Information and Records Management Officer, ML-2. KSC, The Hague. Open until 16 November 2020

Position:

Information and Records Management Officer

 

Employment Regime:

Seconded/Contracted

 

Post Category:

Management Level ML-2

 

Ref. number:

175

 

Location:

The Hague, the Netherlands

 

Availability:

ASAP

 

Component/Department/Unit

Kosovo Specialist Chambers/

Immediate Office of the Registrar

 

Security Clearance Level:

EU SECRET or equivalent

 

Open to Contributing Third

States:

Yes

 

Reporting Line:

The Information and Records Management Officer reports to the Senior Information and Records

Management Advisor.

 

Main Tasks and Responsibilities:

 To serve as a focal point to provide support and compliance advice for electronic, manual and audiovisual records, document and archives management to all functions of the Specialist Chambers

(including administrative and judicial records);

 To process accession and disposition activities, by liaising with all functions of the Specialist

Chambers regarding the transfer and/or disposal of their records;

 To perform records and archival processing activities in compliance with preservation and metadata

standards and to identify/eliminate duplicate records;

 To organise and manage electronic filing and content management systems and to help to administer

electronic document and records management systems;

 To coordinate space management within internal repositories in accordance with best practices and

records storage standards;

 To perform reference functions by advising internal and external users about records and archives

held by the Specialist Chambers and managing their accessibility;

 To ensure strict adherence to information security and data protection policies and to implement

access controls;

 To assist in the development of guidelines, SOPs, training materials and user manuals;

 To train and support users of the recordkeeping and content management systems of the Specialist

Chambers;

 To manage Library services including supervising the assigned staff, interns and contractors,

developing user requirements, optimizing Library systems and acting as task officer for Library

procurement activities;

 To undertake any other related tasks as requested by the Line Managers.

 

Essential Qualifications and Experience:

Essential

 Successful completion of University studies of at least three (3) years attested by a diploma OR a

qualification in the National Qualifications Framework which is equivalent to level 6 in the European

Qualifications Framework OR a qualification of the first cycle under the framework of qualifications

of the European Higher Education Area e.g. Bachelor's degree

AND

 A minimum of seven (7) years of relevant professional experience, after having fulfilled the

education requirements.

 

Specification of Education and Experience

 The above mentioned University degree must be in at least one of the following fields of expertise:

Archival or Library Science, History, Information and/or Records Management or other related

university studies;

 Experience in Electronic Document and Records Management Systems or Content Management

Systems;

 Demonstrable competence with Microsoft Office applications;

 Supervisory experience;

 Tact, discretion and respect for confidentiality;

 Excellent drafting and communication skills in English, both written and oral;

 Excellent organisational and interpersonal skills;

 Ability to work productively in a fast-paced, team-oriented environment, and produce accurate work

under pressure and in difficult circumstances;

 Ability to establish and maintain effective and constructive working relationships with people of

different national and/or cultural backgrounds with respect for diversity.

 

Desirable

 Experience working with national or international court records or archives;

 A qualification in the field of library, archives, records or database management;

 Knowledge of digital preservation strategies and trusted digital repositories, including a basic

understanding of ISO 14721:2012 (Open archival information system (OAIS) — Reference model);

 Experience in SharePoint and/or Microsoft 365;

 Knowledge of Integrated Library Systems and/or Electronic Discovery platforms (EDS);

 Knowledge of the functioning of the EU and in particular CSDP missions;

 Good understanding of the political, cultural and security situation of the Balkans, in particular

Kosovo

Records Assistant, AL-4. KSC, The Hague. Open until 9 August 2019

Position: Records Assistant	Employment Regime: Seconded/Contracted	Post Category: Assistant Level AL-4
Ref. number: 052	Location: The Hague, the Netherlands	Availability: ASAP
Component/Department/Unit: Kosovo Specialist Chambers/ Judicial Services Division/ Court Management Unit Reporting Line: The Records Assistant reports to the Head of Court Management Unit. Main Tasks and Responsibilities:  To receive, process and disseminate court records;  To ensure the availability and integrity of the court records in accordance with the established rules, practices and procedures;  To request and process translations of court records in accordance with the established policy and procedures;  To maintain the organization of the case file;  To manage the metadata and records in the electronic court management system in accordance with the established procedures;  To support the Record Keeper with translation requests management duties;  In consultation with the Court Officer, to respond to queries from the Chambers, parties and/or other Registry sections for information in relation to the processing of court records and, where applicable, translation requests;  To keep abreast of new or amended relevant rules and regulations;  To undertake any other related tasks as requested by the Line Managers. Essential Qualifications and Experience:  A level of secondary education attested by a diploma. AND  A minimum of one (1) year of relevant professional experience, after having fulfilled the education requirements. Specification of Education and Experience  Experience working in a similar position in an international organization or international court or hybrid or national court;  Knowledge of policies, procedures and practices related to the management of judicial records and/or translation request management;  Excellent communication skills in English, both written and oral;  Excellent computer skills in MS Office applications (Excel, Word, PowerPoint) and Adobe or similar software;  Ability to prioritize and manage a high workload on occasions;  Absolute tact and discretion;  Ability to work under stressful conditions and to prioritize and manage a high workload on occasions;  Ability to establish and maintain effective working relations as a team member in a multi-cultural and multi-national environment. Position: Records Assistant Employment Regime: Seconded/Contracted Post Category: Assistant Level AL-4 Ref. number: 052 Location: The Hague, the Netherlands Availability: ASAP Component/Department/Unit: Kosovo Specialist Chambers/ Judicial Services Division/ Court Management Unit Security Clearance Level: EU SECRET or equivalent Open to Contributing Third States: Yes Desirable  Good understanding of the political, cultural and security situation of the Balkans, in particular Kosovo;  Knowledge of the Albanian and/ or Serbian language is an asset	Security Clearance Level: EU SECRET or equivalent	Open to Contributing Third States: Yes

Senior Information and Records Management Advisor, E-3. Kosovo Specialist Chambers, The Hague. Open until 25 January 2019

Position: Senior Information and Records Management Advisor	Employment Regime: Seconded/Contracted	Post Category: Expert Level E-3
Ref. number: 018	Location: The Hague, the Netherlands	Availability: 01 April 2019
Component/Department/Unit Kosovo Specialist Chambers/ Immediate Office of the Registrar	Security Clearance Level: EU SECRET or equivalent	Open to Contributing Third States: Yes

 

Reporting Line:

The Senior Information and Records Management Advisor reports to the Registrar.

Main Tasks and Responsibilities:

 To serve as a focal point to provide advisory services and compliance advice for electronic, manual and audio-visual records, including administrative and judicial records, document and archives management to all functions of the Specialist Chambers;

 To draft and implement relevant organization wide strategies, policies, guidelines and procedures in accordance with established international recordkeeping and archival standards that reflect information needs, business workflows, technological architecture, legacy strategy and information security requirements;

 To assist in the drafting and implementation of document sensitivity, classification and handling policies to ensure the confidentiality of administrative and judicial records, the maintenance of witness protection measures and adherence to EUCI standards;

 To assist in the specification of requirements for court management or enterprise content management systems, including registration, storage, retrieval, classification, categorization, collaboration, workflow, records retention, and digital preservation;

 To participate in relevant project teams implementing court management or enterprise content management systems of the Specialist Chambers;

 To ensure the appropriate preservation of records and archives, including appropriate archiving facilities meeting the highest industry standards and, to this effect, to manage a network of records, archive and information custodians throughout the Specialist Chambers;

 To act as the Data Protection Officer for the Specialist Chambers and ensure compliance with the EU Data Protection Directive 95/46/EC or General Data Protection Regulation, where appropriate, when processing personal data;

 To initiate regular audits of compliance with record-keeping policies and standards and information security access policies;

 To draft and implement information governance, information security and information management policies and standards, including master data management, records management and digital preservation of enterprise content and data management systems and business applications, in cooperation with the Information Technology and Information Security functions;

 To undertake any other related tasks as requested by the Line Managers.

Essential Qualifications and Experience:

 Successful completion of University studies of at least four (4) years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 7 in the European Qualifications Framework OR a qualification of the second cycle under the framework of qualifications of the European Higher Education Area, e.g. Master's Degree.

AND

 A minimum of twelve (12) years of relevant professional experience, after having fulfilled the education requirements, out of which a minimum four (4) years of management experience.

Specification of Education and Experience

 The above mentioned University degree must be at least one of the following fields of expertise: Archival or Library Science, History, Information and/or Records Management or a related field;

 In-depth knowledge of archiving and record-keeping principles and norms;

 Experience in developing policies and systems for the storage, classification and handling of documents, retention and disposition plans, as well as databases;

 Knowledge and experience of working with strict information security regimes and secure archives;

 Knowledge and experience of managing personal data under European Data Protection legislation;

 Excellent analytical, planning, organizational, drafting and IT skills;

 Excellent interpersonal and communication skills in English, both written and oral;

 Ability to work productively in a fast-paced, team-oriented environment and produce accurate work under pressure and in difficult circumstances;

 Ability to establish and maintain effective and constructive working relationships with people of different national and/or cultural backgrounds with respect for diversity.

Desirable

 Previous experience setting up an archiving and records management system for an international, hybrid or national criminal court;

 Experience as an Archivist or Records Manager at a national, hybrid or international court;

 Experience managing digital records and archives;

 Experience in Project Management;

 Knowledge of EU document handling and confidentiality regulations and policies;

 International experience, particularly in crisis areas with multi-national and international organizations;

 Knowledge of the functioning of the EU and in particular CSDP missions;

 Good understanding of the political, cultural and security situation of the Balkans, in particular Kosovo.

Historian/Records Management Officer. KFOR, Pristina. Open until 8 May 2014

Historian/Records Management Officer

INFORMATION FOR PROSPECTIVE CANDIDATES FOR THE INTERNATIONAL CIVILIAN CONSULTANT (ICC) LEVEL 5 POSITION - HISTORIAN/RECORDS MANAGEMENT OFFICER AT HQ KFOR, PRISTINA, KOSOVO

Completing an Application Form
Thank you for your interest in the position of Historian/Records Management Officer at HQ KFOR. Separately on our website you will find the following documents:

• Copy of the job description
• An application form

When completing the application form, please pay particular attention when completing Section Two. In this section you are required to give information and examples of your work experience which show that you have the essential requirements for the position.

The essential education, experience and skills requirements are:

• A university degree in history or archival science
• At least 5 years of experience in administration and information management, to include a minimum of 3 years of experience in a clearly defined role responsible for the life-cycle management of records, both electronic and paper
• Experience of performing research and providing responses to enquiries for historical data
• Good working knowledge of Microsoft Office programmes (Word, Excel, Powerpoint, Access) plus working experience of collaborative software packages such as MS Sharepoint.
• A very good level of English language (Reading/Writing/Listening/Speaking)
• Strong communication skills
• Ability to work proactively with minimum supervision

In Section One, you should ensure you complete the sections confirming level of education and any training certification.
Language Requirements: Please ensure you indicate language skills in Section 10, of Part One of the Application Form. Candidates who are shortlisted for the position will be required to undertake a language test as part of the selection process.
Nationality Requirements: Applicants must be nationals of NATO member nations.
Applications must be returned by e-mail to sptcivpersk@hq.kfor.nato.int by 1400hrs on Thursday 8 May 2014. Applications received after this time will not be accepted. The shortlisting will take place in week commencing 12 May 2014. Only candidates who are shortlisted for interview will be contacted. The interviews are currently scheduled to be held in week commencing 26 May 2014.
Employment as an ICC at HQ KFOR can only be offered to candidates who are over 21 and under 57 years of age at the time of taking up their appointments.
Information on KFOR and the Post
The NATO-led Kosovo Force (KFOR) is deployed in Kosovo to help maintain a safe and secure environment and freedom of movement for all citizens, irrespective of their ethnic origin. KFOR is part of the wider international effort to build peace and stability in the area. HQ KFOR is based in Film City, Pristina.
The post of Historian/Records Management Officer is in the Director of Staff (DOS) Branch and is responsible for the capture, preservation and custodianship of KFOR records. The postholder advises on record keeping/management processes and policies across KFOR. The position requires someone who is highly experienced in information management and who has specific experience in archives management and/or records management of both paper and electronic records. The successful applicant will require good research skills coupled with strong communication skills as he/she will need to deal with a wide range of contacts at all levels in the organisation. The position is largely autonomous so candidates will be required to demonstrate that they are proactive and able to work with minimum supervision
Information on Employment Conditions (this is provided as a guide only and is not meant to be an exhaustive list)
This position is an International Civilian Consultant (ICC) level 5 position. The postholder will work in HQ KFOR at Film City, Pristina.
The starting salary for ICC-5 is 5,841 € per month (exempt from local taxation).
Other employment benefits include:

• Affiliation to a Group Medical Insurance Scheme (premiums shared between employee/employer).
• 24 days annual leave per calendar year
• Up to 7 Special leave days
• Up to 11 days Official/National holidays.
• An installation allowance equal to one month’s salary (50% to be reimbursed if not completing two consecutive years of service).
• A removal allowance equal to one month’s salary, after having completed at least three years of consecutive service, unless removal expenses are reimbursed by any other source.
• Travel Expenses paid to take up duty / end of tour.

Before any appointment is confirmed, the preferred candidate will be required to undergo a NATO Security Clearance and to successfully pass a medical examination certifying fitness to work.
The successful candidate will be offered a 12-month initial contract which may be converted into an indefinite duration contract subject to satisfactory performance and the continued operational need/funding for the position.