achieving significant results.
High level competence in drafting papers and reports in English.
Experience with computer applications for data and information management systems.
Previous exposure to international and/or multicultural/multilingual environment.
Excellent communication, organisation and interpersonal skills.
The capacity to motivate, together with the ability to establish and maintain effective communication with colleagues.
A good command of English, the predominant working language at the Institute.
Evident problem solving and negotiation capabilities.

Advantageous:

Work experience in an EU institution/agency.
Experience of building expert networks particularly in areas related to gender equality.
Evident knowledge in procurement matters, preferably in the context of a documentation/information centre.
Knowledge of EU gender equality policies.

4. Selection procedure and application

The selection procedure includes the following steps:

Only duly completed applications submitted electronically within the deadline will be taken into consideration.
Each duly completed application will be examined with a view to establishing that the candidate meets all eligibility criteria.
Eligible applications will be evaluated by the appointed Selection Committee based on selection criteria defined in this vacancy notice. Depending on the number of applications received, the Selection Committee may apply stricter requirements within the selection criteria noted above.
The best-admissible candidates will be short-listed for interview.
Due to large volume of applications, only candidates selected for the interviews will be contacted.
Interviews will be held in English.
During the interview session, the Selection Committee will examine the candidates' profiles and assess their relevancy for the post in question. On the day of the interview, candidates may also be required to undergo a competency assessment exercise.
On the day of interview candidates will be requested to present , originals and copies of documents detailing citizenship, studies and professional experience, in particular:
a copy of identity card, passport or other official document specifying citizenship;
a copy of diploma certifying a required level of academic qualifications;
documentary evidence of professional experience, clearly indicating starting and finishing dates.
Copies of these documents will be retained by the Institute.

If at any stage of the procedure, it were established that information in the application has been knowingly falsified, the candidate shall be disqualified from the selection process.
Successful candidates will be included in a reserve list which will be valid for 12 months. The validity of this list may be extended. Each candidate will be informed by letter whether or not s/he has been placed on the reserve list. However inclusion of candidates on the reserve list does not guarantee recruitment.
The Director of the Institute will appoint the selected jobholder from the reserve list, taking into account the establishment of a gender balanced and geographically diverse organisation.

The internal proceedings of the Selection Committee are strictly confidential and any contact with its members is strictly forbidden. Soliciting on behalf of a candidate can lead to immediate disqualification.

For applications to be valid, candidates must complete an EIGE application form.

EIGE application form (.doc, 183KB)

It is to be forwarded electronically to eige.hr@eige.europa.eu . The subject title should include the vacancy reference number.

Applicants are requested not to attach any supporting documents at this stage (e.g. copies of ID cards, diplomas, evidence of previous professional experience, etc). Only candidates invited to an interview will be asked to present copies of these documents for verification. Applications will not be returned to candidates but will be kept on the file by the Institute in line with its data protection guidelines.

Please note that the time period between the closing date for the submission of applications and the end of the process to short list candidates for the interview may take several weeks.

Due to the large volume of applications, the Institute regrets that only candidates selected for the interviews will be contacted.

5. Appointment and conditions of employment

The place of employment shall be Vilnius, Lithuania. For reasons related to the Institute’s operational requirements, the chosen candidate will be required to be available at short notice. S/he will be offered a temporary agent's contract under Article 2 (a) of the Conditions of employment of other servants of the European Communities and will be engaged at grade AD 7 subject to a six month probation period. The duration of the initial contract will be five years. The initial contract may be renewed.

The pay of the Community temporary agents consists of the basic remuneration as well as various allowances[4] depending on personal situation of the jobholder. For information, the current gross basic salary of AD 7 (first step) before deductions and the correction coefficient weighting of 72.5% for Lithuania, is €5,568.11. The salary will be paid in the local currency: LTL. All remuneration is subject to a Community tax at source. Deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

6. Independence and declarations of interest

The job holder will be required to enter into a commitment to act independently in the public interest and to make complete declarations of any direct or indirect interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

7. Equal opportunities

EIGE applies a policy of equal opportunities and accepts applications without distinction on any grounds.

8. Appeal procedures

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 of the European Communities and Conditions of Employment of Other Servants of the European Communities, by writing to The Director, European Institute for Gender Equality, Svitrigailos g. 11m, Vilnius, Lithuania LT-03228.

The complaint must be lodged within three months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22nd March 2004 published in the Official Journal of the European Union L 124 of 27th April 2004 – http://europa.eu.int/eur-lex ) starts to run from the time the candidate is notified of the act adversely affecting him/her.

9. Protection of personal data

As the body responsible for organising the competition, the EIGE ensures that applicants’ personal data are processed as required by Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (Official Journal of the European Communities, L 8 of 12 January 2001). This applies in particular to the confidentiality and security of such data.

Personal data shall thus be processed solely for the purpose of the selection procedure.

10. Lithuania and living in Vilnius

A member of the Schengen Area, Lithuania borders Latvia, Belarus, Poland and the Kaliningrad region of Russia. Its western coastline - noted for its fine beaches, dunes and majestic pines - straddles the Baltic Sea. Lithuanian summers are sunny and warm with an average temperature of +17 C. Winter is white and generally cold with average temperatures that hover around – 4 C.

Vilnius is Lithuania's capital with an estimated population of just over half a million citizens. It has impressive Baroque and Gothic architecture as well as one of Europe's largest medieval old towns, a UNESCO World Heritage site since 1994. A university city since the Middle Ages, Vilnius is the centre of the country's politics, business, science, culture and entertainment and it attracts an increasingly varied assortment of local and international events. In addition to hosting a number of international schools, it has a developed infrastructure and ambitious future plans.

Further information is available here - http://www.lithuaniatourism.co.uk/index.php?id=333

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[1] Established by the European Parliament and of the Council Regulation (EC) No 1922/2006 of 20 December 2006 (OJ L 403/9 of 30.12.2006)

[2] Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant Member States authorities will be accepted.

[3] Before recruitment, the applicant will be medically examined for the purposes of Article 12(2) (d) of the Conditions of Employment of Other Servants of the European Communities.

[4] For example: 16% expatriation allowance, household allowance, education allowance, dependant child allowance etc.

Expert International en Gestion des Archives et des Bases de données. Commission Vérité, Justice et Reconciliation (CVJR). Lomé

2011-12-08T13:34:00.000-05:00

TITRE DU POSTE: Expert International en Gestion des Archives et des Bases de données

CONTEXTE
Par décret N° 2009-046/PR du 25 février 2009, le Gouvernement de la République du Togo a établi la Commission Vérité, Justice et Réconciliation (CVJR) dont le but est d’investiguer sur les violations de droits de l’homme survenues au Togo de 1958 à 2005 dans la perspective de la lutte contre l’impunité et du renforcement de la réconciliation nationale. L’article 7 dudit décret donne compétence à la CVJR de faire appel à toutes personnes physiques, ou morales, nationales ou internationales dans le cadre de la réalisation de son mandat, en raison de leur expérience ou de leur expertise et de leurs connaissances sur des questions organisationnelles et de justice transitionnelle.

FONCTIONS ET RESPONSABILITES :
Sous la supervision du président de la Commission, l’expert international en archivage et en gestion de base de données, a les fonctions et responsabilités suivantes :

1) Etablir un plan de gestion intégré des archives de la CVJR mettant en synergie la gestion des documents écrits, sonores, audiovisuels, électroniques, ou de tous autres supports dont pourra disposer la Commission dans la poursuite de son mandat,
2) Elaborer un programme de formation à l’intention d’une équipe d’archivistes qu’il aura sous sa supervision sur la gestion efficace des archives et des bases de données;
3) Coordonner le travail des archivistes juniors qu’il aura sous sa responsabilité,
4) Fournir une assistance technique nécessaire aux activités de numérisation des archives de la Commission ;
5) S’assurer que les bureaux de terrain parviennent à utiliser, au même titre que le siège central de la Commission, des techniques et outils de classement et d’archivages modernes,
6) Organiser des séminaires et/ou des ateliers à l’intention des membres de la Commission et du personnel administratif sur la gestion des archives et sur l’utilisation des bases de données numériques.
7) Faire toutes recommandations ou propositions jugées utiles en vue de la préservation de la mémoire institutionnelle de la CVJR.

QUALIFICATIONS ET EXPERIENCES :

Formation / Expérience professionnelle :
1) Diplôme de 3e Cycle en archivage, en bibliothéconomie, en informatique ou dans une discipline connexe avec au moins 4 ans d’expérience professionnelle à un très haut niveau de responsabilité, si possible dans une Commission Vérité et Réconciliation ou auprès d’une juridiction internationale.
2) Un diplôme de 2nd Cycle dans les mêmes champs disciplinaires avec 7 ans d’expérience pourrait être accepté.
3) Bonne connaissance des logiciels de base (Word, Excel, Power Point) et d’autres logiciels pertinents en gestion des archives et en administration de base de données.

Compétences
1) Capacité à concevoir des programmes de formation en gestion des archives et en bases de données avec possibilité d’en assurer le suivi,
2) Facilité de communiquer et à transmettre des savoirs.
3) Leadership : le (la) candidat (e) devra être disposé (e) à coordonner une équipe d’archivistes juniors recrutés sur le terrain.
4) Capacité à gérer des informations confidentielles
5) Capacité à travailler dans une équipe pluridisciplinaire

Connaissances linguistiques :
Bonne maitrise du français parlé et écrit, l’anglais serait un atout

LIEU ET DUREE DE L’ENGAGEMENT :

Le poste est basé à Lomé. Le candidat retenu fera 3 missions de 2 semaines, soit au total 6 semaines.

MODE DE CANDIDATURE :

Le dossier complet est à déposer ou envoyer sous pli fermé avec la mention ci-après : Poste d’Expert international en Gestion des Archives et des Bases de données/CVJR, à l’adresse suivante :
Monsieur le Président de la CVJR
S/C Programme des Nations Unies pour
le Développement (PNUD)
40, Avenue des Nations Unies
BP 911
Lomé -TOGO

Date limite de dépôt des candidatures :……2010. Seuls les candidats présélectionnés après examen de dossiers seront contactés et soumis à un entretien individuel devant une instance ad hoc de la CVJR, avant tout recrutement.

Pour toute information complémentaire sur la CVJR, consultez le site web de l’institution à l’adresse suivante : www.cvjr.org

Chief Archivist, P-5. International Residual Mechanism for Criminal Tribunals (IRMCT), The Hague. Open until 5 January 2012

2011-12-08T13:10:00.000-05:00

Chief Archivist, P5
Department/ Office:
Office Of Legal Affairs
Duty Station: THE HAGUE

Posting Period:
6 December 2011-5 January 2012
Job Opening number:
11-IMA-OFFICE OF LEGAL AFFAIRS-21904-R-THE HAGUE

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Archives and Records Management Section, Registry, the International Residual Mechanism for Criminal Tribunals.

The International Residual Mechanism for Criminal Tribunals (“the Mechanism") was established by Security Council resolution 1966 (2010) to carry out a number of essential functions of the International Tribunal for the former Yugoslavia and the International Criminal Tribunal for Rwanda after the closure of the Tribunals. The Mechanism will have two branches, in Arusha and in The Hague. This position is located in the Hague.

Responsibilities

Under the guidance of the Registrar, the incumbent will be responsible for the overall management of the Archives and Records Management Section (“ARMS”) and the International Criminal Tribunal Archives (“ICT Archives”). Establish and oversee the implementation of policies for the management of the ICT Archives in accordance with established archival standards and practices. Establish and oversee the implementation of policies for the management of records of the Mechanism. Provide overall management responsibility for the functioning of ARMS at both Branches and the provision of archival and record-keeping services to the Mechanism. Manage, supervise and lead the archives and records team at the Hague Branch. Provide authoritative policy advice concerning the management of and provision of access to the ICT Archives, record-keeping systems and information management. Provide advice and assist in the formulation of the Mechanism’s strategic vision for the ICT Archives and management of the implement of overall strategies. Participate in the development and implementation of public information and outreach strategies regarding the ICT Archives. Serve as an effective spokesperson for and representative of the ICT Archives. Perform other duties as assigned.

Competencies

Professionalism – Ability to provide seasoned advice on record keeping and archival systems in a diverse universe of information needs and functions. Intellectual leadership and ability to integrate knowledge with the Organization’s broader strategic, policy and operational objectives. Ability to advise senior management on record keeping and archival systems development and related matters of significant importance to the Organization. Conceptual and strategic analytical capacity for relating record keeping and archival systems to the business process. Ability to analyse and evaluate critical systems matters; make recommendations for improving processes and approaches. Strong negotiating and presentational skills to make the case for a trustworthy record keeping and archival system and to bring others to reach agreement on difficult issues. 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.

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.

Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Leadership – Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Vision – Identifies strategic issues, opportunities and risks; clearly communicates links between the Organisations’ strategy and the work units’ goals; generates and communicates broad and compelling organisational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities.

Education

Advanced university degree in Information Management, Archival Science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

Minimum of 10 years of progressively responsible experience in records management and archival functions. Experience in established standards for arrangement and description of archival records, management and preservation of digital records, and management of strict security regime is mandatory. Experience with international tribunals or national courts is highly desirable.

Languages

English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Working knowledge of French is highly desirable.

Assessment Method

There will be a technical test and competency-based interview.

Special Notice

THIS POST IS SUBJECT TO APPROVAL BY THE GENERAL ASSEMBLY
APPOINTMENT TO THIS POST MAY BE LIMITED TO SERVICE WITH THE INTERNATIONAL RESIDUAL MECHANISM FOR CRIMINAL TRIBUNALS.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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

Archivist (Reference). UNHCR, Geneva. Open until 3 January 2012

2011-11-29T20:07:00.000-05:00

Job Title:
Archivist (Reference)

Job ID:
6871
Location:
Geneva, Switzerland
Department:
DER RECORDS ARCHIVES SECTION
APA Location:
Geneva, Switzerland

Salary Grade: P3
Hardship Level: H
Family Type Location: Family

Eligible Applicants
UNHCR staff members who meet the eligibility criteria in accordance with the Policy and Procedures on Assignments may apply for this position. In addition, for positions at the P-2 and P-3 levels, candidates who have been accepted on the UNHCR International Professional Roster may express their interest by submitting an application.
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the Policy and Procedures on Assignments (IOM/FOM/33/2010 refers).
Duties and Qualifications
Archivist (Reference)

ORGANIZATIONAL CONTEXT
The Archives of the United Nations High Commissioner for Refugees exists to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, the scholarly community, and the general public. Established in 1996, the UNHCR Archives includes material from more than half a century of field operations around the world as well as material from headquarters, predecessor agencies and from individual donors. It occupies about 10 kilometres of shelving space on two basement floors in Geneva's headquarters. Electronic archives, comprising some 8 million documents, are stored and managed in a document management system accessible to authorized staff through Internet.

The UNHCR Archives is committed to promoting the knowledge of UNHCR history, and to making research materials available not only to internal users, but also to external users while balancing researchers' need for access with the needs for confidentiality of persons and institutions whose activities are reflected in the records.

Under the supervision of the Senior Archivist, the Archivist (Reference) is responsible for the appraisal, accession, preservation, arrangement and description of UNHCR archives, the reference services for both staffers and external researchers and the promotion of the Archives contents.

The incumbent of this position supervises one general services staff member and coordinates archival projects with partners, interns and volunteers.

FUNCTIONAL STATEMENT STATEMENT
Accountability
UNHCR documentary evidence of past activities and decisions is preserved, protected, and made available to UNHCR and its global workforce and to external stakeholders.

Responsibility

- Adapt international standards and best practices to UNHCR Archives.
- Appraise UNHCR permanent records and ensure that they are transferred to the corporate Archives at Headquarters for custody.
- Ensure proper preservation of archival materials in all type of formats.
- Arrange and describe UNHCR Archival materials.
- Provide internal and external researchers with access to UNHCR archival records.
- Promote the knowledge and use of UNHCR Archives, internally and externally.
- Collaborate with other services in the Division of External Relations, in the development and organization of outreach activities.
- Liaise with other Divisions, stakeholders and information providers (i.e. Refworld) for a consolidated access and preservation approach for UNHCR archival records.
- Be UNOG Library Focal Point.
- Develop content for learning programmes for internal researchers related to archives.
- Advise on UNHCR's access policy.
- Work closely with the Archivist (Records Management) for a coordinated, systematic management of semi-active and inactive paper and electronic records, including implementation of records schedules.

Authority
- Develop and implement strategies, policies, procedures and guidelines for archives.
- Develop content for learning programmes related to archives management.
- Implement records disposition and destruction schedules.
- Advise on the appraisal of UNHCR permanent records.
- Provide access to UNHCR records to internal and external researchers.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
Education:
Advanced university degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.

Experience: At least six years of experience in progressively responsible functions in relation to Archives. Of the six years, minimum of three years of experience should be in an international environment in the same functional area directly relevant to the current position.

Skills:
- Knowledge of archival principles, functions, techniques, methods, and standards.
- Experience in arrangement and description, appraisal, disposition and preservation of records in all types of media (e.g. electronic records, films and videos, photos and traditional paper files.
- Experience in organizing outreach activities.
- Experience in archives reference and consultation services.
- Familiarity with current trends in archival research.
- Knowledge of moderns trends on long term preservation on all types of media.

Languages: Excellent knowledge of English (written/oral/comprehension).

DESIRABLE QUALIFICATIONS & COMPETENCIES:
- Working knowledge of French and/or other UN languages.

- Knowledge of records management principles.

- Knowledge of enterprise content management suites.

- Familiarity with audio-visual archives.

- Experience with digitalization projects.

Position Competencies
C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing Level 3

Operational Context
Experience in Historical Archives: the incumbent is expected to have experience in accession, arrangement and description, reference services and outreach activities. Although he/she is not expected to be a preservation or conservation specialist, the incumbent should have a general knowledge on preservation issues and conditions for different types of archival medial e.g. paper, audio-visual, graphic materials, digital records. Understanding of the challenges of digital archives and its preservation is also important.

Records Management: the incumbent should be familiar with the management of records during their complete life cycle, from creation, capture and management in records management, appraisal, destruction, accession, preservation and access. The incumbent will be expected to participate in users support.

Multi-task and capacity to organize and prioritize archival work: the post requires a person with a capacity to prioritize and multi-task, and be able to find the right balance between the different activities to be performed: outreach activities, replying to concurrent information requests, arrangement and description projects, training, and covering work of the other Archivists.

Project Management: The incumbent is expected to manage projects with volunteers, consultants, interns, and partners (i.e. researchers, units).

Training and Communication Skills: The incumbent is expected to present projects, train researchers, and promote the Archives in formal and informal ways. The incumbent would train colleagues, researchers and support staff.

Field work: The incumbent should be ready to participate in appraisal missions alone, and be ready to work in warehouses, containers, and rooms full of paper files in any country in the world.

Team work: the incumbent will be part of a team of four archivists, each one with its own specific area of expertise but at the same time very closely interlinked. The incumbent is expected to be ready to share, discuss, train and learn with the colleagues in the search for solutions adapted to UNHCR needs.

Closing Date
Please note that the closing date for Addendum 1 to the September 2011 Compendium is Monday 12 December 2011 for internal vacancies and Tuesday 3 January 2012 for external vacancies (closing date Geneva midnight).

Associate Information Management Officer, P-2. UN Secretariat, ARMS. Open until 25 November 2011

2011-11-21T11:25:00.000-05:00

TEMPORARY VACANCY ANNOUNCEMENT

TVA Grade Level P2

Functional Title
Associate Information Management Officer

Department/Office/Division
DM / OCSS / FCSD / ARMS

Occupational Group (See list on last page)
Information Management

Open to
(Current Grade of Applicant)
P/2 - P/3

Deadline
(DD/MM/YYYY)
25 November, 2011

Service/Section: Archives Records Mgmt Section (ARMS)

Estimated Start Date: 01/12/2011

Duty Station: New York Possibility of Extension? YES NO
Duration: up to 30 June 2012 Open to External Candidates? YES NO

DUTIES AND RESPONSIBILITIES
This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of the Chief, Archives Unit, the Associate Information Management Officer is responsible for the management of projects to describe, digitize and preserve the United Nations archival records according to international standards. The incumbent conducts in particular reference functions by advising internal and external users about archival holdings, and manage declassification projects in compliance with UN policies and practices. He/She maintains
communication with other information and records managers and provides services on archival related issues to all departments.
He/She manages declassification metadata in the Section’s electronic recordkeeping system (TRIM). He/She makes recommendations for enhancement of ARMS website and participates in the maintenance and update of the archives portion of ARMS website. He/She performs other related duties, as required.

COMPETENCIES
• Professionalism – Domains of professional knowledge include the following: the nature of archives, records and recordkeeping; appraisal, arrangement and description of archival records; maintenance and disposition of records, preservation.
Demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and
assessing issues, formulating options and making conclusions and recommendations.
• Planning and Organising – Ability to establish priorities and to plan, coordinate and monitor own work plan and those
under his/her supervision.
• Technological Awareness – In-depth knowledge and experience of relevant technology and its application to archives and recordkeeping.
• Communication – Demonstrable ability to write in a clear and concise manner and to communicate effectively orally.
Ability to prepare reports, formulating positions on issues, articulating options concisely conveying maximum necessary
information, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups.
• Teamwork – Demonstrated interpersonal skills and ability to establish and maintain effective working relations

QUALIFICATIONS
Experience: At least five years of progressively responsible professional experience in modern archives, recordkeeping and/or information management functions. Experience at the international level preferred.
Education: Advanced university degree (Masters Degree) with a specialization in archival or information science, information
systems, social science (history or international relations, esp. in the post-World War II period) or a related field. A first level
university degree with a combination of relevant academic qualifications and experience may be accepted in lieu of the advanced university degree.
Languages: English and French are the working languages of the United Nations Secretariat. For this post, fluency in spoken and
written English is required. Knowledge of a second official UN language is an advantage.
Other Skills: Specialization in the application of information technology to archives and records management.

DOCUMENTS REQUIRED:
Cover Letter
PHP
Signed PAS Periods: 2009-10 - 2010-11
Others:

ALL SUBMISSIONS TO BE SENT TO:
Contact Name: Eriko Takahashi Email Address: takahashi@un.org
Copy (cc): Paola Casini Email Address: casinip@un.org

Please choose from this list of Occupational groups:
Administration
Civil Affairs
Civilian Police
Conference Services
Drug Control and Crime Prevention
Economic Affairs
Electoral Affairs
Engineering
Finance
Human Resources
Human Rights
Humanitarian Affairs
Information Management
Information Systems and Technology
Internship
Jurists
Legal Affairs
Logistics
Management and Programme Analysis
Medical
Ombudsman
Political Affairs
Population Affairs
Procurement
Production Service and Transport Work
Programme Management
Public Administration
Public Information
Science and Technology
Security
Social Affairs
Social Sciences
Statistics

Note:
While this temporary assignment will provide the successful applicant with an ideal opportunity to gain new work
experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Internal candidates for this purpose is defined as staff members currently serving under 100 series appointment who have
been recruited after a competitive examination under staff rule 104.15 or after the advice of a Secretariat joint body under
staff rule 104.14. External applicants may be considered when it is not possible to identify suitable internal candidates of
the same department/office.
Please note that external candidates are generally not entitled to be appointed at the advertised level of this temporary
vacancy and will therefore be graded in accordance with the current recruitment guidelines. This means that the grade
may be at a lower level than that of the advertised level of the post.
For information on the provisions for special post allowance, please refer to ST/AI/1999/17.

Information Management Officer (Training), P-3. DSS, New York. Open until 1 January 2012

2011-11-11T17:12:00.000-05:00

Job Title:
INFORMATION MANAGEMENT OFFICER (TRAINING), P3
Department/ Office:
CRISIS MANAGEMENT
Duty Station: NEW YORK

Posting Period:
2 November 2011-1 January 2012
Job Opening number:
11-IST-DSS FSS CM-21399-R-NEW YORK (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Information Management Section(IMS), Field Support Service (FSS) of the Department of Safety and Security. The incumbent reports to the Information Management Officer.

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:
• Provides advisory services on knowledge and information management practices for training actors at headquarters and in the field, including needs and business process analysis; information management policies and procedures, with an emphasis on technological applications, incl. learning management systems and e-learning delivery platforms; and records preservation and disposition, including through the UNDSS records Management System (TRIM) and Learning Management System (Moodle);
• Researches, analyses and evaluates new applications of information technology to learning and training, training records management, and knowledge management, including virtual Communities of Practice, and makes recommendations for their deployment.
• Participates in record-keeping and training data management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of data management application improvements and new systems; provides user support.
• Develops detailed system and other functional specifications and standards from the knowledge and information management perspective and user documentation for new systems, including virtual communities of practice, e-learning and learning management systems.
• Develops training materials and user manuals; trains staff in use of, deployment and maintenance of knowledge and information management systems for security training.
• Evaluates adequacy of existing knowledge management and reference tools for security training.
• Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Department.
• Collaborates with DSS teams and Headquarters training focal points to ensure that knowledge and information management tools and web presences are regularly used, contain relevant, updated and accurate data and information on peacekeeping training.
• Participates in developing client outreach strategies for headquarters and the field and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
• Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
• Performs other related duties, as required.

Competencies

•Professionalism: Knowledge of information and knowledge management, record keeping and record disposition, in particular as it relates to training. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•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.
•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.

Education

Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in information and/or knowledge management or related area. Experience in including the design, roll out or maintenance of learning management systems and/or training is highly desirable. Prior experience in the United Nations, preferably in a UN field mission, is highly desirable.

Languages

English and French are the two working languages of the United Nations. For this post, English is required. Knowledge of French is highly desirable, and knowledge of another UN language is an asset.

Assessment Method

As part of the evaluation of your application for this position, you may be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Archivist/Records Manager, AST3. European University Institute, Florence. Open until 5 December 2011

2011-11-11T17:00:00.000-05:00

Florence, 2/11/2011

VACANCY NOTICE IUE/6/2011
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS

Nature of post: 1 temporary post - grade AST3 – Archivist/ Records Manager
Unit to which post is attached: Historical Archives of the European Union

Duration of contract: four years, renewable initially for a fixed period of up to two years. Any further renewal will be for an indefinite period.

Description of duties: The staff member, under the supervision of the Director of the Historical Archives, will be in charge of receiving, arranging, describing, indexing and publishing on the web European institutional archives, and will perform reference service at
the Archives desk. In addition to these duties the employee will be required to manage the records management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department, a classification scheme, retention schedule and management tools for current and intermediate archives; providing archiving support to other EUI units;
- Selecting, filing and describing the current and intermediate EUI archives, in both electronic and paper format;
- Developing and monitoring the evaluation and preservation protocols for ensuring that historically valuable documentation will continue to be available in the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need to be converted to EDMS (Electronic Document Management System).
- Providing support to IT specialists
* in preparing a comprehensive digital and recordkeeping strategic plan for ensuring the long-term viability, security and accessibility of the EUI’s digital information in compliance with RAME procedures and internationally-recognized archival principles;
* in assessing and monitoring an EDMS.

A. Eligibility criteria
• Being a national of the European Union, or a national of third countries having acquired the status of long term resident on the basis of the EU Directive 2003/109/EC;
• Post–secondary education attested by a diploma, or secondary education attested by a diploma and appropriate professional experience of at least three years;
• Good knowledge of two languages of the European Union.

B. Selection criteria
Essential:
• Knowledge of records management, attested by a diploma, or equivalent professional experience;
• Experience in the use and implementation of Electronic Document Management Systems (Documentum, LiveLink, SharePoint, Alfresco, etc.);
• Knowledge of international standards for archival description (ISAD and ISAAR);
• Good knowledge of English;
• Ability to work as part of a multinational team in an international environment.

Desirable:
• Work experience in a university or research environment;
• Knowledge of additional languages of the European Union, particularly French.

Selection process:
Candidates shortlisted by the Selection Board will be invited for
• a language test
• a computing test
• an interview, enabling assessment of the candidate’s ability to carry out the tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.

The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,900. In addition, when conditions as laid down by the Statutes are applicable, there are family allowances - household allowance,
dependent child allowance, education allowance – and expatriation allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the Member States of the European Union charged with research and postgraduate training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. The Institute is not an EU Institution, but an intergovernmental organization,
funded directly by signatory states, partly by the European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/6/2011 online application form.
Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the reserve list will be published on the EUI Web site. By submitting their application, candidates acknowledge and give their explicit consent to this procedure, according to the Data
protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 05/12/2011

(signed)
Pasquale FERRARA

Senior Information Management Assistant, G-7. UNICEF, New York. Open until 21 November 2011

2011-11-07T22:13:00.000-05:00

Senior Information Management Assistant (OPSCEN), EMOPS, G-7, New York

Vacancy No: E-VN-2011-001944
Duty Station: New York
Country: United States of America
Region: NY HQ Job Level: G-7
Position#: 00071795
Application Close: 21-Nov-11
Contract Type: Long-term Staff (FT)

Purpose of the Position
UNICEF's Emergency Operations Centre (OPSCEN) provides 24/7 global information and communications services to support UNICEF staff around the world. OPSCEN relies upon well-organised information management (IM) systems to maximize its efficiency and effectiveness. A key component of OPSCEN's IM strategy is "COSMOS", an information management system that unifies diverse data sources, using Microsoft SharePoint application. COSMOS is currently in development and, in 2012, it will form the foundation for OPSCEN's IM processes.

Under the supervision of the OPSCEN Deputy Manager, and in collaboration with all OPSCEN team members, the OPSCEN Senior IM Assistant will be responsible for developing, streamlining and maintaining OPSCEN's information management system with a focus on maximising the features of COSMOS.

MINIMUM ELIGIBILITY REQUIREMENTS:
- NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT

Key Expected Results
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and tasks.

1. OPSCEN daily operations are supported by information management policies, procedures, processes and systems.
- Develops standard operating procedures (SOPs) to support good IM practices, with a focus on standardised protocols for labeling, filing and archiving documents and e-mails.
- Provides ongoing trainings and briefings to OPSCEN team members to build IM capacity and to support adherence to OPSCEN IM SOPs.
- Carries out ongoing checking of labeling, filing and archiving actions carried out by OPSCEN team members to ensure quality control and adherence to IM SOPs.

2. OPSCEN's information management system, COSMOS, is developed, updated and maintained.
- Ensures ongoing uploading of data to COSMOS databases.
- Generates weekly and monthly statistical reports to calculate number and types of operation carried out in COSMOS.
- In collaboration with OPSCEN team members, develops COSMOS through SharePoint's customisable "out-of-the-box" features.

3. OPSCEN's intranet site is developed, updated and maintained.
- In collaboration with OPSCEN Deputy Manager and OPSCEN team members, develops OPSCEN's intranet site.
- Upon request of the OPSCEN Deputy Manager, uploads new content to OPSCEN's intranet site.
- Provides ongoing review of site to identify bugs and/or errors and implements corrective actions in a timely fashion.

4. OPSCEN's database of key UNICEF staff is maintained and updated on a daily basis.
- Maintains contact database with accurate and up-to-date contact information for approximately 3,000 key UNICEF staff around the world.
- Tracks staff movements (R&R, leave, mission, deployment, change of duty station, retirement, etc.) and updates contact database accordingly.
- Produces monthly statistical reports to calculate number and types of database operation carried out in COSMOS.

5. OPSCEN has on file up-to-date emergency contact lists for all UNICEF offices, with special focus on countries with highest security levels.
- Develops and implements system for ensuring the filing of up-to-date emergency contact lists for all UNICEF offices, with a focus on maintaining the most recent records for countries with highest security levels.
- Ensures tracking of emergency contact list expiration dates, and follows up with offices for which emergency contact lists are soon to expire.
- Files emergency contact lists according to OPSCEN IM SOPs, cross-references key staff with contact database and updates accordingly.
- Produces monthly reports concerning status of emergency contacts lists, with particular attention paid to countries with highest security levels and those for which lists are about to expire or have expired.

6. OPSCEN's e-mail distribution lists are maintained and updated to ensure correct targeting of OPSCEN's information products.
- Reviews on an ongoing basis the contents of OPSCEN's distribution lists and updates, as appropriate.
- Upon request of OPSCEN Deputy Manager, and in consultation with EMOPS Humanitarian Field Support Section, creates new distribution lists for specific emergencies.

7. Maps displaying UNICEF staff and premises with emergency- or security-related overlays are produced in a timely fashion
- Maintains database of GPS coordinates of all UNICEF offices and guesthouses and, where appropriate, private staff residences.
- Creates accurate and timely maps, displaying locations of offices, current locations of staff and other security- or emergency-related data, as appropriate.

8. Data regarding security/conflict, politics/international relations and environmental/ meteorological trends are synthesised into timely and informative reports.
- In collaboration with other OPSCEN team members, reviews existing sources regarding security/conflict, politics/international relations and environmental/meteorological trends.
- Develops distribution lists containing contact information concerning UNICEF colleagues with specific regional and thematic information needs .
- Regularly reviews key data sources, consolidates updates into regional and thematic reports and distributes to appropriate distribution lists.

9. Effective working relations are maintained with other agencies engaged in security- and emergency-related information management
- Liaises with UN Secretariat, UNDSS, UNOCHA and other UN agencies for purposes of data sharing (e.g. GPS coordinates, security level data, etc.)
- Participates in interagency emergency- and security-related IM coordination meetings.

10. Any other assigned information management, administrative and back-up responsibilities are carried out.

Qualifications of Successful Candidate
- Completion of Secondary School; University level courses in information management, information technology or any other related field of discipline relevant to the job an asset.
- Seven years of relevant work experience with both national and International work experience in administration, information management, information technology and geographic information systems .
- Fluency in English required; fluency in another UN language desirable.

Competencies of Successful Candidate
- Communicates effectively to varied audiences, including during formal public speaking.
- Able to work effectively in a multi-cultural environment.
- Sets high standards for quality of work and consistently achieves project goals.
- Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
- Demonstrates and shares detailed technical knowledge and expertise.
- Sets clearly defined objectives and plans activities for self, own team or department.
- Ensures that team or department follows relevant company policies and procedures.

Remarks
Post advertisement has been extended due to a change in the minimum requirements of the position - the UN ASAT examination is not a mandatory requirement for this position.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Information Management Assistant, G-4 (archives). ISDR, Geneva. Open until 16 November 2011

2011-11-07T21:50:00.000-05:00

Information management assistant (archives), G-4

Only candidates under serious consideration will be contacted.
UNISDR does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of UNISDR and requesting the payment of a fee, please immediately contact isdr@un.org When applying for a UNISDR vacancy by e-mail, please apply only through this site.

--------------------------------------------------------------------------------

Location: Geneva

Close date: 16 Nov 2011

Job description
Post Number: 519027

United Nations Core Values: Integrity, Professionalism, Respect for Diversity.

Summary of Main Duties

This post is located in Information Management Unit, of the United Nations International Strategy for Disaster Risk Reduction secretariat (UNISDR). Under the supervision of the Senior Coordinator and in collaboration with the UNISDR Librarian and PreventionWeb Managing Editor, the incumbent will shoulder the following responsibilities:

- Assist the Information Management Unit in the development of the UNISDR Archives according to standards, practices and procedures including: review of existing files, validating content for quality control, scanning relevant content to produce PDF files, preparing titles and abstracts for archived content, adding other metadata to content, posting of all content to the archival database.
- Liaison with relevant UNISDR staff to determine relevance of information to archive
- Assist in drafting an Archival procedures manual
- Update relevant information on the UNISDR intranet
- Support organization of meetings, including preparations of agenda, attendance lists, invitations, arrangement of venues and accommodation, taking minutes and other related activities.

Core Competencies

Professionalism

- Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Communication

- Speaks and writes clearly and effectively

Planning and Organizing

- Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments, adjusts priorities as required.

Qualifications and Experience

- Completion of secondary school or its equivalent commercial school.
- At least four years of progressively responsible experience in the field of information management and/or administrative services in disaster risk reduction, humanitarian affairs or related fields, of which preferably two within the United Nations.
- Knowledge of the United Nations system, staff rules and regulations, as well as administrative policies an advantage.
- Knowledge of automated information systems as applied to information networks.
- Experience in using scanning equipment is desirable.

Knowledge of Languages

- Fluency in oral and written English.
- Knowledge of spoken and written French or Spanish desirable.

How to apply
Applicants are requested to transmit their Personal History Profile, letter of motivation (and two latest PAS reports for UN staff) by email to isdr.vacancies@un.org

Contract type
Duration: 4 months
Additional information available here:
http://www.unisdr.org/who-we-are/vacancies

Information Management Officer, P-3. OCHA, Geneva. Open until 27 December 2011

2011-10-31T10:17:00.000-04:00

Job Title:
INFORMATION MANAGEMENT OFFICER, P3
Department/ Office:
OFFICE OF THE EMERGENCY RELIEF COORDINATOR - GVAO
Duty Station: GENEVA

Posting Period:
28 October 2011-27 December 2011
Job Opening number:
11-IMA-OCHA GVAO-21172-R-GENEVA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Advocacy and Visual Media Unit, Office for the Coordination of Humanitarian Affairs (OCHA), Geneva, Switzerland. The Programme Officer reports to the Head of Advocacy and Visual Media Unit, or designate.

Responsibilities

Within the limits of delegated authority, the incumbent will discharge the following functions: Manage information to support OCHA and the UN system, as well as partner organizations, prevent, mitigate, manage, and recover from humanitarian disasters and emergencies. Determine the primary data and information elements that are required internally and externally to support humanitarian decision-making. Support strategic and operational decision making by processing and analyzing data and information and presenting it in the format most useful for analysis (e.g. reports, maps). Develop a client-oriented approach with all relevant stakeholders to help identify their priority information requirements. Design and implement a dissemination plan for all information products produced by OCHA (e.g. situation reports, data, maps). Provide training to OCHA staff on OCHA’s information systems and standards. Undertake data preparedness activities in support of OCHA’s response preparedness and contingency planning efforts. Establish and maintain an information network to facilitate humanitarian information exchange and the promotion of data and information sharing protocols, in particular those developed and endorsed by the Inter-Agency Standing Committee. If necessary, oversee technical staff in the development of databases and other applications to support the collection and processing of context specific data (e.g.: affected population, displaced populations, demographic and vulnerability data, results of common rapid needs assessment etc.). Support the advocacy, communication and reporting functions of the office through the collection, processing, storage and retrieval of documents, including images, of emergencies and vulnerability, as well as relief operations. In collaboration with the Information Services Section and Advocacy and Visual Media Unit, apply global information management standards, policies and procedures to guide related activities within the OCHA Office. Any other duties as may be requested by the Head of AVMU.

Competencies

PROFESSIONALISM: Knowledge of the use of information management in humanitarian emergency, crisis management or disaster management contexts; ability to analyze and articulate the information management requirements of complex situations requiring a coordinated response between disparate actors; demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters); and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communications; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

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.

PLANNING AND ORGANIZING: identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; and uses time efficiently.

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; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff.

Education

An advanced university degree (Master's degree or equivalent) in Business Administration (Information Management), Disaster and Emergency Management, Geographic Information Systems, Information Management, Statistics, or Social Sciences, or related area. A first level university degree (Bachelor's degree or equivalent) combined with qualifying relevant professional experience (at least seven years) may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible professional experience in managing information in a crisis management, disaster management, emergency management, humanitarian emergency or recovery context. Relevant international field experience in any of these areas is desirable. Qualifications and/or certification in the following applications are desirable: MS Access, MS Excel, ArcGIS, Adobe Creative Suit, or similar applications.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of Arabic, French, or Spanish is desirable.

Assessment Method

Competency based interview. Technical test may be required.

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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

Content Archivist. Aramco, Dhahran.

2011-10-31T10:08:00.000-04:00

Req Number 70027200
Job Title Content Archivist
Admin Area Saudi Aramco Affairs
Business LineIndustrial Relations
AOC Job Category King Abdulaziz Centre
Position Description The King Abdulaziz Center for World Culture, housed in an iconic building, is a fully integrated institution of lifelong learning, inspiration and cross-cultural engagement. The Center is a Saudi Armco initiative, and it will contain temporary exhibits, feature walls, catering facilities, a library, a museum, and the Children‘s Discovery Zone, with its own oasis garden and play area.
In a public building of this nature, the visitor experience is everything. Saudi Aramco has taken great pride in demanding the very best

The Content Archivist will oversee the development of the Archives and Special Collections. Reporting to the Chief Archivist, the archivist responsibilities includes the acquisition, arrangement, preservation, maintenance, exhibition and interpretation of collections. The candidate will be in charge of developing educationally outreach programs and provide assistance with the implementation of policies and procedures. The candidate will be responsible for the encoding of archival finding aids, creating MARC records by using the library integrated system and developing the content for the website, blog and online subject guides.
Minimum RequirementsA Master’s degree in Library Science, archival studies or Master of Art with at least 5 years of experience in archives management is required.
Demonstrated knowledge of archival cataloguing and record management theory and practice. Familiarity with data structure standards relevant to the control of archival collections (e.g. EAD, Dublin Core, ISAD G, MARC 21).
Awareness of library and archives automated information management systems.
Excellent communication skills
Duties & ResponsibilitiesClassifying, cataloging and managing physical collections.
Crafting a process for effective archiving and management of material onto the Archiving Management
System
Liaising with senior managers to assess, transfer and manage existing historical paper records and other archival material from departments within the company
Manage existing temporary storage to ensure smooth transition to the archive in the Center
Working with the Information Technology coordinators to review the specifications of the Archiving Management Systems and metadata schemas
Liaise with other Components at the Center (Museum, Library, etc...) to ensure full integration of the functions, systems and services
Developing content for the Archives Gallery
About UsSaudi Aramco’s Industrial Relations (IR) Business line is dedicated to building, maintaining and enhancing the relationships the Company develops with people and institutions inside the Kingdom and around the world. It is through the IR business line that the Company cares for the health, wellbeing and security of its employees and their families, maintains the high quality of life found in Company communities, operates the school system for the children of expatriate employees, and communicates with various audiences through a variety of media, including print publications, events, films and websites. Saudi Aramco operates one of the largest and most successful industrial and professional training programs on the planet to ensure that its employees are provided with the training they need to meet emerging challenges. The Company’s wide-ranging corporate citizenship activities, which focus on the areas of environmental protection, knowledge, community and the economy, are also the responsibility of the IR business line.
Auto req ID4156BR

Application Instructions:
Apply: russell.ross@aramcoservices.com

Contact Name: Russell Ross
Contact Tel: 713-432-4797
Contact Fax:
Contact Email: russell.ross@aramcoservices.com
Website: http://www.aramco.jobs
Address: 9009 West Loop South, MS-112, Houston, TX

Senior Information Resources & Services Assistant (Records & Archives). ADB, Manila. Open until 27 October 2011

2011-10-17T11:56:00.000-04:00

Senior Information Resources & Services Assistant (Records & Archives)

Facilities and Asset Management Division, Office of Administrative Services

Closing date: 27 Oct 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:
To assist the Records and Archives section of the Information Resources and Services Unit in the management of ADB's records in electronic and paper formats and filing system, as well as in providing training and advice to various departments/offices in ADB headquarters (HQ) and resident missions/representative offices (RMs/ROs) primarily on electronic records and documents management.
Expected Outcomes:
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluate the results of these tests and report the findings to facilitate needed improvements in the system.

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

Advisory and Training

Advises concerned staff in departments/offices in ADB HQ, Board offices and RMs/ROs on various aspects of records management. Provides inputs in developing policies and procedures for ERMS users. Orients and guides staff on various aspects of managing paper and electronic records. Prepares and updates course materials for training programs, including eLearning materials.

Recommends improvements in file maintenance procedures, proposes revisions and other updates to the records management and maintenance manual and subject classification guide. Updates and maintains records database/s.

Trains service providers on document preparation, appraisal and proper disposition of records.

Records Management Audit

Participates in records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

Others

Performs other duties as may be assigned and reflected in the incumbent's work plan.

Educational Requirements:
Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience And Other Requirements:
Work experience
At least 5 years overall experience in library, records and/or information management
Technical knowledge

Sound working knowledge and understanding of ADB's records management system, policies and procedures
Sound working knowledge of digital imaging and electronic documents conversion processes
Sound working knowledge of ADB's ISO 14001/EHSMS 18001 best practices particularly on records management
Proficient in ADB standard software programs and information technologies

People and leadership skills

Able to liaise and work effectively with staff within own work location
Able to work collaboratively with teams as a constructive team member
Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
Deals with routine queries and correspondence in accordance with procedures
Proactively seeks relevant development opportunities and submits for approval
Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation

Adjusts style and approach to respect and serve different clients
Conveys messages by asking questions and using different approaches
Identifies when a client issue requires escalation
Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving

Proposes solutions to minimize delays and setbacks in completing work
Reviews all task objectives and achieves core deliverables
Uses time management and organizational skills to promptly complete work to the required standard
Delivers beyond the stated task objectives
Working Together

Consistently works effectively with individuals of different views, culture, nationality, gender, and age
Consistently seeks assistance when requirements are unclear
Provides timely updates on relevant information
Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing

Uses effective written and oral communication in preparing documents, presentations and interactions
Asks questions to understand how to follow up on feedback
Locates relevant information to expedite workflow
Innovation and Change

Adopts new policies, systems and processes in a timely fashion
Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff and senior National Staff

Information Management Officer, P-3. OCHA, Geneva. Open until 24 October 2011

2011-10-13T10:14:00.000-04:00

Information Management Officer P-3
Job—Closing date: 24 Oct 2011 — UN Office for the Coordination of Humanitarian Affairs Date of issue: 11 October 2011

Post title and level: Information Management Officer P-3

Duty station: Geneva, Switzerland

Duration: Three Months

Expected Entry of Duty: As soon as possible

Vacancy Notice number: OCHA/G/50/2011

Deadline for applications: 25 October 2011

United Nations Core Values: INTEGRITY / PROFESSIONALISM / RESPECT FOR DIVERSITY

BACKGROUND:

The Inter-Agency Standing Committee (IASC) Secretariat carries out substantive tasks on: (a) humanitarian coordination and liaison among 17 IASC members (UN and non UN humanitarian agencies) on key humanitarian issues, (b) advocacy and information management on key inter-agency humanitarian issues, (c) monitoring and reporting of humanitarian trends and of implementing decisions stemming from inter-agency meetings and (d) provision of technical and policy support to IASC Task Forces.

ORGANIZATIONAL SETTING AND REPORTING RELATIONSHIPS:

The Information Management Officer position is located within Inter-Agency Standing Committee (IASC) Secretariat, Office of The Director, United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) Geneva.

RESPONSIBILITIES:

Within delegated authority, under the supervision of the Chief of the IASC Secretariat, the incumbent will be responsible for the following:

Work together with the IASC Secretariat in further developing and implementing the web components of the IASC communication strategy; Work with the IASC Secretariat to develop the specifications for the IASC website to move the site to SharePoint; Develop the concept for a specific survey to assess the use of the IASC website; In close consultation with IASC Secretariat colleagues create systems to enable: Updating information on static pages of the IASC website; Preparing mock pages about revised page designs for review by the IASC Secretariat; Uploading documents on the IASC website; Populating pages of the IASC Subsidiary Bodies in collaboration with the IASC Subsidiary Body Chairs; Regular updates of the calendar on the IASC website; Strengthen information management systems to enable the Secretariat to monitor humanitarian developments throughout the world and through careful information analysis;Fulfil other tasks related to management of the ASC website, Information Management and Communication and other related tasks requested by the Chief of the IASC Secretariat.

Competences

PROFESSIONALISM: Knowledge of information technology / information management, particularly in systems analysis, web-base design and programming; Knowledge of information management, archival, record keeping and record disposition; Knowledge of electronic data maintenance, including appraisal, conservation and migration management; Records preservation and description; is Motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; Proven excellent drafting skills is desirable.

COMMUNICATION: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

TEAMWORK: Works collaboratively with colleagues in the IASC Secretariat and with all agencies in the IASC in the pursuit of common 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.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments - adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary - Uses time efficiently.

Qualifications & Experience

EDUCATION: Advanced university degree (Master's degree or equivalent) in computer science, information systems, archival, information science, information systems, social science or related field; A first level university degree (Bachelor’s degree or equivalent) in combination with qualifying relevant professional experience may be accepted in lieu of advanced university degree.

WORKING EXPERIENCE: A minimum of five (5) years of progressively responsible professional experience in planning, design, development, implementation and maintenance of computer information systems or with archival, information science, information systems, or a related field.

LANGUAGE: For this particular post fluency in English (both oral and written) is required; Knowledge of another UN official language is an advantage.

***SPECIAL NOTICE ***

Please note that applications received after the deadline will not be accepted.

All posts are subject to availability of funds.

Applications from qualified female candidates and from nationals of non- and under-represented countries are particularly encouraged.

Diploma of completed University degree may be requested in due course.

Applicants will be contacted only if they are under serious consideration.

This vacancy announcement may be used to fill similar positions at the same level in other field duty stations.

Candidates will be expected to move periodically to new functions throughout their careers and are subject to the assignment by the Secretary-General to any of the activities or offices of the United Nations.

*** IMPORTANT INSTRUCTIONS FOR YOUR APPLICATION***

All applicants are requested to email the following documents to Mark Prasopa-Plaizier at iasc_secretariat@un.org with a copy to ochavacancies@un.org

Cover letter, explaining why you consider yourself qualified and motivated for this particular position;
Completed Summarized Personnel Information Form;
Completed P-11 and P-11 Supplementary Forms.
All Application Forms can be found by clicking on the following link: http://ocha.unog.ch/OCHAvacancies/

Please state your full name and the OCHA vacancy notice number (OCHA/G/50/2011) as the subject in your e-mail application and send one email application for every vacancy announcement.

"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts".

Documents and Records Management Assistant, G-5. ODIHR, Warsaw. Open until 6 November 2011

2011-10-08T11:35:00.000-04:00

Job Title Documents and Records Management Assistant

Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services, Documents and Records Management Unit

Location Warsaw,PL

Grade G5
Closing Date of application 06-11-2011
No. of Posts 1

Background

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.

The Documents and Records Management Unit (DRM) is primarily responsible for managing all information produced and received by ODIHR. The unit processes information in all formats including paper documents, digital files and media items. The unit was established in 2009 and is currently handling a large backlog of processing activity. DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval. DRM staff currently includes three full-time employees and a temporary assistant.

Tasks and Responsibilities

Under the general supervision of the Documents and Records Management Officer the incumbent will perform the following duties:

Work with DRM Officer to maintain paper and digital files for ODIHR departments and units.
Review the content of documents; determine appropriate retention period and destruction date using OSCE Retention Schedule.
Weed and process paper and digital files for the office.
Coordinate shredding pickups and occasional document transfers to the OSCE Prague Office.
Help to implement office-wide standards and policies for information organization including but not limited to: office-wide digital and paper files; correspondence; financial documents; conference documents; digital repositories and network drives.
Provide individual and/or group guidance on records management to all ODIHR staff as requested.
Train ODIHR staff on various aspects of records management including paper and digital information management and the use of DocIn (OSCE electronic repository).
Organize and manage physical and digital research resources and library materials for ODIHR.
Coordinate and support documents distribution at two annual ODIHR conferences and contribute to their post-event processing.
Provide staff orientation and separation briefings and attend meetings/events for the DRM Officer when necessary.
Contribute to developing new DRM initiatives and projects within the department and office.

Necessary Qualifications

Completed secondary education; supplemental training in records or information management, information classification and retrieval is an asset.
At least four years of relevant working experience. Primary preference- library, museum, historical society, archive, records center; Secondary preference- international organization, NGO, embassy or other relevant organization.
Excellent knowledge of English, including communication skills sufficient to interact with ODIHR staff and external researchers; working knowledge of other official OSCE languages or Polish is an asset.
Demonstrated working knowledge of relevant computer applications such as MS Office applications and Adobe software is essential; demonstrated working knowledge of databases and other relevant software programs is an asset.
Ability to think critically and work independently, under pressure and in confidence.
Consistent accuracy and attention to detail in all aspects of the position are essential.
Tact in dealing with external parties and colleagues requesting information, files or searches with archiving software.
Ability to conduct training sessions for ODIHR staff; topics may include databases and search tools, archival standards, and records management procedures.
Ability to work with people of different cultural backgrounds.
Readiness to work in an environment that may contain dust/dirt and to perform tasks that involve lifting, bending and repetition;
Ability to independently lift boxes and objects weighing up to 20 kg.

Remuneration Package

Monthly remuneration, subject to social security deductions, is approximately 6,500 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme (current approximate deduction for a staff member is 39 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

How To Apply

If you wish to apply for this position, please use OSCE’s online application link found under http://www.osce.org/employment.

Only the OSCE on-line applications will be accepted and short-listed applicants contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83

The OSCE, as an equal opportunity organization, encourages female candidates to apply.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Description Archivist (Short Term Consultant). World Bank, Washington. Open until 17th October 2011

2011-10-04T18:30:00.000-04:00

POSITION: Description Archivist (Short Term Consultant)

LOCATION: World Bank Group Archives – Washington, DC

START DATE: 1 November 2011

PERIOD OF EMPLOYMENT: 1 November 2011 – 30 June 2012

POSITION SUMMARY: Under the direction of the Chief Archivist, the Description Archivist is responsible for arrangement and description of fonds held by the World Bank Group Archives as assigned by the Team Lead. Specific duties include: arranging records into series using functional analysis; describing records at the fonds and series level according to the International Standard for Archival Description (ISAD(G)) and World Bank Group specific-rules; creating finding aids; posting finding aids and other descriptive information on-line; updating information in the WBG Archives’ business system (TRIM); completing limited physical processing; and performing other duties as required.

QUALIFICATIONS:
Education: Master of Archival Studies degree; or equivalent combination of education and experience.

Experience: Experience in arrangement and description projects using the International Standard for Archival Description (ISAD(G)) or the Rules for Archival Description (RAD) is required. Experience as a working level archivist preferred. Knowledge of the Microsoft Office software suite, TRIM, and/or web publishing is an asset.

Other: The ideal candidate can work diligently alone, and can also work cooperatively with team members. The candidate should demonstrate excellent organization skills and be able to manage large multi-part projects. The candidate must be able to communicate clearly in English both verbally and in writing. Knowledge of a second language is an asset. Must be able to lift 15 pounds.

COMPENSATION: Competitive daily fee based on skills and experience. Note that compensation for non-US nationals is not subject to tax. Work visas for non-US nationals will be arranged. Relocation costs are negiotiable.

SUBMISSION: Please submit curriculum vitae along with 1 - 2 samples of ISAD or RAD descriptions completed by the candidate by close of business October 17th, 2011 to April Miller: amiller3@worldbank.org

The World Bank Group Archives is part of the Library and Archives of Development, and is responsible for preserving the institutional memory of the World Bank Group, assisting internal and external clients find and use information, and promoting international standards for records management practices within the Bank Group. The Archives is responsible for retention and disposition policies for Bank Group records, for providing secure storage and retrieval services, and for facilitating research using archival records through the Arrangement and Description program and the Access to Information Program. The Archives serves a unique international audience as it serves the external economic development community and the staff of this large multi-lateral organization.

Document Management Officer, FG IV. EFSA, Parma. Open until 24 October 2011

2011-09-28T12:41:00.000-04:00

VACANCY NOTICE
The European Food Safety Authority (EFSA) has set up a selection procedure that aims to establish a reserve list for Agents (five-year contract renewable on the conditions set out in the Staff Regulations and in the Conditions of Employment for Other Servants) for:

Position Title
Document Management Officer
Job Category
Officer
Reference
EFSA/F/4/2011/008
Directorate
Executive Directorate
Unit
Executive Office (EXO)
Type of Contract
Contract Agent
Function Group and Grade
Function Group IV
Location
Parma, Italy
Starting Date
As soon as possible
Closing Date for Applications
24/10/2011 at midnight (Local time, GMT +1)

1. The Organisation
The European Food Safety Authority is the European Union body responsible for scientific advice on risks related to food and feed, animal health and welfare, plant health and nutrition, and to communicate on these matters.
We contribute to the safety of food in Europe by providing and making public transparent and independent scientific advice so that EU policies and decisions at European and individual Member States level are objective and science- based.
We are committed to the core values of scientific excellence, independence, openness, transparency and responsiveness.

2. The Executive Office Unit
The mission of the Executive Office Unit is to assist the Executive Director of EFSA in providing leadership and strategic direction to the European Food Safety Authority and in fulfilling the Executive Director’s tasks as laid down in EU legislation. It aims to strengthen EFSA’s strategic management capacity by ensuring that the EFSA Management Team is able to rely on information, tools and procedures supporting effective strategic and operational steering of the Authority.
The unit is organised into three teams: Quality Management, Strategic Planning and Monitoring, Institutional Relations.

3. Tasks and Responsibilities
The Document Management Officer is responsible for the development of the Agency’s documents and records management system, practices, procedures and tools.

The specific tasks may include:
 Management of the Authority’s Document Management policy including Document Indexing, Security Classification, Archiving and Retention, Records management, and taking into account existing models used by similar organisations;
 Translate policy into simple workflow, procedures and guidelines to help users in their daily document management;
 Ensure the adoption of professional best practices and standards;
 Identify and support the specification needs of the IT tools for the improvement of the electronic document management system;
 Measure the implementation and performance of the document management system by monitoring Key Performance Indicators (KPIs) and periodically reporting on the completion of the process objectives;
 Maintains records, management policies and procedural documentation needed for an ISO 9001 certified organisation;
 Work closely with other relevant Units and Directorates within EFSA, in particular Legal and IT;
 Provide specialised guidance and reply to internal/external queries in the respective field of expertise.
The generic tasks may include:
 Contribute to the development/revision of existing policies and procedures to respond to emerging needs and changes in the respective area;
 Contribute to the work plan/programme/report of the Unit;
 Follow up on budgetary expenditures and financial operations;
 Contribute to the organisation and delivery of presentations on matters related to the respective area;
 Develop working documents and templates in view of harmonising and easing the overall workload of the Unit;
 Cooperate and provide support to all team members in general.
The Document Management Officer reports to the Head of the Executive Office Unit.

4. Eligibility criteria
A. General conditions
i. Candidates must be nationals of a Member State of the European Communities, Iceland or Norway;
ii. Candidates must have fulfilled any obligations imposed on them by laws concerning military service;
iii. Thorough knowledge of one of the official languages of the Communities and a satisfactory knowledge of another language of the Communities;
iv. Meet the character requirements for the duties involved;
v. Candidates must be entitled to his or her full rights as a citizen;
vi. Be physically fit to perform the duties linked to the post.1

B. Qualifications
i. A level of education which corresponds to completed university studies of at least three (3) years attested by a diploma in one of the following fields: Computer Science, Engineering, Mathematics, Physics, Business Administration, Records and Information Management, Economics or related areas.
Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant EU Member State authorities will be accepted. In instances where diplomas are obtained from a non-EU Member State, EFSA may request a relevant letter of comparability from the candidate.

C. Experience
i. In addition to the above, at least one (1) year of relevant and proven professional experience gained after obtaining the diploma.
Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications or engagement.
Any given period may be counted only once (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other period of studies of professional experience).
Professional activities pursued part-time will be calculated pro-rata on the basis of the certified percentage of full-time hours worked.

5. Selection criteria

A. Essential:
i. At least one year of proven experience in documents or records management;
ii. Proven experience in designing and implementing Electronic Management Document Systems;
iii. Professional experience and/or knowledge of taxonomies, metadata, records management standards;
iv. Experience in designing and implementing document management policies/procedures within an EU Institution, international or multinational organization;
v. Practical knowledge of the IT systems which support document management;
vi. Excellent knowledge of both written and spoken English;
vii. Analytical and critical thinking skills;

1 Before the appointment, a successful candidate shall be medically examined by an institutions’ medical officer in order that the European Food Safety Authority may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

2 Remunerated PhDs acquired in a field relevant to the job description can be counted as professional experience up to 50% of their duration.

viii. Ability to adapt to changes in demands and situations and to adjust priorities accordingly;
ix. Ability to work under pressure and in a demanding environment;
x. Ability to keep communication clear, concise and relevant and to communicate effectively, orally and in writing;
xi. Service culture orientation, demonstrating responsiveness and flexibility toward both external and internal customers.

B. Advantageous:
i. Proven experience in implementing ISO 9001 or equivalent standards for document and records management;
ii. Experience in project management.

6. Selection procedure
The selection procedure includes the following steps: Eligibility check: After registration, each application is checked against the eligibility criteria. The eligibility of candidates will be assessed only if the requirements requested in the vacancy notice are met by the closing date of the submission of applications; Evaluation of application: all the eligible applications are evaluated by the Selection Board based on the selection criteria defined in the Vacancy Notice. Interviews:
o The best-qualified applicants, who obtained the best scoring within the evaluation, are short-listed and will be invited for an interview by the Selection Board;
o The interview will mainly be held in English;
o During the selection process candidates are required to undergo a written test;
o Candidates invited to an interview will be requested to submit, on the day of the interview, a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the starting and finishing dates, the function(s) and the exact nature of the duties carried out; however, prior to contract signature, the successful candidate/s will be requested to provide EFSA with original or certified copies of all relevant documents proving the eligibility requirements;
o The interview will take place in Parma (Italy), where the Authority has its seat and where the place of employment is.

Establishment of a reserve list:
o The Selection Board will establish a reserve list composed of at least three (3) candidates, provided that they meet the above mentioned essential criteria and assets;
o This reserve list may be used for the recruitment of a similar post depending on the needs of the Authority, and will be valid until 31/12/2012 (the validity of the reserve list may be extended);
o Candidates should note that inclusion on a reserve list does not guarantee recruitment.
Appointment: The Executive Director will appoint the selected candidate/s.
Please note that the Selection Board’s internal proceedings are strictly confidential and that any contact with its members is strictly forbidden.

7. Appeal procedures
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
The Executive Director
EFSA
Selection procedure Ref.: EFSA/F/4/2011/008
Largo N. Palli, 5/A
I-43121 PARMA
The complaint must be lodged within three (3) months. The time limit for initiating this type of procedure starts to run from the time the completion of the selection procedure is published on the Web-site at: http://www.efsa.europa.eu/en/aboutefsa/jobs.htm

8. Conditions of employment
Depending on the budgetary situation, selected candidate/s may be offered a five-year contract in accordance with the conditions of employment of other servants of the European Communities. Before signing the contract, the selected candidates will be asked to sign a declaration of interest.
The successful candidates will be recruited in Function Group IV (FGIV). The grade within Function Group IV will be determined in accordance with the years of professional experience (please refer to Title IV, Art. 80 and 93 of the Conditions of Employment of Other Servants:
http://ec.europa.eu/civil_service/docs/toc100_en.pdf
In addition to the basic salary, staff members may be entitled to various allowances, such as a household allowance, expatriation allowance (16% of basic salary), dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.
EFSA offers a comprehensive welfare package including pension scheme, medical accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. Further information regarding rights and conditions of employment can be found in the following document:
http://ec.europa.eu/civil_service/docs/toc100_en.pdf
The Authority is an equal opportunities employer and takes care to avoid any form of discrimination.

9. Submission of applications
Candidates are requested to submit their application online through the Authority’s website: www.efsa.europa.eu or download the forms from the EFSA website and send their application by registered mail to the following address:
EFSA
Human Resources Unit
Ref.: EFSA/F/4/2011/008
Largo N. Palli, 5/A
I-43121 PARMA
Candidates should note that the online application is the recommended method. Moreover, the online method will allow candidates to enter into their application until the deadline in order to make changes.
Applications delivered via email will not be accepted. An application will be deemed admissible only if it includes a duly completed application form. This vacancy notice and the form are only available in English. Candidates are kindly invited to fill in their application form in English, in order to facilitate the recruitment procedure.
Information concerning the status of the selection procedure can be found at the following address: http://www.efsa.europa.eu/en/aboutefsa/jobs.htm
Please note that EFSA will not return applications to candidates. The personal information EFSA requests from candidates will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. The purpose of processing of the personal data candidates submit is to manage applications in view of a possible pre-selection and recruitment at EFSA.
More information on personal data protection in relation to selection and recruitment can be found on the EFSA website: http://www.efsa.europa.eu/en/legalnotice.htm

10. Deadline
Applications must be sent no later than 24 October 2011 at midnight (Local time, GMT +1). For those sent by registered mail, the postmark date will serve as a proof. The Authority will disregard any applications received after that date.
Please note that, due to the extremely large number of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amounts of data. We therefore advise the applicants to send in their application well ahead of the deadline.

Records Management Assistant. UNFCCC, Bonn. Open until 29 September 2011

2011-09-22T14:38:00.000-04:00

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat
CONSULTANCY
(Individual Contractor)
- Readvertisement - Candidates who applied for 11/TA17/CKMS do not need to apply again -

COMMUNICATIONS AND KNOWLEDGE MANAGEMENT SERVICES (CKMS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA22/CKMS
PUBLICATION DATE: 15 September 2011
DEADLINE FOR APPLICATION 29 September 2011
TITLE: Records Management Assistant
DURATION OF Consultancy: as soon as possible until 31 December 2011
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Communications and Knowledge Management Services (CKMS) ensures that Knowledge
Management (KM), and Communications and Media Relations (CMR) services are in place to assist
Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
Under the direct supervision of the Public Information Officer the individual contractor is
responsible for the front-end application administration of recordkeeping system and the first level user
support for recordkeeping system. She/he supports the roll-out of recordkeeping system to programme
offices and the electronic records migration from shared drives to recordkeeping system In particular,
the incumbent:
1. Supports disposition operations by liaising with records-originating offices to periodically transfer the
scheduled inactive and permanent records to the Records Center by reviewing records and ensuring
the completeness and accuracy of transfer documentation.
2. Guides programmes on the transfer procedures, carry out site visits to offices to advise transfer
preparations and ensure transfer guidelines are adhered;
3. Ensures that records are smoothly transferred from programme areas to the records center, that the
right retention schedules, security level and access control are applied to records, and that the
records are properly organized, packed and labelled;
4. Coordinates access and declassification reviews by screening records for security-classified
materials, preparing declassification review requests and updating database;
/
2
5. Conducts surveys and interviews and gather information for the development of records
management functional toolkits such as the file classification scheme, the metadata scheme and the
security and access classification scheme;
6. Collects information from programmes about their electronic records on the G drive, supports the rollout
of recordkeeping system; carries out mapping of records to be migrated from shared drives to
recordkeeping system, and advises programme which migration tool to use when migrating records;
7. Prepares a variety of written outputs such as statistics and reports on records management activities.
Requirements
• Completed secondary education. Specialized training in information science, records, archives or
library management and knowledge about electronic recordkeeping system is an asset;
• At least five years of relevant experience in documents registration, modern archives management,
record keeping, library, information management or related area;
• The incumbent must be proficient in MS Office: Word, Excel, Access and PowerPoint. Practical
experience in maintaining electronic records for public institutions and in an office support function
using databases is desirable;
• Fluency in written and spoken English. Working knowledge of other United Nations languages
and/or German is an asset.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

Records Assistant - Integrity & Anti-Corruption Department. AFDB, Tunis. Open until 13 October 2011

2011-09-22T14:26:00.001-04:00

Records Assistant - Integrity & Anti-Corruption Department (IACD)

Position title: Records Assistant - Integrity & Anti-Corruption Department (IACD)
Grade: GS-7
Position N°: NA
Reference: ADB/11/153
Publication date: 19/09/2011
Closing date: 13/10/2011

Objectives
The Department:
The Integrity and Anti-Corruption Department (IACD) reports to the President and, as appropriate, to the Board of Directors. It has the overriding mandate to undertake unhindered investigations into allegations of corruption, fraud and misconduct or suspicions thereof. The primary target of its investigations will be activities, programs and projects financed by the Bank Group. In undertaking its investigations, IACD shall maintain the highest standards of professional proficiency and integrity. IACD will also develop preventive measures to proactively reduce the potential for misconduct, fraud or corruption within Bank Group operations.

In undertaking its investigations, the Department maintains the highest standards of professional proficiency and integrity, and is guided by ethos of confidentiality, fairness and equity. IACD is empowered to: manage and operate procedures and mechanisms for ensuring confidentiality of the complaints hotline facility; protection of whistleblowers and anonymous reporting of corruption and fraud within the Bank and in activities financed by the Bank in Regional Members Countries (RMCs); to report regularly to the Office of the President (PRST) on the status of investigations or inquiries on allegations received; to verify the implementation of recommendations arising from investigations, including the debarment and imposition of sanctions against individuals, firms and companies found to have engaged in corrupt practices.

Objectives of the position:
The Records Assistant is responsible for the management, security and chain-of-custody of evidentiary preservation of evidentiary and non-evidentiary documents received by the integrity and Anti-corruption Department. The ideal candidate will ensure compliance with policies and procedures relating to records and documents storage. This individual will determine the relevance of documents and their correct processing methodology. The Records Assistant must be able to prioritize, handle and execute multiple assignments including designing and maintaining a reliable document tracking system.

Duties and responsibilities
Reporting to the Director, IACD, and in close cooperation with the Forensic Officer, the incumbent’s duties will include:

Receive, collect, document, store, track, ship, transport, dispose, and account for evidence from various forms of media and equipment using defined evidence handling policy, practices, and procedures;
Identify evidence/records handling requirements , research, analyze, and recommend solutions for management approval;
Develop a filing, archiving and document tracking system to ensure that the work flow process and procedures are adhered to;
Ensure the highest level of quality in department evidence control, records completeness, work product management and accountability through periodic audits and quality assurance procedures;
Revise, update and maintain Standard Operating Procedures with respect to records management, evidence handling policy, practices and procedures;
Scan and manage paper and electronic documents; uploading files to appropriate data repository;
Field and respond to status inquiries exercising good judgment in safeguarding of confidential or sensitive information.
This Position Does Not Attract International Terms And Conditions
(The incumbent of the position will be considered as local staff and will therefore not have international status)

Selection Criteria
Including desirable skills, knowledge and experience

A minimum of a Bachelor’s degree or BAC+4 or Maîtrise in Business Management, Commerce, IT, Administration or related discipline, preferably supplemented with courses in office management.
A minimum of five (5) years of progressively relevant and practical experience, in an executive office and preferably gained within an international organization.
Strong planning, organizational and customer service skills, with attention to detail and a sense of prioritization and accuracy.
Ability to work independently with minimal supervision; Strong interpersonal skills and ability to work with a diverse workforce.
Excellent written and verbal communication skills in French and /or in English, with a good working-knowledge of the other language.
Strong MIS (“Management Information Systems”) and EDP (Electronic Data Processing”) skills; Competence in the use of the Bank’s standard software (SAP, Microsoft Word, Excel, Access and PowerPoint).

To apply for this position, you need to be national of one of AfDB member countries.

Submitted by: Mohamed YOUSSOUF, Division Manager, CHRM.1
Approved by: Gemina O. ARCHER-DAVIES, Director, CHRM
Approved by: Gemina O. ARCHER-DAVIES, Director, CHRM

Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply: www.afdb.org/jobs

Competition AD/227/11, Archival Science. 13 AD6 posts. Open until 18 October 2011

2011-09-14T18:09:00.000-04:00

EPSO/AD/227/11 (AD 6)
ARCHIVISTICS
1. Duties
The officials recruited will be expected to perform tasks in the field such as those described below:
— assisting and advising the Commission on all aspects of archiving policy and its relationship with more general policy
on document management,
— leading a team of archivists,
— managing projects in the fields of archivistics, document management, externalisation of archiving activities, acquisition
and publication of sources and preservation of electronic documents,
— coordinating the production and updating of filing plans, inventories and other archiving tools,
— defining description standards (metadata and more comprehensive descriptions) of digital documents, in accordance
with the standards laid down by the International Council on Archives,
— helping to ensure the authenticity and long-term preservation of documents, specifically in an electronic environment,
— helping to organise technical training for staff responsible for archive management,
— following up the processing of requests for information from within the institutions and from external researchers,
— managing relations with researchers or any other external entity requesting information,
— monitoring public procurement activities relating to information/communication and drawing up specifications and
other technical documents in the same field.
2. Qualifications
A level of education which corresponds to completed university studies of at least 3 years attested by a diploma. This
diploma must:
— include at least 1 year of training in archiving or document management, or
— be accompanied (preceded or followed) by a diploma in archivistics or document management.
3. Professional experience
At least 3 years' professional experience in archivistics or document management.
Such professional experience is relevant only if acquired after the diploma giving access to the competition was obtained.
4. Selection criteria
For the selection based on qualifications, the following criteria will be taken into consideration by the selection board:
1. Professional experience in managing teams within an archive department or in document management in a public or private organisation.
2. Professional experience in managing archive or document management projects.
3. Professional experience in developing international standards on document and archive management.
4. Professional experience in implementing international standards on document and archive management.
5. Professional experience in managing customer services and communication.
6. Professional experience in managing training courses.
7. Professional experience in the field of public procurement and invitations to tender.

Registry and Records Assistant, G-4. OSCE, Vienna. Open until 3 October 2011

2011-09-12T16:11:00.000-04:00

Job Title Registry and Records Assistant

Organization Name Department of Management and Finance

Location Vienna,AT

Grade G4
Closing Date of application 03-10-2011
No. of Posts 1

Background

The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization.

The Mission Support Service Section provides the working framework for OSCE’s procurement, asset, travel and facilities management. It also acts as the co-ordination point for Fund Administration Units in relation to these activities, including technical training programmes, which are governed by Financial/Administrative Instructions.

Tasks and Responsibilities

Under the direct supervision of the Chief, Records Management, the incumbent will control incoming documentation, analyze and appraise permanent records and historically valuable documents, monitor the shared drives of the Secretariat, integrate paper archives with electronic ones and act as help-desk support for the OSCE Secretariat, Institutions and field operations. He/she will perform the following duties:

Providing central registry services for the OSCE Secretariat, including correspondence distribution and follow-up; managing the OSCE Postmaster (official e-mail address);
Receiving, reviewing and proof reading as well as processing all incoming and outgoing official communications;
Classifying and assigning the established code for future retrieval and reference and determining the internal distribution based on document contents;
Entering subject matter summaries, and other relevant data of communications into the registry database;
Maintaining and updating the central filing system and the paper archives as well as archiving historical records, financial records, contracts, confidential or restricted information;
Managing the Electronic Document and Record Management System (Doc.In), uploading, transferring, and relocating electronic information to enable Secretariat staff to access documents;
Researching and retrieving documents from Doc.In, paper archives, the reference collection as well as documents from external sources;
Providing direct support regarding general administration and document management; responding to inquiries and requests; searching for information and documents as specified by staff from the Secretariat, Institutions, field operations and delegations;
Reviewing contents of files prior to final archiving or disposal and relocating files to intermediate storage in accordance with the retention and disposal policy;
Advising on file retention or transfer to the Prague Office for the Secretariat, Institutions and field operations;
Providing secure destruction of material;
Performing other duties as assigned.

Necessary Qualifications

Completed secondary education;
A minimum of three years of administrative/clerical experience, preferably in records management, registry, archives or comparable work in an international organization;
In-depth knowledge of electronic records and documents management systems;
Excellent knowledge of English (oral and written), including communication skills; knowledge of other OSCE working languages would be an asset;
Knowledge of computer applications such as word processing and spreadsheets;
Accuracy and attention to detail in the review, classification, structuring and distribution of incoming communication;
Tact and discretion in dealing with information requests from internal and external parties;
Demonstrated gender awareness and sensitivity as well as an ability to integrate a gender perspective into tasks and activities;
Ability to establish and maintain effective working relationships with people from different national and cultural background whilst remaining impartial and objective.

Remuneration Package

Monthly remuneration, subject to social security deduction is EUR 2,844 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund.

How To Apply

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Administrative Assistant/Legal Documentalist, B2/B3. EUMETSAT, Darmstadt. Open until 26 September 2011

2011-09-06T12:20:00.000-04:00

EUM/VN(11)14
Darmstadt, 15 August 2011
Original: English
VACANCY NOTICE
Administrative Assistant/Legal Documentalist
EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.
As an intergovernmental European Organisation, EUMETSAT has 26 Member States (Austria, Belgium, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)
EUMETSAT is now inviting well qualified candidates from its Member States to apply for the following post in the Legal Affairs Division.
POST: Administrative Assistant/Legal Documentalist
LOCATION: Darmstadt, Germany

DURATION OF INITIAL CONTRACT: The initial contract will be for 4 years, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and programme requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

DUTIES: The mission of the Legal Affairs Division (LAD) is to provide a comprehensive, timely and reliable legal service to the Organisation, and to monitor, develop and implement EUMETSAT’s Data Policy.
The Administrative Assistant / Legal Documentalist will be responsible for the management and publication of all EUMETSAT legal documents and for the establishment of licences with users of EUMETSAT data. He/she will provide administrative support to the Legal Affairs Division as required.

The main duties of the post will be as follows:

Legal Documentation
To publish regular amendments of EUMETSAT Basic Documents (including electronic publication); To assist in amending and publishing the HTML-based EUMETSAT Directory of Instructions; To manage the EUMETSAT Director-General’s Decisions; To maintain the intranet pages of the Legal Affairs Division; To maintain an effective monitoring system to ensure that the precise status of all EUMETSAT legal documents is known at any given point in time.

Licensing
To establish licences with users of EUMETSAT data in accordance with the EUMETSAT Data Policy and to ensure timely renewal of all licences; To act as point of contact with Licensing Agents of EUMETSAT Member States; To act as point of contact with the EUMETSAT User Service Division for all licensing matters; To manage the invoicing and revenue related to the licensing activity within SAP; To draft regular licensing activity reports to Licensing Agents and EUMETSAT Delegate Bodies.

Administrative Support
To provide administrative support to the Legal Affairs Division, to deputise for the Legal Assistant and to act as backup Divisional Secretary as necessary; To maintain Divisional Working Practices related to the management of legal documents and to the licensing process; To draft documents and correspondence as necessary.

QUALIFICATIONS:
Full secondary education, preferably with some additional specialist training on documentation management; Proven administrative experience in a multi-lingual environment; Good experience in the use of MS Office applications, SAP and electronic document management systems; Additional experience in a document management or librarian field would be an advantage; Good interpersonal skills, attention to detail and a strong sense for team working are essential;

The official languages of EUMETSAT are English and French. Candidates should be fluent in English, and have a knowledge of French. Interviews will be conducted in English.
CLOSING DATE: 26 September 2011
Interviews are tentatively scheduled for week 45/2011.
Applications in English or French should be sent via our online form (attaching curriculum vitae and covering letter quoting Reference VN(11)14) at www.eumetsat.int
This post is graded B2/B3 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 2,906 per month, net of internal tax which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.
EUMETSAT is committed to providing an equal opportunities work environment for men and women.
Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT. EUMETSAT does not operate a nationality quota system but, in recruiting Staff members, the geographical distribution will be taken into account.

Records Officer, P-3. OPCW, The Hague. Open until 15 October 2011

2011-08-22T11:59:00.000-04:00

Records Officer (P-3)

Post Level P-3
Closing Date 15 October 2011
Vacancy Ref E-VER/DEB/RO/F0196/P-3/6/03-11

This appointment is for a three-year duration with a six-month probationary period. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Branch Declarations Branch
Division Verification Division
Date 16 August 2011

Principal Functions Requirements
Under the supervision of the Head, Documents, Registration and Archiving Section, the incumbent performs the following duties:

. Ensures accurate electronic processing of declarations and verification - related documents in the Verification Information System by:
Developing, enhancing and maintaining validations systems to check the accuracy of processed data; designing and developing queries and reports to detect discrepancies in the indexing of information, or any other anomalies in attributed metadata.

. Controls the quality of declaration data provided to States Parties by:
Reviewing the declarations, amendments and other incoming correspondence from States Parties and determining which documents have to be provided to other States Parties, in accordance with the provisions of the Convention; reviewing the redaction of the declarations, ensuring that only the necessary information will be provided to other States Parties; ensuring that each requesting State Party receives the information it requires to be assured of the continued compliance with the Convention by other States Parties.

. Supervises the receipt and delivery of documents to and from States Parties, and the registration and control of same, ensuring compliance to the confidentiality regime by: Ensuring the correct description is maintained on the database to enable users to search and find documents more easily; resolving problems in the registration of incoming or the tracking of outgoing documents; briefing new delegates of States Parties on the procedure for transferring confidential information between the Secretariat and the State Party; ensuring that the databases that track the status of documents are up-to-date.

. Assists with the establishment of detailed working procedures for the processing, maintenance and data entry of electronic declarations and other verification related information, and assists with the implementation of same by: Reviewing existing standard operating procedures (SOP) and work instructions (WI) and updating them to ensure their effectiveness; assisting in the implementation of changes to the SOP or WI, by resolving problems and fine-tuning the changes.

. Ensures maintenance of proper confidentiality and security of the documents in Documents, Registration and Archiving Section by: Securing all confidential materials being processed in the section, bearing joint responsibility with the Head of Section for the use of the secure containers (safes and file cabinets) of the section; controlling the transfer of electronic files between the secure network and removable media; securing the diskettes of the Inspection Teams returning from missions; facilitating external translations and the electronic exchange of information with Member States.

. Strategic Planning by: Assisting the Head of DRA in developing strategic plans for the Section including annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels; proposing, managing and monitoring projects; staying up to date with regard to new information, records and archives management developments by reviewing the literature, participating in best practice groups and in dedicated conferences.

. Performs other duties as required.

Requirements:

Knowledge and Skills
. Advanced University degree which includes a major in information management or information technology. A relevant first level university degree in combination with qualifying experience (minimum seven years) may be accepted in lieu of the advanced university degree;

. Knowledge of chemistry desirable;

. Advanced computer literacy;

. Strong analytical skills, particularly in the area of business process analysis;

. Ability to plan and organise; problem solving skills;

. Flexibility and ability to work under pressure;

. Knowledge of and familiarity with the verification regime of the Chemical Weapons Convention is an asset;

. Tact, discretion and the ability to work harmoniously in a multi-cultural environment;

. Good interpersonal and communication skills
Experience

. At least five years of related experience in the management of electronic information processing, preferably in a public organisation;

. Work experience within an international organisation or within a governmental institute with similar focus would be an asset;

. Experience in document imaging and document workflow management is desirable.

Languages
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Consultant, Digital Recordkeeping Specialist. ICTR, Arusha. Open until 31 August 2011

2011-08-15T11:27:00.000-04:00

Terms of Reference for a Digital Recordkeeping Specialist

Objectives of the Consultancy
In order to ensure that, by the end of the ICTR’s operations, the archives and records are prepared for their hand-over to the custodian authority in compliance with established UN guidelines and best-practice archival principles, the ICTR requires the services of a consulting Digital Recordkeeping Specialist to evaluate the digital recordkeeping systems
in use throughout the tribunal and to provide guidance on the archival issues encountered in the preparation and transfer of digital information to the ICTR’s successor organization. The Digital Recordkeeping Specialist will be tasked with providing support to ICTR in preparing and making ready its digital information systems, containing records and potential archives, for transfer to the designated custodian of its archives in a
manner commensurate with current practice within the UN system and international best practice for records and archives preservation and access over time. As a result of the consultancy, a comprehensive digital recordkeeping strategic plan for ensuring the longterm viability, security and access of the archival digital information of the ICTR will be
developed.
The Digital Recordkeeping Specialist will work in close cooperation with the information management and information technology officers of the ICTR, and will also be responsible for consulting with relevant managers and adjunct staff across all of the organs of the ICTR. Within the established reporting structure, the Digital Recordkeeping
Specialist will also be responsible for liaising with other relevant stakeholders, including information management officers and consultants working for the International Criminal Tribunal for the former Yugoslavia (ICTY), to ensure the adoption of a common
approach for the management of the digital records of the two tribunals.

Within proscribed parameters, the Digital Recordkeeping Specialist may also be required to consult with information management officers from the UN Archives and Records Managements Section (ARMS) and legal officers from the UN Office of Legal Affairs (OLA) to ensure compliance with established procedures.

As a result of the consultancy, the specific technical requirements for the implementation of a comprehensive digital recordkeeping strategy for the records and archives of the ICTR will have been identified, and a concrete plan for the implementation of the
strategy will have been developed. The strategic plan must be in compliance with UN policies and procedures and internationally recognized archival principles take into consideration the specific capacity and requirements of the ICTR and the future designated custodian of the archives of the tribunal. The strategy will lay the groundwork
for the development and implementation of a digital recordkeeping policy for the future management of the digital records and archives of the tribunal.

International Criminal Tribunal for Rwanda
Tribunal Pénal International pour le Rwanda
Arusha International Conference Centre
P.O.Box 6016, Arusha, Tanzania - B.P. 6016, Arusha, Tanzanie
Tel: 255 57 4207-11 4367-72 or 1 212 963 2850 Fax: 255 57 4000/4373 or 1 212 963 2848/49

Activities and Phases of the Consultancy

The consultancy will be conducted in three phases:

1. A comprehensive inventory of the digital recordkeeping systems and
unstructured digital information of the ICTR

2. An assessment and appraisal of the digital records and recordkeeping systems in place across the Tribunal

3. The identification of the digital recordkeeping requirements of the
International Residual Mechanism for the Criminal Tribunals (IRMCT),
which will be charged with the future maintenance, preservation and
accessibility of the archives of the ICTR and the ICTY.

Phase 1 – Digital Records and Recordkeeping Systems Inventory:
Phase 1 of the consultancy will be comprised of a comprehensive inventory of the digital recordkeeping systems in use across the ICTR. During phase 1, the Digital Recordkeeping Specialist will consult with relevant internal stakeholders, including information management and information technology officers of the tribunal, and the ICTR’s Information and Communication Technology Steering Committee, to evaluate the technical aspects of the
digital recordkeeping systems in use. The digital records and recordkeeping systems inventory will include a business process survey to evaluate the use of information in digital format throughout the tribunal and an inventory of the types of digital records created or received by the tribunal in the course of its business activities. Consultations
with relevant managers and adjunct staff will be required as a part of the business process survey. Specific activities to be conducted within the framework of the digital records and recordkeeping systems inventory include:
• Conducting an inventory of the records in digital format maintained across all offices of the tribunal
• Conducting a comprehensive review of existing digital information systems
tribunal-wide, including both structured and unstructured data
• Conducting a survey of the business practices and use of information in digital format across the tribunal

The digital records and recordkeeping systems inventory will require the full documentation of the existing systems, including details of software, technologies, recordkeeping functionality and information security protocols.

Phase 2 – Digital Information Appraisal and Recordkeeping Systems Assessment:
Based on the information obtained during Phase 1, the Digital Recordkeeping Specialist will conduct a high-level appraisal of the digital information maintained across the offices of the ICTR for the purposes of identifying those which must be captured in the digital
recordkeeping system of the IRMCT. Phase 2 will also entail a technical assessment of the digital recordkeeping systems in use across the ICTR for the purposes of evaluating their compliance with UN-established functional requirements, suitability for transfer to the IRMCT and/or the feasibility of data migration to the digital recordkeeping system of the recipient institution charged with responsibility of preserving the archives of the
tribunal. Specific activities to be conducted within the framework of the digital information appraisal and recordkeeping assessment phase of the consultancy include:

• Conducting a preliminary appraisal of the structured and unstructured data identified as a result of the inventory for the purposes of identifying duplication across systems and offices
• Assisting in the mapping of UN-established business classification and
retention policies to ICTR’s digital information systems in order to identify those that need to be prepared for transfer, those which can be eliminated at end of mandate and those which can be destroyed immediately
• Evaluating the digital records management systems in place and developing
concrete proposals for operational and technical enhancements
• Developing a migration strategy, in accordance with best practice principles and established UN procedures, to ensure the long-term preservation of the digital archives of the ICTR

Upon completion of phase 2 of the consultancy, the Digital Recordkeeping Specialist will be required to submit an Appraisal Report detailing the findings of the inventory,
business process survey, digital information appraisal and recordkeeping systems assessment.

Phase 3 – Needs Assessment of the for the Digital Recordkeeping Strategy of the ICTR:
Based on the information contained within the Appraisal Report, the Digital
Recordkeeping Specialist will conduct a needs assessment for the development and implementation of the digital recordkeeping strategy for the ICTR. The objective of the needs assessment is to identify the procedural and technical requirements and the
regulatory framework for the establishment and implementation of a comprehensive and compliant strategy for the management, preservation and accessibility of the digital information of the ICTR in preparation for the transfer of this information to the IRMCT.
The needs assessment will also identify the equipment and infrastructure requirements for the storage of the digital records and archives of the tribunal. The needs assessment will lay the groundwork for the establishment and implementation of a strategic plan for
preparing the digital records maintained in diverse systems within ICTR for integration into the digital recordkeeping system of the IRMCT and for the development of a comprehensive digital recordkeeping policy for the IRMCT. During this phase of the consultancy, the Digital Recordkeeping Specialist will be required to consult with internal and external stakeholders, including representatives from the ICTY, to ensure
that the requirements of both tribunals are identified and the way forward is harmonized.

Specific activities to be conducted within the framework of the needs assessment include:
• Developing a strategic plan for the transfer of the ICTR’s digital information of archival value to the IRMCT
• Identifying the IRMCT’s requirements for digital recordkeeping, and assessing the tribunal’s current capability for digital recordkeeping in relation to those requirements
• Providing guidance on the implementation of the secure disposal of those
records which can be destroyed immediately and of those which can be
eliminated at end of mandate
• Assisting with the development of a vital records programme
• Providing conrete recommendantion on the development and implementation
of a digital recordkeeping policy.

The results of the needs assessment will be compiled in the consultant’s final report.

Timeframe
The envisioned start date of the consultancy is 15 September 2011. The consultancy will be completed in a four-month period, with six weeks devoted to each of the first two phases of the consultancy and four weeks devoted to the final phase. All three phases of the consultancy will be conducted on-site, in Arusha, Tanzania. The final consultancy
report shall be submitted to ICTR management one month after the completion of the four-month consultancy.

Deliverables
The successful completion of the consultancy will be dependent upon the delivery of the following:
• At the completion of phase 2, three months after the commencement of the
consultancy, the Digital Recordkeeping Specialist will be required to submit a Digital Information Appraisal Report, which shall include the following:

􀂃 The results of the inventory and business process survey
􀂃 The identification of potential areas for improvement in the management of information in digital format maintained by Tribunal for the purposes of enhancing operational efficiency
􀂃 A report on the application of business process and retention policies to the records of the ICTR and recommendations for the way forward in the continued implementation of these policies
􀂃 A strategic plan for the secure and appropriate disposition of the
digital records of the ICTR

• One month after the completion of the four-month consultancy, the Digital
Recordkeeping Specialist will submit the final consultancy report, which
shall include:
􀂃 An explanation of the consultant’s methodology
􀂃 Review of the recommendations for enhancements to digital information management procedures
􀂃 A report on the progress made in the appropriate disposal of the
digital records of the ICTR
􀂃 Recommendations for the marking and management of sensitive
digital information
􀂃 Recommendations and a concrete way forward in the migration of data for the purposes of long-term preservation of the archival records, including recommendations for specific software systems to be used
􀂃 Recommendations for data storage systems and infrastructure enhancement requirements for the preservation of digital archives
􀂃 Recommendations for enhancing the accessibility of the unclassified information of ICTR maintained in digital format
􀂃 A concrete plan for the implementation of a digital recordkeeping strategy for the ICTR

The findings of the final consultancy report will be used to inform the development of the digital recordkeeping policy of the IRMCT. The digital recordkeeping policy will be developed in compliance with established UN policies and recognized archival best practice procedures, and will take into consideration the digital information maintained
by both the ICTR and the ICTY.

Requirements for Consideration
Candidates who meet the following requirements will be considered for the consultancy:
• Advanced university degree with specialization in archival or information
science, information systems, or systems analysis and design.
• At least five years of progressively responsible professional experience in modern archives, recordkeeping and/or information management functions.
Experience must include information management and preservation of digital
information, with emphasis on migrating and maintaining digital records and
archives and familiarity with storage media formats, preservation, migration management and digital multimedia formats.
• Knowledge of UN archives management, recordkeeping and information
management policies.
• Strong understanding of databases and applied knowledge of a variety of
digital content formats and standards in relation to digital preservation and access.

The selected consultant will possess highly developed conceptual, analytical and innovative problem-solving skills and a demonstrated ability to handle complex business
process and information integration issues. The consultant must possess the ability to establish priorities and to plan, coordinate and monitor own work plan and to write in a clear and concise manner and communicate effectively orally. The consultant will be required to prepare reports, formulate positions on issues, articulate options concisely to convey the maximum necessary information, and defend his or her recommendations.
Prior experience as a digital records consultant is desirable.

Format for the submission of proposals
All bid proposals shall be presented in the following manner:
• Description of Proposed Services and Activities: Describe in detail the
proposed approach to the consultancy, including all activities anticipated.
• Cost Proposal: The proposals will include a price quote for services rendered based on the description of services and activities, including the proposed consultancy fees.
• Other Concessions Offered: The proposal may include added services that
have not been included in the Terms of Reference. Although this is optional, credit will be given if, in the view of the ICTR, these services add value to the activity.
• Proposed Personnel: The proposal must include a comprehensive Curriculum
Vitae (CV) of the consultant.
• Professional References: The proposal must include two professional
references from individuals or companies for whom the candidate has provided similar services.

Deadline for Submission of Proposal: The deadline for submission of proposals is 1700 hr. East Africa Time, 31 August 2011. Proposals may be submitted by post or electronically to the following address:
Ms. Martha Hunt
Chief, Judicial Records and Archives Unit
Court Management Section
International Criminal Tribunal for Rwanda
PO Box 6016
Arusha, Tanzania
Email: hunt3@un.org

Information Management Officer, P-3. DPKO, Mine Action Service. New York. Open until 3 October 2011

2011-08-05T09:25:00.000-04:00

Job Title:
Information Management Officer, P3
Department/ Office:
MINE ACTION SERVICE
Duty Station: NEW YORK

Posting Period:
4 August 2011-3 October 2011
Job Opening number:
11-IMA-DPKO RLSI MAS-19786-R-NEW YORK (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the UN Mine Action Service, Office Rule of Law and Security Institutions, Department of Peacekeeping Operations. The Information Management Officer reports to Chief, Budget and Financial management and reporting Unit. The UN Mine Action Service (UNMAS) serves as UN focal point for all mine-related issues and activities, for more information please visit http://www.mineaction.org/.

Responsibilities

Provides advisory services on: (1) needs and business process analysis; (2) organization and maintenance of UNMAS Profi and other UN information assets; (3) records preservation and disposition; (4) information management policies and procedures, (with an emphasis on technological applications.)
• Performs business/system analysis, detail user requirement gathering, functionality specifications, technical documentation, and user acceptance testings for the ProFi system and related applications.
• Liaise with ODC/UNOV, a service provider for the UNMAS Profi on the issues related to maintenance of the Profi system.
• Provides user support.
• Develops training materials and user manuals; trains staff in use of the Profi system assigned.
• Analyses and evaluates new applications, archives and records management systems and makes recommendations for their deployment.
• Participates in work process improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of application improvements and new systems.
• Manages records accession and disposition functions by applying the project life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; supervises one General Service staff in implementing related tasks; and performs records appraisal.
• Understands programme budget/accounting, budget formulation/structuring (BAC elements), UN Chart of Accounts (allotments, pre-encumbrances, obligations, expenditures, disbursements), keeps current with and applies preservation techniques and strategies for records in all media.
• Manages archival processing activities by overseeing adherence to preservation, description and database standards; produces descriptive inventories; and makes recommendations regarding the planning and prioritisation of preservation.
• Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with UNOV as a service provider and ITSD /DM and other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
• Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of Profi resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
• Assists in programme administration, including provision of assistance to or oversights of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
• Performs other related duties, as required.

Competencies

Professionalism
Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description.
Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing:
-Develops clear goals that are consistent with agreed strategies
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Foresees risks and allows for contingencies when planning
-Monitors and adjusts plans and actions as necessary
-Uses time efficiently

Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology

Education

Advanced university degree (Master’s degree or equivalent) in information science, information systems, information management or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of 5 years of progressively responsible experience with computer applications and in the analysis, design, implementation, operations and maintenance of complex information systems is required. Experience with large administrative and financial systems is very desirable. Experience with Enterprise Resource Planning system (ERP) such as Oracle, Peoplesoft and/or SAP is an asset. Knowledge of UN budgetary and financial policies and processes and of IMIS is an asset. Practical experience in relational database administration and in programming in SQL is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (oral and written) is required. Knowledge of other UN official languages is an advantage.

Assessment Method

Evaluation of qualified applicants may include a substantive assessment, which may be followed by a competency based interview.

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
- Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.

Head of Unit Information Management. ICRC, Geneva. Open until 21 August 2011

2011-07-21T17:36:00.001-04:00

Profession: Chef-fe de l'unité gestion de l'information
18-07-2011
Offre d'emploi Ref.. hq-chf-gestinfo
Lieu: Siège
taux d'activité :100%
Au siège

Raison d'être du poste
L'unité Gestion de l'information est une nouvelle unité créée au sein de la division Archives et gestion de l'information, qui comprend déjà trois unités (Records management, Conservation et archives Agence, Bibliothèque et archives publiques).
L'unité aura pour objectif de mettre en œuvre la dimension gestion de l'information comme une dimension stratégique au sein de l'institution, en traduisant la stratégie de gestion de l'information et des systèmes vers des processus, des directives et des solutions qui s'accordent avec les besoins de l'organisation, et en communiquant à son sujet.
Basée sur une connaissance approfondie du fonctionnement et des processus métiers du CICR et en conformité avec les stratégies existantes, l'unité développera un cadre global et intégré de gestion de l'information et des contenus. Dans une perspective de cohérence et de pérennité, elle fournira un soutien fort à toutes les unités du CICR pour la gestion de leur information, au moyen de conseils, supports et formation; elle établira les instructions et lignes directrices correspondantes et fournira ou accompagnera le développement des solutions métiers les plus appropriées.
Le/la chef-fe d'unité sera en charge de mettre en place cette nouvelle unité et de la gérer dans le cadre des objectifs fixés et en accord avec les principes de gestion du personnel appliqués au CICR. Il/elle rend compte directement à la cheffe de la division Archives et gestion de l'information.

Mettre en place l'unité (équipe de 5 personnes actuellement en poste au sein de la division) et assurer une prestation de services optimale à travers son bon fonctionnement.
Développer et mettre en place la fonction Gestion de l'information comme une fonction essentielle et effective au sein de l'institution, basée sur un réseau de fonctions GI régionales et locales, au moyen d'une diffusion et d'une communication appropriées.
Dresser la carte des flux d'information, des contenus et des processus pertinents, établir les directions stratégiques pour aboutir à une gestion de l'information la plus efficace possible et, sur cette base, établir un plan d'action pour renforcer et développer les solutions tactiques pour soutenir les besoins des métiers.
Evaluer l'efficacité des outils en place et les faire évoluer vers un système intégré de gestion de l'information et des contenus.
Maintenir une relation de proximité avec les usagers et les propriétaires de contenus, pour identifier les besoins à court et long terme en matière de gestion de l'information et élaborer les spécifications fonctionnelles avec eux.
Collaborer avec la division ICT pour définir la future architecture nécessaire à une bonne gestion de l'information et assurer un partenariat solide pour concevoir, construire et consolider les solutions les plus adéquates.
Développer, mettre à jour et promouvoir les documents de gouvernance et les procédures de mise en œuvre de gestion de l'information, en conformité avec la stratégie de gestion de l'information et des systèmes et avec les autres besoins métiers.
Organiser la formation du personnel en matière de gestion de l'information et promouvoir les bonnes pratiques.
Superviser la création ou le développement des modèles de document, d'un moteur de recherche efficace, de la cartographie des processus et d'une taxonomie institutionnelle.
Développer des indicateurs pour mesurer l'usage, les succès et les manques des systèmes existants, en vue de renforcer le système général de gestion de l'information.
Assurer le développement et la mise en œuvre des projets associés à la gestion de l'information et la conformité des nouveaux systèmes et processus avec la stratégie de gestion de l'information et des systèmes et les orientations stratégiques pertinentes.
Rechercher et assimiler les bonnes pratiques et innovations d'autres organisations et domaines professionnels dans les processus de gestion de l'information du CICR.
Assurer la disponibilité et le développement de compétences en gestion de l'information au sein de l'unité et dans les autres départements (siège et terrain), au travers des fonctions GI telles que les assistants en gestion de l'information et les assistants.
Contribuer au développement en cours de la stratégie de gestion de l'information et des systèmes.

Critères d'engagement
Formation supérieure de niveau master en gestion de l'information ou dans une autre discipline pertinente
Expérience probante de cinq années ou plus dans la mise en œuvre de solutions pratiques et à large échelle de gestion de l'information
Expertise en gestion du cycle de vie de l'information
Expérience dans la conception, l'implémentation et l'exploitation de solutions d'Enterprise Content Management telles que OpenText, EMC Documentum, FileNet etc., un atout
Expérience au sein d'une grande organisation internationale/multilatérale
Expérience en gestion du changement
Expérience confirmée de la conduite d'équipe et du travail en réseau

Votre profil
Créativité et capacité de vision à long terme
Compétences analytiques démontrées
Solides compétences de communication orale et écrite
Aptitude à interagir avec des usagers de différents métiers et des partenaires externes, et à les influencer efficacement au travers du travail d'équipe et de la diplomatie.
Maîtrise de l'anglais obligatoire et bonnes connaissances de français
Durée minimum d'engagement : 3 ans

Date d'entrée en fonction: immédiate

Date limite de dépôt de candidature: 21 août 2011

Digital Knowledge Coordinator, P-4. United Nations, DPI, New York. Open until 18 September 2011

2011-07-21T17:15:00.000-04:00

Job Title:
Digital Knowledge Coordinator, P4
Department/ Office:
DEPARTMENT OF PUBLIC INFORMATION
Duty Station: NEW YORK

Posting Period:
20 July 2011-18 September 2011
Job Opening number:
11-IMA-DEPT OF PUBLIC INFORMATION-20054-R-NEW YORK

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Department of Public Information (DPI), Outreach Division (OD), Information Processing and Acquisitions Cluster (IPA). Digital Knowledge Coordinator reports to the Chief of IPA. IPA's main goals are: to acquire UN information resources and to make them available online to the UN staff members and stake holders, as well as to the general public; and to acquire external electronic information resources and make them available online to the UN staff members.

Responsibilities

The incumbent oversees the digital knowledge management operations for the collection, management and preservation of UN digital resources in the UN Libraries.
• Formulates procedures, objectives and guidelines affecting the development and maintenance of the Library digital repository in accordance with the repository collection policies.
• Conducts policy-oriented research and drafting on the applicability of information technology to the digital repository using data from internal and external sources.
• Provides advisory services Organization-wide on preservation practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to preservation practices, improvement and implementation strategies, resource requirements, and procedures for transferring digital information to the repository.
• Plans and develops migration strategies for archival preservation of digital collections and to develops and maintains expertise necessary to advise UN libraries and information services in the management of digital information.
• Promotes the benefits and use of the digital repository among user Departments, establishes partnerships with them and realizes cooperative management of UN digital information resources.
• Ensures the preservation of digital information according to collection policies and develops and implements appropriate retention schedules with digital information-originating offices, monitors compliance with the requirement to transfer inactive digital information to appropriate locations.
• Represents the Library, as required, in departmental offices and at committees, working groups and task forces, advocating digital repository perspectives and standards.
• Performs other duties as assigned.

Competencies

Professionalism:
Excellent knowledge of and experience in application of information technology to modern library operations, including digital repository and electronic resources management. In-depth knowledge of UN information resources and the work programme of the Organization. In-depth knowledge and understanding of the inter-relationship between the library systems and the organization's multiple operations. Ability to prepare reports, formulating positions on issues, articulating options concisely conveying maximum necessary information, making and defending recommendations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and Organising:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Communication:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education

Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Work experience with UN-related information resources is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, English (both oral and written) is required. Knowledge of French is desirable. Knowledge of another UN official language is an advantage.

Assessment Method

Evaluation of qualified applicants may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Register Assistant, AST 2. CPVO, Angers. Open until 15 August 2011

2011-07-13T14:27:00.000-04:00

VACANCY NOTICE N° CPVO/TA/2011/003

Register assistant - Technical Unit M/F
Grade AST 2

1. THE JOB

The Community Plant Variety Office (CPVO) is organising the current call for expressions of interest to, on the basis of qualifications and interview, find a replacement for the post of a Register assistant - Technical Unit M/F AST 2. It is a full time temporary agent post with an initial duration of 7,5 months. An eventual extension would be for another 4 months.

The Register assistant will work in the Technical Unit of the Agency on activities related to the processing of applications for Community Plant Variety Rights. The staff member will be in charge of:

- Opening and numbering of new applications
- E-filing in Docman (electronic archiving system)
- Sending out of correspondence by email and by post
- Paper archiving
- Scanning of new applications and titles
- Preparation of certified copies
- Sending of reception reminders
- Preparation of letters
- Calls from clients and internal calls

2. FORMAL REQUIREMENTS

The candidate must fulfil the requirements set out below.

2.1 General conditions

- Be a national of a Member State of the European Union ,
- Enjoy your full rights as a citizen
- Have fulfilled any obligations imposed by the laws concerning military service,
- Produce the appropriate character references as to your suitability for the performance of your duties,
- Be physically fit to perform your duties,
- Have a thorough knowledge of one of the languages of the European Union and a satisfactory knowledge of English, if this is not the first language.

2.2 Qualifications

a) a level of post-secondary education attested by a diploma,

Or

b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

2.3 Experience

To qualify for this profile (AST 2), the candidate must have at the closing date for applications a total professional experience of at least one (1) year if he/she has a post-secondary education diploma, and four (4) years if he/she does not have such a diploma. Of the total professional experience at least 1 year must be in relation to the job requirements.

3. SELECTION

If the candidate meets the formal requirements set out above, he/she will be assessed in view of selection for interview on the basis of the following criteria:

- The academic and professional qualifications and their relevance to the tasks listed in section 1. “THE JOB” above.
- The professional experience: the range of fields covered; the type and level of work done; and its relevance to the tasks listed in section 1. “THE JOB” above.

The following will be considered as assets:

- Practical experience in similar positions
- Good knowledge of the English and French languages
- Experience of working in a multilingual environment
- Excellent mastery of standard computer applications and experience in database management and e-document management systems. Sense of organisation and attention to details.

4. INTERVIEW

If selected for an interview, candidates will be assessed in the interview on the following criteria:

- Ability to communicate effectively in written and spoken English
- Good master of software tools
- Capacity for teamwork in a multicultural environment
- Interpersonal skills
- Organisational ability and attention to detail

5. ENGAGEMENT ON THE POST

The candidate who is judged to be the most suitable on the basis of the criteria listed in both 3 and 4 above will be offered a temporary agent contract.

6. INFORMATION

The text of this Vacancy Notice contains all the information required. If you nevertheless have a question, you may send an e-mail to Vacances@cpvo.europa.eu

7. CLOSING DATE FOR APPLICATIONS: 15/08/2011

The applications (CPVO application form, letter of motivation & CV) should be addressed by e-mail only to,
Vacances@cpvo.europa.eu. Incomplete applications will automatically be excluded from the selection procedure.

The CPVO application form can be found on the web site of the Office (www.cpvo.europa.eu) or received upon request from the Human Resources Service of the CPVO.

Records Management Assistant. UNFCCC, Bonn. Open until 18 July 2011

2011-07-07T09:19:00.000-04:00

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat
CONSULTANCY (Individual Contracor)

COMMUNICATIONS AND KNOWLEDGE MANAGEMENT SERVICES (CKMS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA17/CKMS
PUBLICATION DATE: 04 July 2011
DEADLINE FOR APPLICATION 18 July 2011
TITLE: Records Management Assistant
DURATION OF Consultancy: as soon as possible until 31 December 2011
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The Convention secretariat supports the Convention and its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of the Parties.
Communications and Knowledge Management Services (CKMS) ensures that Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place to assist Parties and the UNFCCC secretariat in managing and disseminating information.

Functions to be performed
Under the direct supervision of the Public Information Officer the individual contractor is responsible for the front-end application administration of recordkeeping system and the first level user support for recordkeeping system. She/he supports the roll-out of recordkeeping system to programme offices and the electronic records migration from shared drives to recordkeeping system In particular, the incumbent:
1. Supports disposition operations by liaising with records-originating offices to periodically transfer the scheduled inactive and permanent records to the Records Center by reviewing records and ensuring the completeness and accuracy of transfer documentation.
2. Guides programmes on the transfer procedures, carry out site visits to offices to advise transfer preparations and ensure transfer guidelines are adhered;
3. Ensures that records are smoothly transferred from programme areas to the records center, that the right retention schedules, security level and access control are applied to records, and that the records are properly organized, packed and labelled;
4. Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating database;
5. Conducts surveys and interviews and gather information for the development of records management functional toolkits such as the file classification scheme, the metadata scheme and the security and access classification scheme;
6. Collects information from programmes about their electronic records on the G drive, supports the roll-out of recordkeeping system; carries out mapping of records to be migrated from shared drives to recordkeeping system, and advises programme which migration tool to use when migrating records;
7. Prepares a variety of written outputs such as statistics and reports on records management activities.

Requirements
• Completed secondary education. Specialized training in information science, records, archives or library management and knowledge about electronic recordkeeping system is an asset;
• At least five years of relevant experience in documents registration, modern archives management, record keeping, library, information management or related area;
• The incumbent must be proficient in MS Office: Word, Excel, Access and PowerPoint. Practical experience in maintaining electronic records for public institutions and in an office support function using databases is desirable;
• Fluency in written and spoken English. Working knowledge of other United Nations languages and/or German is an asset.

To apply
Candidates whose qualifications and experience match the requirements, please use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.

Please note:
We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process.

Programme Officer (Information Management), P-4. OCHA, Tripoli. Open until 19 July 2011

2011-07-06T14:35:00.000-04:00

Job Title:
Programme Officer [Information Management], P4
Department/ Office:
OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS
Duty Station: TRIPOLI

Posting Period:
4 July 2011-19 July 2011
Job Opening number:
11-IMA-ocha-20065-R-TRIPOLI

--------------------------------------------------------------------------------

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Zarzis, Tunisia; but is expected to move to Tripoli, Libya. The Programme Officer reports to the Head of Office, OCHA Libya.

Responsibilities

Within delegated authority, the Programme Officer (Information Management) will be responsible for the following duties:
Develops, implements and evaluates assigned humanitarian information management programmes/projects, etc.; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions.
Performs advisory and technical assignments in information management, including in the use Geographic Information Systems (GIS) in disaster preparedness, disaster response, complex emergencies and early recovery. These services will be provided to the Resident / Humanitarian Coordinator by assisting in developing of plans and strategies to manage information in support of the Libya Humanitarian Country Team and Clusters/Sectors in the area of disaster preparedness, disaster response and complex emergencies.
Researches, analyzes and presents information gathered from diverse sources to support the work of the Humanitarian Coordinator and the OCHA Office.
Coordinates policy development, including the review and analysis of humanitarian issues and trends, preparation of evaluations or other research activities and studies within the region.
Generates survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
Initiates and coordinates outreach activities in the area of humanitarian information management; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.
Leads and/or participates in large, complex field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc, in the area of humanitarian information management.
Carries out managerial responsibilities of the Information Management Unit relating to compliance with administrative requirements, programme planning and implementation, policy and procedure recommendations, budgeting, human resources and facilities management.
Performs other duties as required.

Competencies

PROFESSIONALISM: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of information in disaster preparedness, disaster response, complex emergencies and early recovery - Knowledge of the application of Geographic Information Systems (GIS) in complex emergencies, natural disasters and early recovery. Ability to identify issues, analyze humanitarian trends, and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources and analytical methods. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
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.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

Advanced university degree (Master’s degree or equivalent) in Business Administration, Information Management, Social Sciences, Statistics or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience in information management, humanitarian programme management, early recovery, transition, or other related area, including at least four years of experience at the international level. Experience in coordination of information management activities in a complex emergency in a country affected by conflict is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official United Nations language is an advantage

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Assessment Method

Short-listed candidates may be required to take a technical test before being considered for a competency based interview.

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Document Management Officer. IOC, Lausanne. Open until 15 July 2011

2011-07-06T14:13:00.000-04:00

DESCRIPTION DE FONCTION
Fonction/Titre Gestionnaire de documents (gestion documentaire)
Département Département de la technologie et de l’information

1. Mission
· Assurer la pérennité et l’intégrité de l’information du CIO
· Contribuer à la mise à disposition et à la valorisation des ressources du CIO en termes
d’information et de connaissances
· Veiller à ce que les intérêts du Mouvement olympique, et ceux du CIO en particulier, soient
correctement sauvegardés, notamment par la préservation de la confidentialité des
informations traitées.

2. Principales responsabilités et tâches clés
· Contribuer au développement de la stratégie en matière de gestion documentaire et des
connaissances et à la mise en oeuvre des projets correspondants
· Fournir l’assistance nécessaire à la bonne marche des projets internes et de leurs besoins en
matière de gestion d’information et des connaissances
· Rédaction, mise à jour et en application de politiques et procédures relatives à la gestion
documentaire
· Gestion des arrivages et traitement des dossiers papiers, sur l’ensemble des sites du CIO
· Elaboration et suivi des plans de classement dans Livelink
· Contribution à la bonne gestion de l’espace de référence de Livelink
· Aide, coaching et conseils aux utilisateurs, tant sur la gestion des archives papier qu’électronique
· Répondre aux demandes de recherche émanant de l’administration du CIO
· Validation du courrier postal reçu.

3. Formation et expérience
· Formation supérieure ou équivalente (université, HES ou formation équivalente).
· Expérience significative et pertinente dans le domaine de la gestion documentaire et/ou archives
courantes/intermédiaires.
· Expérience en gestion de projet serait un avantage
· Expérience d’un outil de gestion électronique des documents de niveau Enterprise Content
Management, du type Livelink, Documentum, SharePoint ; le CIO travaille avec Livelink et une
expérience dans cet environnement est un atout.
· Très bonnes connaissances écrites et orales du français et de l’anglais
· Connaissance des outils informatiques courants (Word, Excel, Powerpoint, Outlook, Acrobat)

4. Compétences requises
· Capacité à travailler en équipe.
· Capacité à gérer des situations de stress, maîtrise de l’imprévu et de l’urgence ainsi que bon sens
de l’organisation et des priorités.
· Précision et rapidité dans l’exécution des tâches.
· Diplomatie, tact et discrétion indispensables.
· Flexibilité et souplesse au niveau des horaires de travail en général.
· Autonomie et sens de l’initiative.
Il peut être demandé à chaque cadre d’effectuer des tâches non mentionnées dans son cahier
des charges ou sortant de ses attributions.

Archives Assistant (G-5). OSCE, Prague. Open until 25 July 2011

2011-06-28T17:45:00.000-04:00

Job Title Archives Assistant

Organization Name OSCE Secretariat, Department of Management and Finance/Prague Office

Location Praha 6,CZ

Grade G5
Closing Date of application 25-07-2011
No. of Posts 1

Background

The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization. DMF comprises Finance and Treasury Services, Budget and Internal Control Services, Information and Communication Technology Services, Mission Support Services, Conference and Language Services and the Prague Office.

The core task of the Prague Office (PO) - also known as the Research and Documentation Centre - is to preserve and make available OSCE legacy documents to participating States, academic researchers and the public at large. The current team at the Prague Office comprises 7 staff members.

Tasks and Responsibilities

Under the overall guidance of the Head of Office and the direct supervision of the Senior Assistant for Documentation and Information, the incumbent will be responsible for:

Supporting the maintenance of the Prague Office’s paper and digital archive of historical documents and completing series of historical documents in digital format on the Doc.In database, as well as establishing finding tools for archive reference and inventory purposes;
Disseminating the OSCE Magazine and selected documents to regular subscribers and OSCE depository libraries;
Providing documentation and publications to the public at large;
Maintaining and updating the reference library collection, including ordering new acquisitions, indexing, filing;
Performing other related duties as assigned.

Necessary Qualifications

Completed secondary education with four years of sustained experience in customer service and/or processing digital information;
Post secondary studies and keen interest in current history and/or insight into political science or international relations would be an asset;
Theoretical and practical experience in document processing, archival and library activities (digital and paper) and record as well as information management;
Knowledge of standard computer applications (word processing, databases, spreadsheets, internet, web and other IT systems);
Experience with public information services or documentation (library) services in international organizations (government/academic institutions or NGOs);
Professional fluency in written and spoken English; working knowledge of Czech would be highly desirable; knowledge of other OSCE working languages would be an asset;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Ability to establish and maintain effective working relationships with people in a small team of different national and cultural backgrounds.

Remuneration Package

Monthly remuneration, subject to social security deduction, is Korunas 37,338 (12 times a year). OSCE salaries are exempt from taxation in the Czech Republic. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund.

How To Apply

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83
The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.
Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Chief, Records Management P-3. OSCE, Vienna. Open until 26 July 2011

2011-06-28T17:36:00.000-04:00

Job Title Chief, Records Management

Organization Name OSCE Secretariat, Department of Management and Finance

Location Vienna, AT

Grade P3
Closing Date of application 26-07-2011
No. of Posts 1

Background

The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization. DMF comprises Finance and Treasury Services, Budget and Internal Control Services, Information and Communication Technology Services, Mission Support Services, Conference and Language Services and the Prague Office.

Tasks and Responsibilities

Under the direct supervision of the Deputy Director for Mission Support Services, the incumbent will perform the following administrative and support duties:

Developing and implementing policies and procedures for OSCE documents management and archive across the Organization;
Proposing and implementing organization-wide standards and policies for the receipt, distribution and storage of documents, including organization of electronic systems, paper archive indexes, databases and spreadsheets;
Conducting training for OSCE staff on all aspects of records management and archiving and usage of the OSCE Electronic Document and Record Management System;
Monitoring field operations’ compliance with OSCE document management policy and supporting and assisting them in a closure mode;
Co-ordinating and monitoring the overall quality of the records management service across the organization and ensuring a consistent approach to document storage and archiving throughout the Organization;
Overseeing document management and archiving in the Secretariat, with special attention to the classification and control of confidential and restricted documents;
Creating and maintaining electronic and paper archives for all the Secretariat programmes, including identification and location of premises and physical record storage systems; providing guidance to field operations on physical archiving requirements and co-ordinating archives of closed field operations;
Identifying gaps in records management processes and co-ordinating internal working groups established for the purpose of improving records management in the Organization;
Developing and managing a correspondence tracking system for the Secretariat; supervising and co-ordinating distribution, maintenance, retention and retirement/destruction of Secretariat documents;
Advising on and co-ordinating transfer of relevant historical documents to the Prague Office from all OSCE Institutions and field operations;
Supervising the functioning of the Secretariat’s mail room;
Performing other related duties as assigned.

Necessary Qualifications

University degree in records management, archival science or a related field; post-graduate training or certification in specific fields of records management would be desirable;
A minimum of six years of practical relevant experience with increasing responsibilities, preferably in an international organization or another multilateral environment;
Practical experience in the implementation or use of ERMSs (especially Livelink) would be desirable;
Professional fluency in written and spoken English, including good communication and drafting skills; knowledge of other OSCE working languages would be an asset;
Computer literate;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Negotiations skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration will vary between EUR 5,567 (single rate) and EUR 5,964 (dependency rate) depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

How To Apply

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83
The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.
The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Document and Records Management Consultant. UN Women, New York. Open until 5 July 2011

2011-06-23T18:22:00.000-04:00

UN WOMEN: DOCUMENT AND RECORDS MANAGEMENT CONSULTANT
Location : New York, UNITED STATES OF AMERICA
Application Deadline : 05-Jul-11
Additional Category Women’s Empowerment
Type of Contract : Individual Contract
Post Level : International Consultant
Languages Required :
English
Duration of Initial Contract : 3 months

Background
Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women's rights at the centre of all its efforts, UN women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

UN WOMEN is dedicated to advancing women's rights and achieving gender equality. It provides financial and technical assistance to innovative programmes and strategies that foster women's empowerment. UN WOMEN works on the premise that it is the fundamental right of every woman to live a life free from discrimination and violence, and that gender equality is essential to achieving development and to building just societies. UN WOMEN maintains strong ties to both women's organizations and governments, linking them with the UN system to join national and international political action, and to create momentum for change.

UN WOMEN focuses its activities on one overarching goal: to support the implementation at the national level of existing international commitments to advance gender equality. In support of this goal, UN WOMEN works in the following thematic areas:
Enhancing women's economic opportunities and empowerment;
Ending violence against women;
Expanding women's voice, leadership and participation;
Peace and security, ensure women's engagement in conflict resolution;
Making gender equality priorities central to national, local and sectorial planning, budgeting and statistics.
Active in all regions and at different levels, UN WOMEN works with countries to formulate and implement laws and policies to eliminate discrimination and promote gender equality in such areas as land and inheritance rights, decent work for women, and ending violence against women. UN WOMEN also aims to transform institutions to make them more accountable to gender equality and women's rights, to strengthen the capacity and voice of women's rights advocates, and to change harmful and discriminatory practices in society.

UN WOMEN has more than 1000 staff members and consultants. Its headquarters is based in New York, USA and it has a presence in around 80 countries world-wide through its 15 Sub-regional Offices, country programmes and liaison offices.

Background to the document and records management consultancy

With the increased mandate of UN Women, it has become apparent that the current paper file system is growing ever larger. The space available to accommodate the number of paper files is limited. On the technology front, UN Women is currently using different platforms to store the documents that include the Shared/Network drives and Intranet/ Internet Web sites, resulting in the duplication of efforts and increased maintenance.

UN Women has recently signed a lease for a new office building at NY and is planning to consolidate all of its HQ offices into one building. Therefore one of the requirements is to cost-effectively and efficiently consolidate the filing of documents and implement a uniform filing system within the various sections/units to eliminate duplication in the new office. It is critical that this exercise commence and complete prior to the move to the new space in August/September 2011 so as to avoid unnecessary transportation of documents from the old space to the new space which is highly inefficient and expensive. This needs to be done with minimal disruption to work and in support of UN document management rules and regulations. Functional space for filing and storing required documents has already been identified in the new space.
The Office of Internal Audit (OAI) has also commented that UN Women has no formal document management systems and has highlighted this as an institutional weakness.

To address these problems, UN Women would like to develop a strategic roadmap for implementing an organizational wide electronic document and records management solution for the document storage, retrieval and information sharing purposes in order to improve the organizational performance and to ultimately become a paperless office.

At the same time, UN Women is working towards a strategic knowledge management framework to respond to challenges regarding content management for different websites/intranets and the facilitation of online collaboration, networking and knowledge exchange. The implementation of SharePoint-based Intranet project is already in progress and it is expected to complete the rollout for HQ offices by end 2011. It is planned to utilize the document management and records management features of SharePoint for the organizational needs.

Duties and Responsibilities
Under the overall administration of Project Manager, International Public Sector Accounting Standards (IPSAS), the consultant will study and analyze the existing document management practices and devise a roadmap for the development of an information management policy and procedures that will support the various document management needs. The consultant will also work closely with the Manager, Information Systems, and the Office Manager, Knowledge Management Team as well as the focal points in various UN Women sections/units to learn the current document management practices and challenges faced by the users. The incumbent will primarily be responsible for the following:
Perform business process analysis and inventory of the existing filing practices including paper and electronic documents across the HQ sections/ units and few selected field offices (remote analysis for the field offices);
Draft a document management policy and a comprehensive records retention schedule based on the requirement analysis and corporate statutory, legal and compliance requirements;
Prepare a roadmap for the implementation of Document management system across the organization.
Deliverables:
The assignment will be of 3 months duration with the following key deliverables:
A matrix with clear and detailed recommendations on how to implement the document management policy based on the business process analysis. This would include how to classify documents; procedures for handling confidential and sensitive information, etc.
A brief roadmap paper addressing the management of documentation and how to have a proper document management system at UN Women. This paper should be in line with UN Women Financial Rules and Regulations and should specifically: (i) Establish policies and procedures addressing relevant issues such as the types of documents that are needed to be retained, where they are to be stored, how long there are to be retained (retention schedule), how they are to be handled, and related responsibilities; including the categorization of different types of documents and specification on what should be saved on UN Women Intranet, Shared Drive; and what on the UN Women's Public Website.
(ii) Address how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies not only to electronic documents such as emails, Word documents, PowerPoint presentations, and Excel spread sheets, but also to hard copy paper documents;
Reorganization of central repository (SharePoint library & Shared Drives) and make sure that it will be user friendly, and assign custodial responsibility for the repository. This reorganization must meet the document and records management requirements for classification, information sensitivity, and disposition.

Competencies
Core Values / Guiding Principles:
Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Job Knowledge/Technical Expertise:
Strong background in information and knowledge management including document and records management;
Demonstrated proficiency to have analytical ability and thorough understanding of document/ records management best practices and international standards;
Knowledge of information technology platforms for document/ records management implementation.
Planning and Organization:

Ability to establish priorities and to plan, coordinate and monitor own work plan;
Proven ability to work under pressure and produce output that is accurate, timely and of high quality;
Ability to manage conflicting priorities a good sense of when to act independently versus when to seek advice.
Communications:

Excellent written and verbal communication skills in English, including the ability to set out a coherent argument in presentations and group interactions.
Teamwork:

Good interpersonal skills, ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience
Education:

Advanced university degree in Information or Knowledge Management, or other related field, or first university degree and equivalent combination of education, certification and experience in relevant area;
Knowledge of information management procedures, processes and policies is also required.
Experience:

Minimum 10 years progressively responsible professional experience in undertaking knowledge and information management exercises;
Previous work experience with UN or other development agencies in knowledge and document management is highly desirable;
Experience in Microsoft SharePoint is also highly desirable.
Language:
Fluency in English (oral and written).
Knowledge of another UN language is an asset .
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Document Management Assistant, G-4. ICC, The Hague. Open until 3 July 2011

2011-06-16T17:33:00.000-04:00

Job Title and Level: Document Management Assistant (G-4)
Vacancy Announcement No: 1070EE-RE
Deadline for Applications: 03.07.2011
Organizational Unit : Court Interpretation and Translation Section, Registry
Duty Station : The Hague
Type of Appointment: Established Post
Post number : 3340-S-GOL-1373
Minimum Net Annual Salary (Single Rate)
(EURO) :
€ 33,323
Contract Duration
One year with the possibility of extension (six months probationary period)
Duties & Responsibilities
Under direct supervision of the Head of Translation Programming Unit the incumbent will perform a variety of
duties related to the provision of document control functions by:
# Assisting the management and workflow of documentation received for translation from the participants in
the judicial proceedings and administrative documents related to Court business;
# Tracking/ updating and entering information in databases to prevent duplication of translation work;
# Assigning security settings of the documents received for translation;
# Ensuring workflow within the electronic Court Management System;
# Assuring impartiality with regard to the origin of request;
# Outsourcing translations to external translators;
# Producing reports upon request on status, productivity and progress of documents received and delivered;
# Performs other duties as required.
Essential Qualifications
# Completion of higher secondary education is required;
# At least 4 years of administrative experience with at least one year specifically related to
document/information management;
# Excellent skills in Microsoft standard applications, i.e. Word, Excel, Access and Power Point;
# A sound knowledge of document management applications (i.e. TRIM) and process management tools (i.e.
Oracle);
# Ability to work with a high degree of autonomy and meet deadlines;
# Excellent communication, drafting and organizational skills, ability to plan and establish priorities;
# Ability to work in a multi-cultural environment with respect for diversity.
KNOWLEDGE OF LANGUAGES
Fluency in either working languages of the Court, English or French, is essential. Knowledge of the other
working language will be considered an advantage. Knowledge of another official language of the Court will be
considered an asset (Arabic, Chinese, Russian, Spanish).
General Information
- The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with
ICC policy. The PSC process will include but will not be limited to, verification of the information provided in
the personal history form and a criminal record check;
- Applicants may check the status of vacancies on ICC E-Recruitment web-site;
- Post to be filled preferably by a national of a State Party to the ICC Statute, or of a State which has
signed and is engaged in the ratification process or which is engaged in the accession process, but nationals
from non-state parties may also be considered;
- In accordance with the Rome Statute, the ICC aims to achieve fair representation of women and men for
all positions, representation of the principal legal systems of the world for legal positions, and equitable
geographical representation for positions in the professional category;
- Applications from female candidates are particularly encouraged;
- The Court reserves the right not to make any appointment to this vacancy, to make an appointment at a
lower grade, or to make an appointment with a modified job description.
- The International Criminal Court is a member organization of the Inter-Organization Mobility Accord and is
interested in secondment of staff from organizations of the United Nations Common System.

Consultant, Implementation of Policy on Information Confidenciality. UNFCCC, Bonn. Open until 21 June 2011

2011-06-16T17:22:00.001-04:00

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat

CONSULTANCY
INFORMATION SERVICES (IS) PROGRAMME
ANNOUNCEMENT NO: 11/TA09/IS
PUBLICATION/TRANSMISSION DATE: 07 June 2011
DEADLINE FOR APPLICATION 21 June 2011
CONSULTANCY: Implementation of Policy on Information Confidentiality
DURATION OF APPOINTMENT: 60 days within period 15 July - 31 December 2011
DUTY STATION: Bonn, Germany and home of consultant
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.

Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.

Functions to be performed

Under the general guidance and supervision of the Chief of Knowledge Management Unit the
consultant develops procedures and practice for the treatment of sensitive and confidential information,
and identifies resource requirements for full implementation of the policy on information confidentiality,
and conducts related to training of secretariat staff and external stakeholders, such as members of
bodies that have been established under the Convention and Kyoto Protocol.

Implementation
1. Provide advice on best practices and standards to be applied in the context of the identification,
classification, access to and protection of sensitive information.
2. Prepare required procedures and guidelines containing clarifications and guidance to assist staff in
understanding the implementation of the policy on information confidentiality.
3. Develop roadmap with cost effective approaches for short term and long term solutions on managing
sensitive and confidential information, as well as developing the internal culture in regards to
confidentiality issues
4. Prepare forms and criteria to be completed and signed by secretariat staff to ensure compliance with
the policy on confidentiality of information. Advice on systems and technical requirements to
safeguard confidentiality in the area of information, document and records management, and the
secure storage of all digital information assets including application databases, email, and network
shared drives and others.
5. Taking into account existing in-house systems and processes, develop a coherent system for the
classification and marking of documents in line with information confidentiality policy provisions.
/…
2
6. Document functional requirements for the electronic holding of classified information assets,
including the creation, acquisition, transmission, retention and storage and of such information in
electronic and physical format. Present requirements to technical team and ensure coherent
translation of functional requirements into technical designs, as appropriate.
7. Develop the procedures and guidelines for declassification of sensitive information and approval
processes.
8. Based on consultation with the task team and Responsible Officers, establish a long-term
implementation plan.
Training
1. In consideration of best practices and UN standards, develop training programs and conduct
workshops for staff. Identify and train groups that would need tailored training programs (i.e.
Programme Directors, Records Management focal points).
2. Develop the necessary training materials and/or tools, and, if necessary, draft terms of reference and
identify possible contractors for additional outside expertise.

Deliverables
1. Procedures and guidelines on the implementation of the policy on information confidentiality.
2. Roadmap with cost effective approaches for short term and long term solutions on managing
sensitive and confidential information
3. Forms and criteria to be completed and signed by secretariat staff to ensure compliance with the
policy on confidentiality of information.
4. A coherent system for the classification and marking of documents in line with information
confidentiality policy provisions.
5. A document on the functional requirements for the electronic holding of classified information assets,
including the creation, acquisition, transmission, retention and storage and of such information in
electronic and physical format.
6. Procedures and guidelines for declassification of sensitive information and approval processes.
7. Training programs/workshops for staff and identified groups that would require tailored trainings.
8. Training materials and/or tools for ongoing training sessions that could be conducted by records
management staff. and, if necessary, draft terms of reference and identify possible contractors for
additional outside expertise.

Requirements
• Advanced university degree in information science, computer sciences, or a related field or discipline.
Combination of relevant academic qualifications and extensive experience may be accepted in lieu of
the advanced degree.
• Demonstrated experience in
o managing access to sensitive information and protection of confidential materials,
o developing policies, procedures and guidelines in information security management,
o communication skills and delivery of training.
• Fluency in English, knowledge of a second UN language is an advantage.

To apply

Candidates whose qualifications and experience match the requirements for this consultancy, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. Qualified women candidates and candidates from developing countries are especially
encouraged to apply
2. Service is limited to the UNFCCC secretariat
3. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

Programme Officer (Information Management), P-4. OCHA, Geneva. Open until 2 August 2011

2011-06-05T19:22:00.001-04:00

Job Title:
Programme Officer [Information Management], P4
Department/ Office:
OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS
Duty Station: GENEVA

Posting Period:
3 June 2011-2 August 2011
Job Opening number:
11-IMA-ocha-19920-R-GENEVA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Geneva, Switzerland. The Programme Officer reports to the Chief, Information Services Section.

Responsibilities

Within delegated authority, the Programme Officer (Information Management) will be responsible for the following duties:
Develops, implements and evaluates assigned humanitarian information management programmes/projects, etc.; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions.
Performs advisory and technical assignments in information management, disaster response, complex emergencies and early recovery. These services will be provided to the Resident / Humanitarian Coordinator by assisting in developing of plans and strategies to manage information in support of the Afghanistan Humanitarian Country Team and Clusters/Sectors in the area of disaster preparedness, disaster response and complex emergencies.
Coordinates policy development, including the review and analysis of humanitarian issues and trends, preparation of evaluations or other research activities and studies.
Generates survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
Initiates and coordinates outreach activities in the area of humanitarian information management; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.
Leads and/or participates in large, complex field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc, in the area of humanitarian information management.
Carries out managerial responsibilities of the Information Management Unit relating to compliance with administrative requirements, programme planning and implementation, policy and procedure recommendations, budgeting, human resources and facilities management.
Performs other duties as required.

Competencies

PROFESSIONALISM: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of information in disaster preparedness, disaster response, complex emergencies and early recovery . Ability to identify issues, analyze humanitarian trends, and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources and analytical methods. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
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.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

Advanced university degree (Master’s degree or equivalent) in Business Administration, Disaster Management, Information Management, Social Sciences, Statistics or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience in disaster management, humanitarian programme management, early recovery, transition, or other related area, including at least two years of experience at the international level. Experience in managing information in a disaster response and/or complex emergencies in countries affected by disasters or conflict is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official United Nations language is an advantage

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Assessment Method

Short-listed candidates will be required to take a technical test before being considered for a competency based interview.

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Records Management Officer, P-2. IFAD, Rome. Open until 27 May 2011

2011-05-17T17:34:00.001-04:00

Record Management Officer (1 position)
Vacancy announcement number:
1012
Date of issue: 05/13/2011
Deadline for applications:
05/27/2011

Administration Services Div.

Organizational unit:

Level:
P-2

ROME

Duty Station (details)
Rome
Duration of Assignment
1-year fixed term
(possibility of renewal is subject to availability of funds)
Organizational Context
IFAD is an International Financial Institution and a Specialized Agency of the United Nations whose mission is to enable poor rural people to overcome poverty. IFAD’s headquarters is in Rome, Italy, and its staff work with poor rural people, their governments, communities and organizations in more than 80 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes.
Division Context
The Records Management and Archives Unit is responsible for the management of IFAD official records, capable of supporting IFAD business functions and activities.

The mandate of the Digital Records Management Team (DRMT) - is the effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence. Digital preservation will gradually replace manual filing through the progressive dematerialization of paper records. Vital records will continue to be maintained also in paper form in the archives.
Duties and Responsibilities
JOB STATEMENT

The Records Management Officer ensures that records are managed in the most effective manner, in line with quality management standards and with programmes and projects developed at corporate level. He/she is a specialist in Records Management issues and advises the Administrative Officer on programmatic issues. He/she is also a facilitator of cooperation with all departments in IFAD HQ and in ICOs, for the implementation of the Electronic Records Management System (ERMS).

JOB SUMMARY

Under the direct supervision of the Administrative Officer, the Records Management Officer provides specialist advice throughout IFAD in making full use of efficiency gains that can be won through the services provided. He/she supervises and trains staff and coordinates the Unit day-to-day operational activities. In particular, he/she performs the following duties:

1. Contributes to the management of the Section by planning and managing the work of the team;

2. Administers the Electronic Records Management System (ERMS) ensuring that basic tools for records indexing and routing are constantly updated and consistent with MoReq2 Specifications.;

3. Advises DRMT staff on the use of best practices and applications of international standards, monitors accuracy and consistency in the description of institutional records;

4. Prepares and presents Records Management and Archives training programmes for IFAD staff, both at HQ and ICOs;

5. Drafts and revises Manual Sections, user instructions and technical guidelines for input storage access and retrieval of official records both active and archived;

6. Guides the development and implementation of ICT tools in line with business requirements and quality management including the setting and improvement of work standards, processes and procedures;

7. Collaborates with ICT to ensure integration of other corporate systems with ERMS;

8. Oversees services rendered by external suppliers for records and archives (e.g. disposal and shredding, equipment maintenance, provision of non-stock material for archival use);

9. Makes sure that vital records necessary for business continuity are identified and preserved;

10. Recommends, implements and manages reformatting, refreshing and migration projects to ensure the long-term preservation of archival material in accordance with International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines;

11. Oversees that corporate records are flagged in accordance to the disclosure policy in force;

12. Oversees and coordinates periodical or ad-hoc records surveys held either in HQ and/or ICOs;

13. Liaises with other UN and IFI Document Centres and Archives to facilitate exchanges, network activities and resource sharing; act as focal point for cooperative programmes.

14. In the absence of the Administrative Officer, substitutes for him in the performance of daily administrative matters;

15. Performs other related duties.
Education and Experience
• First Level University degree (or equivalent) in archives/records management preferred; or information management, business administration, political science, international relations, history or similar field.
• Professional qualification in archives, records management, information management, or library science information management and classification is an asset.
• Minimum of three years increasingly responsible professional experience in the field of archives/records or information management, preferably within an international organization.
• Knowledge and experience in the management of electronic record-keeping and archival systems is required; familiarity with international metadata standards and the management of multi-media records are advantages.
• Practical experience in the implementation and use of ERMS.
Tech/Functional Competencies
Analytical skills: you have analytical ability and thorough understanding of records management best practices and international standards;
Team-worker: you are capable to coordinate team work and you are able to establish and maintain effective working relations with people of different national and cultural backgrounds;
Planner and Organizer: you are able to prioritize activities and work under pressure with tight deadlines
Communication
• Excellent written and verbal communication skills in English, including the ability to set out a coherent argument in presentations and group interactions;
• Working knowledge of another official language (Arabic, French or Spanish) is an advantage.
Other Information
Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.
IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge.
Interested candidates are requested to apply through IFAD's online system by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.
Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

Head, Classified Material Control, Archives and Information Management, B5. NATO HQ, Brussels. Open until 17 June 2011

2011-05-13T13:50:00.003-04:00

Brussels, 10 May 2011
NOTIFICATION OF A "B" GRADE VACANCY
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
STAFF VACANCY N° B 11(2011)
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT/CLASSIFIED MATERIAL CONTROL
TITLE Head
GRADE B.5
1. SUMMARY
The incumbent serves as Head of Unit within Archives and Information Management. He/she is responsible for the correct and timely processing of NATO Headquarters (HQ) documents in both paper and electronic formats. The incumbent is responsible for ensuring that the processing and dissemination of NATO HQ documentation occurs in accordance with NATO Security Policy, the NATO Information Management Policy and NATO HQ procedures. He/she will contribute to quality control measures thereby ensuring that the NATO HQ documentation meets agreed standards and is stored and disseminated with due regard to overall NATO information needs. The incumbent will also manage a team and allocate tasks and work in accordance with priorities and the required level of expertise. In addition, the incumbent is responsible for the maintaining the International Staff inventory of accountable materials in accordance with NATO Security Policy including monitoring the management and maintenance of the accountable materials held by individuals and organisations within the International Staff.
- 1 -
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
•
have a university degree from an institution of recognised standing, or have equivalent professional experience;
•
have at least 5-10 years of experience in information functions and in the implementation of information life-cycle best practices, in particular those pertaining to organisation, accessibility, transmission, storage and protection;
•
have good practical knowledge of IT applications and of current office software packages with emphasis on the use of the MS Office suite and document management systems;
•
have knowledge and experience of international best practices and standards in the field of information management and be familiar with the life-cycle management of records;
•
be familiar with NATO documentation and related procedures as applied at NATO HQ;
•
have experience in supervising others and monitoring their work;
•
have knowledge and experience of the handling of classified and sensitive information in both electronic and paper formats;
•
be fluent orally and in writing in one of the official languages of the Organization, with a good working knowledge of the other;
•
be willing to work extended and/or flexible working hours.
DESIRABLE
The following would be considered an advantage:
•
familiarity with NATO Civilian and Military structures;
•
experience in the use of document management systems;
3. MAIN ACCOUNTABILITIES
Planning and Execution
Contribute to the structured organization of information. Support initiatives towards improving data quality and data consistency. Implement policies and procedures for information management and information access, in particular those related to the NATO Information Management Policy (NIMP) and to NATO Security Policy. Ensure the quality control of the documents and document inventories. Implement instructions from customers and ensure the timely recording and dissemination of accountable materials, both in paper and in electronic format. Implement and monitor the systematic transfer of information between different networks and devices. Implement and monitor the systematic destruction of NATO accountable materials.
Project Management
Proactively manage unit workload according to objectives and agreed service levels. Ensure that unit activities are responsive to organizational business requirements. Monitor timely execution of tasks, determine or negotiate priorities and adapt priorities accordingly. Compile and analyze management statistics and report to hierarchy as required.
- 2 -
Stakeholder Management
Respond to inquiries and contribute to the coordination of everyday information management issues with the NATO Office of Security, Committee Secretaries and other NATO HQ staff. Evaluate workload and negotiate priorities. Provide practical advice on policies and procedures related to marking, dissemination, retrieval, and secure access of information. Provide guidance to team members and advice NATO HQ staff on procedures and best practice with regard to document processing and other information management issues.
Organisational Efficiencies
Monitor unit activities and make constructive suggestions for more effective work arrangements, use of office tools, and dissemination procedures. Within agreed guidance, act on own initiative. Promote the unit to colleagues through presentations and reports. Recommend improvements to standing procedures.
People Management
Manage and motivate the staff of the Classified Material Control in their daily routine. Maintain commitment and focus. Balance workload and coach team members to ensure consistent level of skills and quality of output. Stay abreast of professional developments in the information management and security field and conduct topical briefing and training sessions. Recommend improvements to standing procedures.
Financial Management
Manage the budget of the unit in a cost-effective manner. Ensure it is aligned with strategic and operational plans.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head, Archives and Information Management and supervises the staff of the unit. He/she works closely with the Distribution Unit and the NATO Office of Security unit to ensure secure and timely distribution of NATO accountable documents. He/she liaises with members of the International Staff at all levels on matters pertaining to document security.
Direct reports: 3
5. COMPETENCIES
The incumbent must demonstrate:
•
Achievement
•
Analytical Thinking
•
Change Leadership
•
Clarity and Accuracy
•
Flexibility
•
Impact and Influence
•
Initiative
•
Leadership
•
Organisational Awareness
- 3 -
•
Self-Control
•
Teamwork
6. CONTRACT
The successful applicant will be offered an initial contract of 3 years' duration, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Information on NATO’s contract policy can be found under "Contract Policy" in the Recruitment Section of the NATO HQ Internet website www.nato.int/structur/recruit/working-for-nato.html
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
***
HOW TO APPLY
•
Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)
•
Closing date for applications: Friday 17 June 2011
•
When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 11(2011) EM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail.
•
Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).
•
Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.
•
Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
- 4 -
•
Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.
•
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 and the Organization’s insurers.
•
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.
• Please note that we can only accept applications from nationals of NATO member countries.
NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation.
NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
POST EMIM0327 – CTS/A
1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.
- 5 -

Unit Head, Information Resources and Services. ADB, Manila. Open until 16 May 2011

2011-05-06T17:18:00.004-04:00

Unit Head, Information Resources and Services
Facilities and Asset Management Division, Office of Administrative Services
Job Purpose:
Undertake and ensure the effective and efficient management of ADB's information resources, including the library, records and archives collections, and other services and facilities associated with the unit. Work with broad policies and objectives, working directly with clients, with supervision for critical tasks.
Expected Outcomes:
a. Unit Operations Management
Develop the unit's annual work program and lead in its implementation, including the attainment of functional goals and refinement of operational processes, monitoring and reporting on progress, and managing the unit's human resources.
Plan and develop strategies to meet changing customer requirements and enhance logistics management in support of ADB's expanding operations.
Establish and sustain a culture of client orientation and service excellence
Prepare and administer the unit's annual budget
b. Information Resources and Services Management

Undertake the effective and efficient management of ADB's information resources, including the library, records and archives collections, and the unit's associated services and facilities.
Develop, implement, and sustain appropriate information management systems in accordance with ADB's requirements as well as internationally accepted library, records, and archives management practices.
Manage the full range of information resources functions, including assessment of new technologies in the information management field, implementation of integrated library and electronic document management systems, as well as service development and delivery.
Identify ADB's information needs and develop programs and services in response to it, specifically those services aligned with ADB's electronic document management system (eSTAR), the library's electronic online catalog and associate eResources, and services provided by the unit's reference librarians and sector information coordinators.
Manage a comprehensive reference library, records and archives services that include electronic services and systems as well as an up-to-date and historical collection of books, newspapers, periodicals and documents of international, regional and national interest, records centers and archives.
c. Knowledge Sharing

Participate in and contribute to relevant internal and external training and conferences and other activities for advocacy, dissemination and knowledge building.
d. Staff Supervision

Provide leadership and support to reporting staff.
Supervise the performance of reporting staff, providing clear direction and regular monitoring and feedback on performance.
Ensure the on-going learning and development of reporting staff.
Educational Requirements:
A university degree in information/library science, social sciences, or related fields, preferably at post-graduate level or its equivalent
Relevant Experience And Other Requirements:
Suitability to undertake the responsibilities mentioned above at the required level
At least 8 years of relevant experience in information services, with supervisory experience in electronic database / information resources project implementation and administration
Good working knowledge of electronic records management and library automation systems, including application of taxonomy development and maintenance and security classification frameworks
Excellent oral and written communication skills in English
International experience working in several countries, or within a multicultural and extremely diverse international workplace.
Core Competencies:
Application of Technical Knowledge and Skills
Regularly shares knowledge on new international best practice trends in comparator situations
Proactively applies relevant international best practices to own work
Convinces others to adopt international best practice by explaining the situational relevance and benefits
Client Orientation

Helps colleagues work effectively with clients in different contexts and from diverse backgrounds and country situations
Adapts own approach and style when interacting with clients, as opposed to requiring them to adapt
Draws upon international best practice in exploring solutions with clients
Confirms the clients' understanding and agreement before progressing
Achieving Results and Problem Solving

Draws on own and others' multi-country experience to identify viable courses of action when conducting analyses
Helps internal and external clients achieve quality results beyond presenting problems and precedent
Highlights possible solutions for project issues based on relevant multi-country and/or multi-client experience
Regularly contributes insights and experiences to colleagues in the Division to help them achieve quality results
Overcomes unexpected difficulties and challenges to produce desired outcomes
Working Together

Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing

Checks the audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution based on lessons and multi-country experience
Independently amends and clarifies messages and documents
Innovation and Change

Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
The position reports to: Director, Facilities and Asset Management Division (OAFA)
The following staff positions report to the Unit Head, Information Resources and Services: National Staff and Administrative Staff

Women are encouraged to apply.

Specialist, Digital Literacy and Social Networks, P-2. PAHO, Washington DC. Open until 6 June 2011

2011-04-28T14:57:00.002-04:00

Vacancy Notice No: PAHO/11/FT147

Title: Specialist, Digital Literacy and Social Networks

Grade: P2

Contract type: Fixed-Term Appointment

Duration of contract: Two years, first year probationary period.

Date: 25 April 2011

Application Deadline: 6 June 2011

Duty Station: Washington, D.C., United States of America

Organization unit: AM Americas (AM)
Knowledge Management and Communication Office (KMC)

OBJECTIVES OF THE PROGRAMME :
To establish the principles and practice of knowledge management and communication as fundamental to public health and a key component of technical cooperation and capacity building. As such, it oversees the equitable and efficient dissemination of health information and communications to priority audiences, especially in Member Countries, as well as PAHO's knowledge sharing processes and information and communications products. It ensures that PAHO is widely recognized as a source of authoritative scientific and technical information and safeguards PAHO's intellectual property against any use contrary to the Organization's mission and principles.
Description of duties:
Under the general supervision of the Manager, Knowledge Management and Communication, and the direct supervision of the Advisor, Library and Information Networks, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Provide technical support for Organizational strategies, approaches and work plans for improving digital media projects for all staff and stakeholders;
b) Provide technical support in the development of knowledge management initiatives to help reduce the "digital gap" in knowledge generation using the new technologies of information and communication;
c) Collaborate in the development and implementation of a training program to strengthen digital competencies and digital literacy skills;
d) Provide technical support for the adoption of new technologies and methodologies to improve access and dissemination of public health information and the adoption of innovative information and knowledge management tools and methodologies, including the adoption of new technologies of information and communications for content management in health;
e) Provide technical support to formulate the strategic model for mobilization of resources to promote the use of information and communication technologies to improve health systems performance;
f) Provide technical support in the development of a plan for the standardization of the Organization's social networks, and collaborate with its maintenance, application and improvement;
g) Provide technical support in the creation/maintenance of the Organization's social networks, for example: Facebook, Twitter, Blogs and Wikis, as required;
h) Provide technical support for the searches on Internet and bibliographical databases to respond to the information needs of the technical areas and country offices;
i) Participate in the Organization's Information Management by responding to the cataloguing services in order to maintain the Library database/institutional repository;
j) Provide technical support for new technologies in order to organize, update and manage the Organization's Taxonomy;
k) Participate in discussions and implementations of the Institutional Repository of the Organization;
l) Support Editorial Services for the standardization activities of the Organization's technical and scientific publications;
m) Update and improve the dissemination of the Library services and products in Web 2.0 and Intranet-SharePoint;
n) Participate in projects of Information Literacy, Virtual Health Library and other information projects in the Organization;
o) Perform other related, duties as assigned.
REQUIRED QUALIFICATIONS
Education:
A university degree in social sciences, information management, knowledge management, or related field from a recognized institution.
Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint, Outlook and Virtual Collaboration tools. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset.
Experience:
Five years of combined national and international experience in using new information and communications technologies.
Languages:
Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
Additional Information:
A WRITTEN TEST AND/OR INTERVIEW MAY BE HELD FOR THIS POST. CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.
Annual salary: (Net of tax)
US. $46,669.00 at single rate
US. $49,756.00 with primary dependants Post Adjustment: 44.6 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

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Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

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WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Associate Records Management Officer, P-2. UNFCCC, Bonn. Open until 9 May 2011

2011-04-28T14:09:00.001-04:00

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat

TEMPORARY APPOINTMENT
INFOMRATION SERVICES (IS) PROGRAMME
Knowledge Management (KM) Unit
ANNOUNCEMENT NO: 11/TA04/IS
PUBLICATION/TRANSMISSION DATE: 26 April 2011
DEADLINE FOR APPLICATION 09 May 2011
TITLE AND GRADE: Associate Records Management Officer, P-2
INDICATIVE MONTHLY SALARY: USD 3,889 to 4,381 net (without dependents)
USD 4,146 to 4,689 (with dependants)
plus variable post adjustment, currently 56.5% of
net salary), plus other UN benefits
DURATION OF APPOINTMENT: as soon as possible for 11 months
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Associate Records Management Officer is a member of the records management
implementation project team within Knowledge Management Unit. The project team is charged with the
task of implementing records management programme across the Climate Change Secretariat - in terms
of the substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Associate Records Management Officer reports to the Records Management Officer and is
responsible for the supporting staff in secretariat programmes to understand records management
principles and practice, managing physical records management project, and implementing records
management policy on records disposition. Specific responsibilities are:
1. Supervise and provides substantive support towards the backlog physical records management
project
2. Liaise with record-creating offices on the transfer of records to IS/KM records centre
3. Analyse and evaluate records for evidential and informational value in support of records
appraisal
/
2
4. Coordinate the records disposal including disposal authorization
5. Design and develop the functional requirement for the physical records management workflow
and coordinate with ITS for its implementation in FileNet
6. Supervise the archival processing activities at the records centre and monitor adherence to
description, database and preservation standards
7. Perform and supervise reference functions by advising internal and external users on holdings
and accessibility and assisting in the administration of access and declassification activities
8. Provide training to staff members on physical records management principles and practice
9. Supervise General Service staff relating to functions cited above
10. Perform other related duties, as required.
Requirements
• A first level university degree in archival, information science, information systems, records
management or similar discipline;
• A minimum of three years of progressively responsible experience in modern archives
management, record keeping, information management or related area;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. Qualified women candidates and candidates from developing countries are especially
encouraged to apply
2. Service is limited to the UNFCCC secretariat
3. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

Document Management and Data Protection Officer, AD5. EASO, Valletta. Open until 18 May 2011

2011-04-22T12:11:00.004-04:00

EUROPEAN ASYLUM SUPPORT OFFICE
Vacancy for a post of Document Management and Data Protection Officer(Grade AD 5) in the European Asylum Support Office (EASO)
REF.: EASO/2011/013
Publication External
Title of function Document Management and Data
Protection Officer (EASO)
Parent Directorate-General / Service DG HOME (BXL)

1. WE ARE
The European Asylum Support Office (hereinafter referred to as "the Support Office"),
established by Regulation 439/20101, strengthens European Union (EU) Member States
practical cooperation on asylum, enhances the implementation of the Common European
Asylum System (CEAS) and supports Member States whose asylum and reception
systems are under particular pressure.

Specifically, the Support Office focuses on three main tasks:

1. developing practical cooperation among Member States on asylum by facilitating
exchange of information on countries of origin, by providing Member States with
support for translation and interpretation, training of asylum officials and
assisting in the relocation of beneficiaries of international protection;

2. supporting Member States under particular pressure, in particular through the
establishment of an early warning system, coordinating teams of experts to assist
EU Member States in managing asylum applications and in putting in place
appropriate reception facilities;

3. contributing to the implementation of the CEAS by collecting and exchanging
information on best practices, drawing up an annual report on the asylum
situation in the EU and adopting technical documents, such as guidelines and
operating manuals, on the implementation of the EU asylum instruments.

The organisation chart of the Support Office can be consulted at:
http://ec.europa.eu/home-affairs/policies/asylum/asylum_easo_en.htm.

1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).

The headquarters of the Support Office are located in Valletta Harbour (Malta).

2. WE PROPOSE
The Document Management and Data Protection Officer will be responsible for ensuring
systems administration, local support and for creating and preserving records that
adequately and properly document the organisation, functions, policies, decisions,
procedures and essential transactions of the Support Office. Furthermore, he/she will act as the Support Office's Data Protection Officer and monitor the application of Regulation(EC) No 45/2001 on Personal Data Protection issues by the Support Office.

His/her main duties will be to:
􀂂 Assist the Executive Director in planning and implementing information management
technology;
􀂂 Implement a record management system;
􀂂 Collect, record, index, file, sort, and preserve documents in accordance with current
international standards, using electronic document and archive management systems;
􀂂 Develop file plans and indexing approaches, where appropriate, to simplify the use of,
access to, and integration of information within the Support Office;
􀂂 Draft, update and implement schedules for records created and maintained by the
Support Office;
􀂂 Help guarantee document authenticity, particularly in an electronic environment;
􀂂 Review and recommend requests for records equipment, services and supplies;
􀂂 Advise the Executive Director on Personal Data Protection issues in line with
Regulation (EC) No 45/2001 and monitor its application by the Support Office;
􀂂 Act as the Data Protection Officer of the Support Office;
􀂂 Carry out other related tasks as requested.

3. WE LOOK FOR

A) Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
1. Have a level of education which corresponds to completed university studies of at
least three years attested by a diploma;
(Only diplomas and certificates that have been awarded in EU Member States or that
are the subject of equivalence certificates issued by authorities in the said Member
States shall be taken into consideration)
2. By the closing date for applications candidates must have, over and above the
qualifications mentioned in Section 3.A.1, at least three years of professional
experience of which two years with tasks closely related to those described in
Section 22;
3. Be citizens of a Member State of the European Union;
4. Be entitled to their full rights as citizens;
5. Have fulfilled any obligations imposed by the applicable laws concerning military
service;
6. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of a second of these languages to the extent necessary for the performance of the duties pertaining to the post;
7. Be physically fit to perform the duties linked to the post3.

B) Selection criteria

Essential
1. Sound knowledge and proven professional experience in the areas mentioned in the
job description under Section 2;
2. Excellent written and oral command of English;
3. Ability to work in a team and under pressure;
4. Excellent organisational skills;
5. Good analytical capabilities and problem-solving skills;
6. Ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet, etc.);
7. Knowledge of the mission and organisation of the Support Office.

Advantageous
1. Post-graduate degree obtained in a field relevant for the above mentioned tasks and duties;
2. Knowledge of other official languages of the European Union;
3. Professional experience in a position related to the aforementioned duties, preferably in a European Institution, Agency or Body;
4. Previous experience within an international and multicultural environment.

2 Professional experience is counted only from the time the candidate obtained the diploma required for being eligible. At a later stage, the candidate will be asked to provide supporting documents confirming the length and the level of his/her professional experience.

3 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

4. SELECTION AND APPOINTMENT
The Regulation which provides the legal basis for the Support Office was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).
The present publication is organised under the responsibility of the European
Commission (Directorate General for Home Affairs).
Eligibility of candidates will be assessed by a Selection Committee according to
compliance with all eligibility criteria by the closing date for the submission of
applications.
The best-qualified eligible candidates whose application shows evidence of all required competences and skills listed under the Selection Criteria may be asked to undergo a preselection test and/or a written competency test. Successful candidates will be invited for an interview, which will be held for the most part in English.
The interview will consist of the following components:
- General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
- Knowledge of European integration, the institutions and in particular of the role of the EU agencies;
- Specific competences with reference to the applicants' profiles in line with the
selection criteria of the present Vacancy Notice.
Candidates invited to an interview will be required to bring with them originals and
copies or officially certified copies of the documents listed below:
• A document proving their citizenship (e.g. passport);
• Certificates attesting their educational and professional qualifications, in
particular those giving access to the profile in question, including an extract from
their police file;
• Documentary evidence of their professional experience after the date on which the
candidate obtained the qualification giving access to the profile in question,
clearly indicating the starting and finishing dates, whether full or part time, and
the nature of the duties carried out.
The Selection Committee will propose a short list of successful candidates to the
Appointing Authority, who will decide on the appointment of the successful candidate
and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.
The reserve list for this post will be valid until 30 April 2012 and may be extended at the discretion of the Appointing Authority.
Prior to contract signature, the successful candidate will be asked to undergo a
compulsory medical examination by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.

5. EQUAL OPPORTUNITIES
The Support Office applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.

6. CONDITIONS OF EMPLOYMENT
The Officer will be appointed by the Executive Director, upon recommendation of the
Selection Committee, following the selection procedure.
He/she will be recruited as a temporary agent pursuant to Article 2(a) of the CEOS for a period of five years which may be renewed. The temporary agent post in question will be placed in group AD 5.
Successful candidates who are recruited will undergo an initial probation period of six months.
The pay consists of a basic salary in EURO weighted by the correction coefficient (for Malta currently 82.2%) supplemented with various allowances, including family
allowances. The salaries of staff members are subject to a Community tax deducted at
source. Staff members are exempt from national tax on salary and are members of the
Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS:
http:/ec.europa.eu/civil_service/docs/toc100_en.pdf.

The place of employment is Valletta Harbour (Malta).

7. APPLICATION PROCEDURE
For applications to be valid, candidates must submit:
• a detailed curriculum vitae in Europass CV format in English;
• a letter of motivation (1 page maximum).
Applications, preferably in English, should be sent solely by email to HOMESELECTIONS-EASO@ec.europa.eu quoting the reference number of the vacancy notice.
Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.
Please note that the selection process may take several months.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of
experience, etc.) should not be sent at this stage but must be submitted at a later stage of the procedure when requested.
In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.
Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The authority in charge of concluding contracts reserves the right to disqualify any candidate who disregards this instruction.

Closing date:
The closing date for submission of the applications is 18 May 2011 at 13:00 (Local time). The Support Office will disregard any application received after that date.
If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.

8. DATA PROTECTION
The purpose of processing of the data you submit is to manage your application(s) in
view of a possible pre-selection and recruitment at the Support Office.
The Support Office does not make public the names of successful candidates on reserve
lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Support Office management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you will be processed in line with Regulation(EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data.

9. APPEAL PROCEDURES
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and the CEOS, at the following address:
The Executive Director
European Asylum Support Office
c/o European Commission
DG Home Affairs
M0 59 01/005
1049 Brussels
Belgium
The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.

Records Management Assistants, G-3 (4 posts). UNFCCC, Bonn. Open until 27 April 2011

2011-04-19T16:57:00.002-04:00

SHORT TERM EMPLOYMENT

INFORMATION SERVICES (IS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA02/IS
PUBLICATION DATE: 06 April 2011
DEADLINE FOR APPLICATION 27 April 2011
TITLE AND GRADE: Records Management Assistant, G-3 (4 posts)
INDICATIVE MONTHLY SALARY: EUR 2,313 to 2,659 net plus other UN benefits
DURATION OF APPOINTMENT: 11 months with starting date as soon as possible
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Records Management Clerk is a member of the records management implementation
project team within the Knowledge Management Unit. The project team is charged with the task of
implementing records management programme across the Climate Change Secretariat - in terms of the
substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Records Management Clerk reports to the Records Management Officer and is responsible
for supporting staff in secretariat programmes to manage the physical records according to records
management polices and procedures, implementing the authorized records disposition and supporting
the operation of the IS records centre. The particular duties include:
1. Liaise with record-creating offices on the transfer of records to IS/KM records centre;
2. Analyse records against retention schedules and precedents in support of disposition decisions
3. Process records transfer from record-creating offices and programme record storages into the IS/KM
records centre;
4. Analyze, organize, and register inactive and permanent records according to the filing classification
scheme;
/.
2
5. Assess the collection, identify the preservation requirement and undertake necessary actions for the
preservation of historic and legacy records;
6. Scan the archival records and capture them with adequate metadata into the records management
system, ensure the scanned images are accurate representations of original document, taking
corrective action when necessary;
7. Supports records disposal operations;
8. Perform other related duties as required.
Requirements
• Completed secondary education. Specialized training in information science, records and archives
management is an asset.
• A minimum of three years experience in documents registration, modern archives management,
record keeping, information management or related area; Practical experience in maintaining records
for public institutions is desirable;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

Manager, Data and Discovery. Archives NZ, Wellington. Open until 13 April 2011

2011-04-08T16:03:00.005-04:00

Manager, Data and Discovery (Archives NZ)
Vacancy Number: 11/041
Business Group: Archives NZ
Branch: Knowledge, Information, Research and Technology (KIRT)
Location: Wellington
Type: Permanent, Full-Time 40 hours per week
Salary: $75,806 to $98,101
Closing Date: 5pm, Wednesday 13 April 2011

The Department of Internal Affairs – Te Tari Taiwhenua
The new Department of Internal Affairs was established on 1 February 2011, and amalgamates the roles and functions previously undertaken by the former Department of Internal Affairs, Archives NZ, the National Library of New Zealand, the Office for the Community and Voluntary Sector (formerly within the Ministry of Social Development) and the Government Chief Information Office (formerly within the State Services Commission).
The Department has a unique role in nurturing the development of the country’s nationhood, identity and culture. The Department maintains the collective memory of the nation and connects it to the present and future. As New Zealand’s oldest government department, it has a continuous link back to the Colonial Secretary’s office and the signing of the Treaty of Waitangi.
Purpose
The Department of Internal Affairs serves and connects people, communities and government to build a safe, prosperous and respected nation.
For more detailed information about Internal Affairs, go to our website: www.dia.govt.nz.

Branch Overview
The Knowledge, Information, Research and Technology branch promotes efficient and innovative access to, and management, storage, preservation, and conservation of knowledge, information and heritage collections and taonga, for the benefit of government and New Zealanders.
The new branch combines National Library, Archives NZ, and Government Technology Services together into a single branch, along with information-related services and the Government Chief Information Office.

Business Group Overview
Archives NZ ensures that the needs of people and government for the public record – as a tool of government accountability and as evidence of their experience – are met now and in the future.
To achieve this Archives NZ helps ensure the accountability and efficiency of government and its agencies by providing oversight of the creation, management and disposal of government records; and by identifying, preserving, and enabling access to government records with long term value. Thus Archives NZ helps protect the rights and entitlements of New Zealanders, while also contributing to the developing New Zealand identity and understanding of shared pasts.

Position Summary
The Manager Data and Discovery sets the strategic direction for the documentation and description of public records in order to meet the needs of users. They provide professional leadership to enhance practice and connectivity in the management of data relating to public sector records within Archives NZ, via its own online services and in the wider digital world.
The Manager Data and Discovery is a strategic role, developing policy and frameworks for archival descriptions and documentation and the development of finding aids. They establish what it is required from information and how it is accessed and develop structures and archival description systems that make holdings discoverable through a range of channels.
They ensure the whole structure of government recordkeeping is accurately reflected in Archives NZ’s descriptive model, providing a resource to enhance public sector recordkeeping and archival management practice.
They ensure that effective tools, systems and processes are developed and available to implement archival management and documentation policies and are responsible for quality assurance.
They provide leadership in the development of archival standards and practice across the archive and information management professions, representing Archives NZ in key National and International bodies and fora.
The Manager Data and Discovery leads and develops a team of professionals to ensure that Archives NZ has the capability to provide professional and intellectual leadership of the NZ archive community.

You work with:
Within Archives NZ:
• Other members of the Archives Management Group
• Chief Archivist’s Office
• Arrangement & Description Manager
• Regional Archivists
• Managers of Access Services
• Manager, Appraisal
• Manager, Government Recordkeeping Programme
• Archivists from all sections of the Archives NZ Business Group

External Relationships:
• All Government departments and agencies
• Archivists, librarians and staff in related fields in other repositories and organisations
• Public Sector and technology staff responsible for online services
• National and international archives professional associations and organisations
• Major archives user groups
• Iwi and other online communities
• Members of digital working and collaborative groups

Key tasks and results for this position

1. Strategic and intellectual leadership
o Maintain an overview of developments in information management, archival practice and technologies to identify impacts and opportunities for Archives NZ
o Maintain an overview of government organizations, structures and functions
o Lead and co-ordinate discussion within Archives NZ to establish the Archives NZ view on the documentation and description of records and how this will be implemented
o Lead the development of online channels of archives discovery
o Develop policy and a descriptive framework and model for the description of Archives NZ collections
o Lead development of documentation and metadata management frameworks for the changing digital environment
o Provide business leadership in the development of archives management systems
o Mentor and coach archivists to develop and maintain Archive New Zealand’s expertise in collection management and discovery
o Represent Archives NZ and provide professional leadership in multi institution initiatives on descriptive standards, connected data and access to collections

2. Set descriptive standards for Archives NZ
o Set and maintain appropriate standards in line with international trends and best practice
o Promote and communicate relevant standards to ensure consistent, fit for purpose documentation
o Support and train staff across the department in the application of standards
o Data submitted into Archway meets acceptable standards
o Ensure that data is of the appropriate quality for its purpose

3. Lead and manage Archive NZ’s documentation programme
o Lead and manage the development of archival description systems and finding aids
o Lead the programme to document functions, agencies and jurisdictions of government
o Ensure information about current agencies is up to date and administer changes under Section 23 of the Public Records Act 2005
o Ensure documentation is maintained
o Ensure the ability of researchers to search for and evaluate records
o Ensure the usability of data and its use by customers and across systems
o Provide business expertise and advice

4. Approved repositories
o Administer the application process for approved repositories
o Advise approved repositories on standards of documentation
o Carry out inspections of approved repositories

5. Cultural Responsiveness
o Ensure that frameworks for description of collection encompass differing world views
o Incorporate a bi-cultural perspective into the framework for the description of NZ holdings
o Establish systems that enable multi language discovery
o Incorporate Responsiveness to Māori (RtM) competencies and processes into Collections and Discovery business plans and work programmes
o Model RtM competencies and ensure that standards and practices are responsive to Maori

6. Develop and manage the Data and Discovery business Plan and related work plans and work programmes.

7. Contribute to corporate initiatives through participation on internal committees and working groups.

8. Assist in the strategic and business planning of the wider Archives Management Group.

9. Lead and develop the capability of the Data and Discovery team:
o Be responsible for the day-to-day management of the unit
o Lead and participate in the development a team of specialist professional through regular coaching and contributing to their training and development
o Develop and maintain an Archives NZ wide, continuity and succession plan, for capability in collections and discovery

Person Specification
In terms of knowledge and experience, Archives NZ requires the person to have:

Essential (must have these to do the job)
• Substantial experience in information or archival management
• Relevant post graduate qualification e.g. Information or Archives Management
• Current knowledge of international issues and developments in archival description, particularly in relation to electronic records and electronic finding aids
• Experience with archives or collections management systems or other digital discovery tools
• Successful experience leading and developing teams of professional specialists
• Knowledge of web based standards, channels and data management systems with the confidence and crediblity to challenge established practice
• Demonstrates energy and drive and achieves results
• Highly tuned communication skills across a range of mediums ands able to present credibly to a range of audiences and stakeholders
• Successful experience in relationship management at a senior level

In addition, evidence of the Essential Behaviours (below) is also required.
Desirable (not essential but useful)
• An understanding of data modelling
• Knowledge of how digital library systems interface with internal and external descriptive and discovery systems
• Recognised as a thought leader with networks in NZ and international academic communities

Essential Behaviours
Essential Behaviours are a common set of essential behaviours for all staff. They reflect key organisational values and expectations of the every day performance and skills of staff in generic areas of work.
• Respecting Others
Contributes to a positive organisational culture through co-operative working relationships and respect for diversity.
• Doing the Job
Manages own work practices to achieve results.
• Providing Quality Customer Service
Identifies internal and external customer needs in order to meet / exceed customer expectations
• Valuing Partnership with Maori
Actively supports the organisation’s goals and commitments to Maori.
• Demonstrating Public Service Values
Acts in a professional manner to promote the credibility of Archives NZ and the wider public service.
Essential Behaviours for Managers
• Managing the Work
Understands and applies the best management practices to control physical and financial resources, manage quality, manage workflows and projects.
• Managing People
Recruits, develops and manages performance of staff to meet organisational needs. Utilises staff skills and provides satisfying, meaningful work for staff
• Providing Leadership
Demonstrates a commitment to the purpose, values and principles of Archives NZ through actions and communication to staff.
• Thinking Strategically
Thinks proactively, rising above the detail to see the big picture over the long term.
Identifies problems and solutions and seeks opportunities to improve and develop services.

The State Services Code of Conduct
The code of conduct for the State Services - Standards of Integrity and Conduct sets out four areas of obligation expected of public servants in their relationships with Government, their chief executive, colleagues and the public:

Fair
• We must treat everyone fairly and with respect
• We must be professional and responsive
• We must work to make government services accessible and effective
• We must strive to make a difference to the well-being of New Zealand and all its people

Impartial
• We must maintain the political neutrality required to enable us to work with current and future governments
• We must carry out the functions of our organisation, unaffected by our personal beliefs
• We must support our organisation to provide robust and unbiased advice
• We must respect the authority of the government of the day

Responsible
• We must act lawfully and objectively
• We must use our organisation's resources carefully and only for intended purposes
• We must treat information with care and use it only for proper purposes
• We must work to improve the performance and efficiency of our organisation

Trustworthy
• We must be honest
• We must work to the best of our abilities
• We must ensure our actions are not affected by our personal interests or relationships
• We must never misuse our position for personal gain
• We must decline gifts or benefits that place us under any obligation or perceived influence
• We must avoid any activities, work or non-work, that may harm the reputation of our organisation or of the State Services
Interpretative guidance will be provided for you and can also be found on the State Services Commission Website: www.ssc.govt.nz.

Review Statement
This Job Profile was prepared / reviewed by:
Alicia Wright – Acting Group Manager, Archives Management
Signature and date
Checked by HR:
Genevieve Orr – Manager, Human Resources

Signature and date
Change Statement
From time to time it may be necessary to consider change in the position requirements in response to the changing nature of our work environment - including technological requirements or statutory changes.
Such change may be initiated as necessary by the Manager.
It is recommended that this Job Profile is regularly reviewed - as part of the preparation for the Annual Performance Agreement.

Knowledge Management Officer, AD7. EIGE, Vilnius. Open until 5 May 2011

2011-04-07T16:00:00.002-04:00

Knowledge Management Officer
Temporary Agent (AD 7) – 5 year renewable contract
Reference: EIGE/2011/TA/01A/AD7

The European Institute for Gender Equality (EIGE) [1] is republishing a call for applications with a view to establishing a reserve list for Temporary Agents for the post of Knowledge Management Officer.

The registration of applications will begin on 6th April 2011 and will close on 5th May 2011 at 23:00 Eastern European Time.

1. The role of the Institute
Based in Vilnius, Lithuania, EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives related to the contribution and strengthening of gender equality promotion.

To achieve its goals, the Institute shall collect and analyse objective, comparable and reliable information at Community level and develop appropriate methodological tools for the integration of gender equality into all Community policies. EIGE shall equally foster the exchange of good practices and dialogue between stakeholders and raise EU citizen awareness of this policy area by providing technical assistance to the Community institutions, in particular the Commission, as well as the authorities of the Member States.

In the course of its work to promote and strengthen gender equality EIGE will also strive to eliminate gender discrimination.

2. Job profile and duties
Under the supervision of the Head of the Operations Unit and working in close collaboration with other colleagues, the jobholder will coordinate the establishment of the Institute's Resource and Documentation centre and contribute substantially to the implementation of the Work Programmes and other related activities.

The Knowledge Management Officer will be involved in the following tasks and activities:

coordinate the work of the Institute's Resource and Documentation centre in addition to developing and updating its concept, structure, content and quality assurance system;
coordinate the contribution of all teams within the Institute in connection with the development and operation of the Resource and Documentation centre;
support the work of the electronic European Network on Gender Equality, ensuring that its concept, structure and content are developed and updated and supported by an effective quality assurance system;
contribute to the development and implementation of various gender equality projects in particular the Beijing Platform for Action and the EU Gender Equality Index;
support a strategy for the collection, analysis and dissemination of timely gender equality information, legislation, fact sheets, publications and research;
contribute to the establishment of a reliable overview of gender equality work and research together with reputable gender equality institutions and researchers in the EU, focusing in particular on socio-economic, legal and political aspects;
on the basis of collected information, initiate and support the production of publications in cooperation with the Institute's research and communications teams, other experts as well as external contractors;
draft technical specifications for procurement in connection with projects of the Resource and Documentation centre, in collaboration with EIGE's Procurement Officer and participate in the evaluation and selection of proposals;
contribute to the estimates of the Institute's annual budget allocation to the Resource and Documentation centre;
organise and represent the Institute at meetings with organisations and experts involved in data and information management, in particular, within the area of gender equality and,
in cooperation with the Institute's stakeholders' team, develop dialogue and relations with non-governmental and equal opportunities organisations, universities and research centres, social partners and other related bodies actively seeking to achieve equality at a national and European level as well as in third countries.

3. Qualifications and experience required

3.1 Formal requirements
To be considered eligible for selection, an applicant must, by the closing date of this call:

have a university degree [2] which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or have a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;
have a good command, both spoken and written, of at least two official EU languages;
be a national of a member state of the EU;
be able to serve a full five year term before reaching the EU statutory retirement age of 65;
enjoy full rights as a citizen;
have fulfilled any obligations imposed by the national laws concerning military service, and
be physically fit to perform duties [3].

3.2 Selection criteria
Essential:

At least six years professional experience gained after the award of the relevant qualification and at a suitable level corresponding to performance of the duties as defined in Section 2.
A demonstrable background of management of data bases and information centres preferably, within the field of gender equality issues.
Analytical and planning skills, the ability to set priorities, an aptitude for achieving significant results.
High level competence in drafting papers and reports in English.
Experience with computer applications for data and information management systems.
Excellent communication, organisation and interpersonal skills.
The capacity to motivate, together with the ability to establish and maintain effective communication with colleagues.
A good command of English which is the predominant working language at the Institute.
Evident problem solving and negotiation capabilities.
Strong organisational and administrative skills, including the ability to manage priorities, work under pressure and meet tight deadlines.
Advantageous:

Knowledge of EU policies related to gender equality.
Previous exposure to international and/or multicultural /multilingual environment.
Experience of building expert networks particularly in areas related to gender equality.
Work experience in an EU institution/agency.
Knowledge of procurement rules and procedures applicable to EU institutions and bodies.

4. Selection procedure and application

The selection procedure includes the following steps:

Only duly completed applications submitted electronically within the deadline will be taken into consideration.
Each duly completed application will be examined with a view to establishing that the candidate meets all eligibility criteria.
Eligible applications will be evaluated by the appointed Selection Committee based on selection criteria defined in this vacancy notice. Depending on the number of applications received, the Selection Committee may apply stricter requirements within the selection criteria noted above.
The best-admissible candidates will be short-listed for interview.
Due to large volume of applications, only candidates selected for the interviews will be contacted.
Interviews will be held in English.
During the interview session, the Selection Committee will examine the candidates' profiles and assess their relevancy for the post in question. On the day of the interview, candidates may also be required to undergo a competency assessment exercise.
On the day of interview candidates will be requested to present , originals and copies of documents detailing citizenship, studies and professional experience, in particular:
a copy of identity card, passport or other official document specifying citizenship;
a copy of diploma certifying a required level of academic qualifications;
documentary evidence of professional experience, clearly indicating starting and finishing dates.
Copies of these documents will be retained by the Institute.

If at any stage of the procedure, it were established that information in the application has been knowingly falsified, the candidate shall be disqualified from the selection process.
Successful candidates will be included in a reserve list which will be valid for 12 months. The validity of this list may be extended. Each candidate will be informed by letter whether or not s/he has been placed on the reserve list. However inclusion of candidates on the reserve list does not guarantee recruitment.
The Director of the Institute will appoint the selected jobholder from the reserve list, taking into account the establishment of a gender balanced, geographically diverse organisation.
The internal proceedings of the Selection Committee are strictly confidential and any contact with its members is strictly forbidden. Soliciting on behalf of a candidate can lead to immediate disqualification.

For applications to be valid, candidates must complete an EIGE application form.

It is to be forwarded electronically to eige.hr@eige.europa.eu. The subject title should include the vacancy reference number.

Applicants are requested not to attach any supporting documents at this stage (e.g. copies of ID cards, diplomas, evidence of previous professional experience, etc). Only candidates invited to an interview will be asked to present copies of these documents for verification. Applications will not be returned to candidates but will be kept on the file by the Institute in line with its data protection guidelines.

Please note that the time period between the closing date for the submission of applications and the end of the process to short list candidates for the interview may take several weeks.

Due to the large volume of applications, the Institute regrets that only candidates selected for the interviews will be contacted.

5. Appointment and conditions of employment

The place of employment shall be Vilnius, Lithuania. For reasons related to the Institute’s operational requirements, the chosen candidate will be required to be available at short notice. S/he will be offered a temporary agent's contract under Article 2 (a) of the Conditions of employment of other servants of the European Communities and will be engaged at grade AD 7 subject to a six month probation period. The duration of the initial contract will be five years. The initial contract may be renewed.

The pay of the Community temporary agents consists of the basic remuneration as well as various allowances [4] depending on personal situation of the jobholder. For information, the current gross basic salary of AD 7 (first step) before deductions and the correction coefficient weighting of 72.5% for Lithuania, is €5,568.11. The salary will be paid in the local currency: LTL. All remuneration is subject to a Community tax at source. Deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

6. Independence and declarations of interest

The job holder will be required to enter into a commitment to act independently in the public interest and to make complete declarations of any direct or indirect interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

7. Equal opportunities

EIGE applies a policy of equal opportunities and accepts applications without distinction on any grounds.

8. Appeal procedures

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 of the European Communities and Conditions of Employment of Other Servants of the European Communities, by writing to The Director, European Institute for Gender Equality, Svitrigailos g. 11m, Vilnius, Lithuania LT-03228.

The complaint must be lodged within three months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22nd March 2004 published in the Official Journal of the European Union L 124 of 27th April 2004 – http://eur-lex.europa.eu/) starts to run from the time the candidate is notified of the act adversely affecting him/her.

9. Protection of personal data
As the body responsible for organising the competition, the EIGE ensures that applicants’ personal data are processed as required by Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (Official Journal of the European Communities, L 8 of 12 January 2001). This applies in particular to the confidentiality and security of such data.

Personal data shall thus be processed solely for the purpose of the selection procedure.

[1] Established by the European Parliament and of the Council Regulation (EC) No 1922/2006 of 20 December 2006 (OJ L 403/9 of 30.12.2006)

[2] Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant Member States authorities will be accepted.

[3] Before recruitment, the applicant will be medically examined for the purposes of Article 12(2) (d) of the Conditions of Employment of Other Servants of the European Communities.

[4] For example: 16% expatriation allowance, household allowance, education allowance, dependant child allowance etc.

Information Management Assistant, FGIII. FRONTEX, Warsaw. Open until 29 April 2011

2011-04-05T16:46:00.003-04:00

Vacancy notice – 11/CA/FGIII/7.1
(Agency’s Contract Staff)
Post:
Information Management Assistant
Sector/Unit/Division:
Frontex Situation Centre/Operations Division
Grade :
FGIII
Location:
Warsaw, Poland
Starting date:
as soon as possible
Level of Security Clearance:
CONFIDENTIAL
Closing date for applications
29 April 2011

1. BACKGROUND
Applicants are invited for this position at the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (Frontex), established under the Council Regulation (EC) No 2007/2004 of 26 October 2004.
Frontex is located in Warsaw, Poland and its main tasks are the following:
a) coordinate operational cooperation between Member States in the field of management of external borders;
b) assist Member States in the training of national border guards, including the establishment of common training standards;
c) carry out risk analyses;
d) follow up the development of research relevant for the control and surveillance of external borders;
e) assist Member States in circumstances requiring increased technical and operational assistance at external borders;
f) provide Member States with the necessary support in organizing joint return operations.
For more information, please refer to our webpage: http://www.frontex.europa.eu

2. THE FRONTEX SITUATION CENTRE
Background
The Frontex Situation Centre is a new Unit in the Frontex Operations Division. The Unit has taken up its functions in basic scope at the beginning of 2009. However the full operational functioning of the Unit depends partly on the availability of specific (software) tools for which development is currently ongoing.
The Information Management Assistant is expected to play a supporting role to the Unit’s business area of information exchange, in particular to the Central Frontex Point of Contact and to the Information Exchange Platform, as well as to the area of Open Sources monitoring and creation of media related products.

Mission
The Frontex Situation Centre seeks to provide – to Frontex, its clients and partners - a constantly updated picture, as near to real-time as possible, of the illegal migration situation at the external borders of the EU with a view to facilitate the management of the reaction capability of coordinated operational activities.

Business functions
As the central point of contact for Member States and other partners and customers, the Frontex Situation Centre provides a 24h/7days capability in the area of Monitoring, Information/Communication and Support to coordination. More specifically the processes relate to:
 information exchange & correspondence management;
 media monitoring;
 facilitation of the coordination of operational activities;
 emergency/crisis management support;
 mission awareness & back-up support for officers in the field;
 situation monitoring.

3. DUTIES
Reporting to the Information Management Officer in charge of ‘Communications‘, the Information Management Assistant will be responsible for:

3.1. Information Exchange Support:
As the Central Frontex Point of Contact:
 managing the day-to-day information exchange with Frontex’ co-operation partners and liaising with internal and external customers;
 inserting and reviewing of data into the Situation Centre’s data-bases;
 running cross-checks on data against the available internal and external systems;
 creating statistics and reports on the use and contents of the Situation Centre’s data-bases;
 assisting in financial and procurement-related issues.
Product Management support (Information Exchange Platform):
 performing full support to product life cycle management for the information exchange portal;
 performing access management for internal and external customers;
 supporting in structure and content management for various customers;
 supporting in creation and updating of related business documentation;
 supporting to requirements collection & management for initiating product updates.

3.2. Media Monitoring Support:
Reporting to the Information Management Officer in charge of ‘Media Monitoring’, the Information Management Assistant will support:
 media monitoring (Open Sources) and creating media related products;
 supporting in the maintenance of the Frontex Media Monitor portal.
The recruited Contract Agent must be flexible and be prepared to work in rotation, including during weekends and from home.

3.3. On a punctual basis, the Information Management Assistant may be required to:
 assisting in the administrative management within the Unit;
 performing any other supporting tasks assigned to the Unit.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

a. Eligibility criteria:
To be eligible, a candidate must 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 at least three years;
Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience)!
In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the candidate.
 produce evidence of thorough knowledge of one of the languages of the Community and of satisfactory knowledge of another language of Community to the extent necessary for the performance of his/her duties;
 be a citizen of one of the Member States of the European Union or the Schengen Associated Countries;
 enjoy full rights as a citizen;
 have fulfilled any obligations imposed on them by the laws of their home country concerning military service;
 be physically fit to perform their duties3.
For reasons related to the Frontex working requirements, be available at short notice for the job.

b. Selection criteria

(1) Professional competencies
The candidate will be required to demonstrate that he/she has:
 relevant knowledge and experience in working in the area of Information/Correspondence Management;
 experience in monitoring Media (Open Sources), journalism and perform related reporting;
 IT proficient in MS applications – Word, Excel, PowerPoint and SharePoint, as well as in Internet tools.
Besides the following attributes would be an asset:
 knowledge of the EU legal framework;
 relevant knowledge and experience in law-enforcement co-operation and the use of databases;
 experience in applying business procedures.

(2) Personal qualities
The candidate will be required to demonstrate that he/she:
 has a high level of capability to organise and manage work, including the ability to cope with stress in relation to demanding tasks, heavy workload and time pressure;
 has a constructive, positive and service oriented attitude;

3 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulation of Officials of the European Communities
 has a high level of initiative and creativity;
 has very good team working skills;
 is able to cooperate with various internal and external customers from different cultural backgrounds.

5. INDEPENDENCE AND DECLARATION OF INTEREST
The Information Management Assistant will be required to make a declaration of commitment to act independently in Frontex` interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. The candidate will therefore be required to include confirmation of their willingness to make such declarations with their applications.

6. EQUAL OPPORTUNITIES
Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

7. SELECTION PROCEDURE
The selection procedure includes the following steps:
 after registration, each application is checked in order to verify whether it meets the eligibility criteria;
 all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;
 the best-qualified candidates, who obtained the highest number of points within the evaluation, are short-listed for an interview;
 the interview will be held in English;
 during the interviews session, the Selection Committee examines the profiles of candidates and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted candidates may be required to undergo written competency tests and complete part of the process in their second EU language;
 candidates invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;
 as a result of the interviews, the Selection Committee recommends the most suitable candidates for the post in question. The list of suitable candidates established by the Selection Committee may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid until 30th June 2013 (the validity period may be extended). Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee employment.
Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The Information Management Assistant will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.
Successful candidate will be recruited as a Contract Agent pursuant to article 3a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Contract Agent post in question will be placed in group FGIII.
The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Poland currently 77.1%) and paid in PLN according to a fixed exchange rate (currently 4.1603).
The final net calculation is as follows:
Grade FGIII
Grade 8
Grade 9
Basic net salary
(without any allowances)
1 631 EUR
1 845 EUR
Household allowances
169 EUR
174 EUR
Dependent child allowances for each child
287 EUR
287 EUR
Expatriation allowances (depending on family situation)
390 – 468 EUR
390 – 509 EUR
Preschool allowance
70 EUR
70 EUR
In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary)– depending on particular situation, and family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.
Staff pays a Community tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes.
For further information on working conditions of temporary staff please refer to CEOS: http://ec.europa.eu/civil_service/docs/toc100_en.pdf
The employment contract will be offered for a period of three years, with a probationary period of nine months. The contract may be renewed.
Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion. The level of the latter depends on the specific post. For this one, the required level of clearance is CONFIDENTIAL.
Applicants who currently hold a valid and positive security clearance at the above-mentioned level do not need to obtain a new one. They shall then provide a copy of the security clearance to Frontex and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously.
In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants’ state of nationality.
Failure to obtain the required security clearance certificate before the expiration of the probationary period or in case such agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment, Frontex has the right to terminate the latter.

9. PROTECTION OF PERSONAL DATA
Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to candidates. This applies in particular to the confidentiality and security of such data.
The legal basis for the selection procedures consists for the Contract Agents in the Conditions of Employment of Other Servants of the European Communities4.
The purpose of processing personal data is to enable selection procedures.
The selection procedure is conducted under the responsibility of the Human Resources Sector of the Administrative Services Unit, within the Administration Division (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.
The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR Sector, to the Selection Committee, and, if necessary, to the Legal Affairs Unit.
Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.
Processing begins on the date of receipt of the application. Data storage policy is as follows:
- for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years;
4 CEOS, in particular the provisions governing conditions of engagement in Title IV, Chapter 3.
- for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year;
- for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment.
All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of candidatures' submission.
Should the candidate have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.
Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).

10. APPEAL PROCEDURE
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
Frontex
Human Resources Sector
Rondo ONZ 1
00-124 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).

11. APPLICATION PROCEDURE
In order for an application to be considered eligible, candidates are requested to submit their applications signed by the candidate in 1 original and 3 copies, using Frontex Standard Application Form uploaded under the reference No of the post and posting them in a simple A4 format envelope.
Applications shall be accompanied by 1 original Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the candidate. In the Eligibility Checklist the candidate verifies his/her compliance with the eligibility criteria for the specific post.
Applications delivered via e-mail will not be accepted and treated as non-eligible.
Please send your applications, duly completed in English, to the following address:
Rondo ONZ1, 00-124 Warsaw, Poland
Telephone +48 22 544 95 00 Fax +48 22 544 95 01
You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.
Please do not spend money on expensive bindings for your papers as they are usually separated and the bindings thrown away.
The closing date for the submission of applications is 29 April 2011 with the
postmarked date serving as a proof.
Incomplete applications or sent to Frontex after the above deadline will be disqualified and treated as non-eligible.
Moreover, the candidates who use the same application form to apply for more than one post will be disqualified.
Due to the large volume of applications, Frontex regrets that only candidates selected for the interviews will be notified. The status of the recruitment procedure could be found on our webpage.
Please note that the time period between the closing date for applications submission and the end of the short listing candidates for the interview may take up to two months.