Traineeships in Archives and Records Management. ECB, Frankfurt. Open until 24/03/2021

 

Traineeships in Archives and Records Management

 Students and graduates

 Secretariat

 3027

General Information

Type of contract  Traineeship

Who can apply?  EU nationals eligible for our traineeship programme (see further information section)

Grant  The trainee grant is €1,070 per month plus an accommodation allowance (see further information section)

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  24.03.2021

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division has 60 staff providing the framework, policies, procedures and tools for ensuring that ECB staff and European citizens can access, and benefit from, ECB information and data on an ongoing basis. We are currently devising an enterprise information management strategy and laying the foundations for a knowledge management programme, which will take a holistic approach to managing the ECB’s information and knowledge assets.

In your role as Trainee of Archives and Records Management Support (ARMS) in the Information Governance Policies Section, you will be part of a support team of six members of staff responsible for coordinating and performing information and access management tasks, as well as for preparing and communicating reporting and technical improvements, while working closely with the Information Management Specialists and key contact persons representing all of the ECB’s functions and operations.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Trainee of ARMS, you will:

• support the quantitative and qualitative monitoring and reporting of information management practices, as well as the implementation of the ECB’s retention policy for paper and digital records;
• contribute to a wide range of operational records management and archival support tasks related to how information is created, processed, stored and preserved for future use, and in a highly specialised environment;
• support the Division’s information management projects, including digital archiving and preservation, external collaboration and the opening of the ECB’s historical archives to the general public;
• develop and/or test functional requirements of enterprise content management and digital preservation systems;
• support and maintain the ECB’s information management policies, procedures and guidance;
• develop and enhance guidance and training material to raise staff awareness and encourage adherence to the ECB’s information management policies and procedures.

This traineeship offers you an excellent opportunity to obtain experience in providing information services in an institutional environment and to gain insight into various topics related to the ECB’s activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

Essential: 

• a bachelor’s degree or higher qualification in information, archives and/or records management or librarianship, or, if your first degree is not in this field, a postgraduate diploma, master’s degree or higher qualification – or enrolment in a postgraduate course – in any of these subjects;
• a working knowledge of the MS Office package, in particular Word, Excel, PowerPoint and Outlook;
• an awareness of and interest in the role and functioning of the ECB;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• a sound understanding or working knowledge of (i) Enterprise Content Management systems, such as OpenText Content Server; (ii) collaboration tools, such as MS Teams; (iii) digital preservation software, such as Preservica; and (iv) and/or archival collection management tools, such as Calm and Adlib.

You are curious and eager to learn, and want to further develop your ability to analyse complex information. You are keen to collaborate with others, pursue team goals and learn from other people’s diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need for change and propose alternative solutions.

You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe. You are keen to be part of our team and to use your skills and competencies to achieve the objectives of this position.

Further information

Traineeships are of six months’ duration, extendable up to 12 months in total.

Application and selection process

Further information on how to join us is available on our website.

The recruitment process for this position will include an online interview via Webex. 

Digital Content Collaboration Expert. ECB, Frankfurt. Open until 15 March 2021

 

Digital Content Collaboration Expert

 Experienced

 Secretariat

 2808

General Information

Type of contract  Fixed-term contract which may be converted into a permanent contract after three years subject to individual performance and organisational needs

Who can apply?  EU nationals

Salary  F/G (1) (minimum monthly net salary €4,914 and benefits, see further information section)

Role specialisation  Information Management

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  15.03.2021

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division has 50 staff members who provide the framework, policies, procedures and tools to ensure that ECB staff and EU citizens have access to and can make the most of our information, now and in the future. We are currently one of the key players of the ECB Digital Transformation initiative.

In your role as Digital Content Collaboration Expert, you will be part of a team of six members of staff focusing on all aspects of the ECB collaboration tools suite, including real-time document collaboration, document storage, mobile editing, intranet and other tools used to improve information collaboration.

You will help to solve multidimensional information management problems, improve user experience and generate value for the ECB and ESCB users by leveraging on existing technology and/or identifying innovative new ways forward.

You will provide front-end/user interface (UI) configuration, design, platform management, testing and training services for a range of content management and collaboration tools, including OpenText Content Server 16.2.10, Microsoft 365, Confluence and Interact. More specifically, you will work with end-users to analyse, design and configure new collaboration solutions. This may involve developing workflows and integrations between systems, templates and web reports, as well as migrating data and creating an interface with other applications. 

You will have to work together with teams across the ECB to understand their requirements and workflow needs. You will work closely with other collaboration system owners on cross-functional opportunities to create a seamless and connected ecosystem to make developers, system owners, management and others more open and efficient.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Digital Content Collaboration Expert, you will:

• execute the collaboration-related activities of the Enterprise Information Management strategy and the Division’s strategic planning in close cooperation with other business areas;
• gather user requirements and design content management, collaboration, task management and/or workflow solutions that meet their needs; 
• analyse, design and configure new collaboration solutions for teams and individuals; 
• take responsibility for the collaboration product backlog, prioritise initiatives and ensure deadlines are met;
• engage and collaborate closely with teams across the ECB to define a forward-looking vision for the deployment and maintenance of ECB collaboration tools;
• support the adoption and strategic use of collaboration tools;
• communicate progress and performance to stakeholders and senior management; 
• drive the ECB’s collaboration application and integration strategy to create a holistic environment. 

The position offers you excellent opportunities to contribute to the digital transformation of a dynamic institution. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

Essential: 

• a master’s degree or equivalent in information management, computer science, knowledge management or another relevant field (click here for details on degree equivalences);
• deep understanding of collaboration products (OpenText Content Server, Microsoft 365, Confluence and Interact) and experience with them in a large organisation environment; 
• solid experience at an intermediate or higher level with at least one of the following:

• front-end/UI web development;
• Content Management System administration;
• graphic design;
• user experience (UX) design;
• information architecture;

• track record of managing highly complex collaboration projects; 
• professional customer orientation with a strong commitment to provide a high standard of service to users; 
• strong organisational and planning skills; 
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• understanding of change management principles and experience in leading change initiatives;
• ability to understand and translate complex information and issues;
• ability to work independently in a rapidly evolving environment; 
• ability to interact with and influence stakeholders at different levels.

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs.

You are motivated to be part of our team and to use your skills and competencies to achieve the objectives of this position.

Working modalities

To enable the Division to maintain its business continuity capability, you will occasionally be expected to perform work during non-standard working hours and work at the ECB’s standby sites.

Further information

The formal title for this position will be Organisational Solutions Expert. 

For additional information on this specific vacancy, you can speak to the hiring manager, Sylvie Beausuroy, on +49 (0)69 1344 17122 

Application and selection process

The recruitment process for this position includes a written exercise, a presentation and interviews. 

Archiving Services Supervisor. OECD, Paris. Open until 14 March 2021

Archiving Services Supervisor(

Job Number:

 14170)

Application Closing Date

: 15-03-2021, 6:59:00 AM

The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 37 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world.  Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

Within the Executive Directorate, working closely with business partners, the Digital, Knowledge and Information Service (EXD/DKI) designs and provides secure digital solutions, IT and information management services and the technologies to deliver efficient corporate services, meet business partners’ needs and to support and enhance the OECD’s global role in building knowledge, communicating with the world and interacting with governments to inform and influence policy-making.

The Digital Workplace Services Division (EXD/DKI/DWS) provides corporate-wide user services managed by EXD/DKI including the IT Service Desk, local equipment support, IT Training, information (library and archives), printing and mail services.

EXD/DKI/DWS is looking for an Archiving Services Supervisor to champion the Organisation’s digital heritage, assure the preservation of corporate records and provide efficient corporate archiving and library services, in line with industry best practices and compliance with corporate policies. Reporting to the Head of User Support Management, the incumbent will supervise a small team. S/he will have broad operational experience and a track record delivering operational excellence, complemented by strong interpersonal skills, rigour and supervisory experience.

 

Main Responsibilities

Digital Heritage and Archives Management

• Provision archiving services in compliance with the corporate information management policy, industry standards and best practices; furnish agreed library services.
• Ensure delivery of high-quality archiving and library  services to meet client requests and  in line with Service Level Agreements.
• Assure high quality corporate records metadata compliant with current corporate policies.
• Coordinate responses to external researchers and preparation of declassified archives for consultation.
• Update and maintain client guidance and operational procedures, contribute to related documentation as required.
• Demonstrate operational excellence, ensuring file schema, user acccount and access management in compliance with current corporate policies.
• Propose and implement innovative approaches to enhance corporate awareness and use of the Organisation’s digital heritage and archives.

Supervision and Reporting

• Provide guidance and day-to-day supervision to the Archiving Services team, this will include, organising staff presence to meet operational purposes and drafting, maintaining and ensuring compliance with pertinent policies and operational procedures.
• Encourage inclusion, teamwork, sharing and client focus through effective and continuous performance management carried out with the Head of Unit.
• Manage operational relationship with  external service providers.
• Provide regular reporting on team activity and service provision for inclusion in KPIs and other management reports.

 

Ideal Candidate Profile

Academic Background

• A university degree in information science/management, archiving, library services or a related discipline.

Professional Background

• At least three years’ relevant experience provisioning professional archives, information management or library services and working with Content Management Systems.
• Proven experience proposing and implementing efficient use of archive storage space, ensuring application of weeding, digitisation and destruction in line with Best Practices and compliance with agreed standards and schedules.
• Proven experience maintaining archives inventories and activity reporting.
• Sound experience in a client service role including external provider management.
• Demonstrated experience supervising staff in a cross-cultural environment, preferably in an International Organisation or National Administration.

Tools

• MS Office/M365 Suite.
• Content Management Systems, experience with LiveLink and OpenText Content Server would be an advantage.
• Knowledge of industry standards including ISO 15489 and recent updates to the norm.

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
• Knowledge of other languages would be an asset.

Core Competencies

• For this role, the following competencies would be particularly important: Achievement focus, Analytical thinking, Flexible thinking, Managing resources, Teamwork and Team leadership, Client focus, Organisational knowledge.
• Please refer to the level 2 indicators of the OECD Core Competencies.

 

Contract Duration

• Three-year fixed term appointment, with the possibility of renewal.

 

What the OECD offers

• Monthly base salary starting from 4,107 EUR, plus allowances based on eligibility, exempt of French income tax.

 

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal. 

Senior Project Management - Information Management. BIS, Basel. Open until 21 February 2021

 

Senior Project Manager - Information Management
Office location:	Basel
Department:	Information Technology and Services (ITS)
Unit:	Information Services
Service:
Employment - Duration:	3 years
Contract type:	Fixed-term
FTE%:	100%
Application Deadline:	21/02/2021
Description
The Bank for International Settlements is an international organisation promoting global monetary and financial stability, and a bank for central banks. At the BIS, colleagues from a wide range of backgrounds bring different knowledge and expertise to the team. This creates a stimulating working environment with opportunities for collaborating and developing innovative solutions to business challenges. Joining us is not just about launching your international career – it is also about doing meaningful work for the public good and serving the global community. During 2021-24, ITS-Information Services will implement an “Information Management 2025” strategy aimed at fully digitising and optimising information and records and archives management at the BIS. The goal is to help the Bank achieve three key components of its Innnovation 2025 strategy: improving the way we work by streamlining processes and reducing inefficiencies. digitising the workplace by eliminating paper-based processes and enabling secure remote/mobile working. enhancing cyber and operational resilience by rationalising and improving the protection and preservation of the Bank’s most critical information assets. To achieve these goals, the Senior Project Manager will help develop a comprehensive, medium-term roadmap in line with the Bank’s (hybrid) Cloud strategy; see to its endorsment by Management; and coordinate its implementation. The roadmap implementation will have important policy, business process and technology implementation components. Principal accountabilities Assess the existing information management framework and technology landscape at the BIS, and identify requirements for necessary revisions, both short- and medium-term. Focus foremost on Bank wide information management policies and procedures, information classification, digital records management and long-term digital archiving, both on-premises and in the Cloud.  Define and fine-tune the BIS information management roadmap, incl. project scoping and capacity planning in view of a phased roll-out of new policies, procedures and technology solutions. Involve business stakeholders and management as needed. Coordinate the phased implementation of the agreed roadmap, in close cooperation with BIS Information Services and ITS. Liaise with the relevant business units to ensure that new policies and procedures are developed, documented and accepted, and that technology solutions are tested and implemented in a coordinated and timely manner. Under the guidance of the Head of Information Services and ITS Management, act as programme manager implementing the “Information Management 2025” strategy. Manage the delivery of projects in line with agreed objectives, budgets and timelines. Coordinate project activity across internal project resources, contractors and external suppliers. Apply BIS project management methodology, and adhere to relevant Bank policies and procedures. Proactively manage programme risks, issues and dependencies. Liaise with internal and external stakeholders. Regularly report programme progress to the project owners and ITS Management. Ensure that revised policies, procedures and business processes can be made operational in line with the Bank’s overall business strategy and are properly communicated. Act as a member of the ITS-Information Services team. Ensure that the team is fully involved in the definition and implementation of new policies and procedures and of the information management roadmap. Advise the Head of Information Services on possible organisational and business process changes resulting from the implementation of the revised information management framework. Perform resource management, supervisory, administrative and budgetary functions as required, adhering to relevant Bank policies and procedures.      Qualification and skills University degree in Information Management, Archival Sciences or equivalent. Degree in business analysis, business process modelling, project management or equivalent desirable.      Proven ability to manage complex projects using structured/agile methodologies. Solid experience in organisational change management. Thorough knowledge of information management and governance principles, records management and archiving requirements, and of information security concepts and processes. Profound understanding of and experience working with information management technology, incl. enterprise content management and collaboration systems (ECM - e.g SharePoint/OpenText); digital records management and archiving; Cloud, mobility and cyber-security applications. Experience with Prince2Agile or PMI-ACP is an advantage. An excellent team player, with strong interpersonal skills. An excellent communicator, who brings across clear messages in a convincing manner. Organised, systematic and attentive to detail. A practical, hands-on approach. Able to perform under pressure. An open, international outlook and a strong customer-driven service mentality. Fluent in English (oral and written). Knowledge of another of the BIS’s working languages (German, French, Spanish) is an advantage.    Work experience   At least 5 years’ experience in project or leading business roles in the fields of information, records and archives management and related IT.     Why join us? We offer a unique, highly rewarding, international work environment, giving you exposure to a range of state-of-the-art technologies and business areas.  You’ll receive a competitive compensation package. And because of our status as an international organisation, we are able to hire globally and welcome applications from candidates of all nationalities.  The BIS is fully committed to equal opportunity employment and strives for diversity among its staff.

Associate, Records Management and Archives. EBRD, London. Open until 30 October 2020

 

Asociate, Records Management and Archives

Apply now »

Posting Date: 16-Oct-2020

Location: London, GB

Company: EBRD

Requisition ID	18364
Office Country	United Kingdom
Office City	London
Division	VP, Human Resources & Corporate Services
Dept. / Bus. Group	MD IT Office
Business Unit	Records Management and Archives
Contract Type	Short Term
Contract Length	12 months
Posting End Date	30/10/2020

Associate RM & A (  Records Management and Archives (RM&A)/Corporate Services)

 

Purpose of the Job

The Records Management Associate is responsible for ensuring that the Bank’s information assets are managed in a coherent manner, that information is held and handled securely, made available to the right people and kept as long as necessary. The Records Management Associate will 1) be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and administer them at departmental level 2) manage specific areas of expertise. The role will facilitate awareness among Bank staff in all matters relating to to the management of information assets

 

Background

The RM&A team collaborates with the business to drive business performance through innovative technologies , it is involved in a document digitalisation initiative, use of electronic signatures and document approval workflows. Works closely with the various team members within IT for the delivery of business solutions that meet business needs.

 

Facts and Scale

• Work with the IT, OGC, Internal Audit and Risk Management departments on information management issues that require their assistance/ advice or on other matters that may have an impact on the management of information assets

 

• 1 to 2 reports
• No budget authority

 

Accountabilities and Responsibilities:

• Manage departmental information to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
• Provide guidance and support to the business in order to help them collaborate and share information in an efficient and secure way
• Provide guidance in the migration to Office 365 and MS Teams
• Contribute to the development, implementation and maintenance of MS Teams in order to enhance  Bank business performance
• Contribute to the development and implementation of digitisation initiatives to facilitate efficient management of business records
• Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
• Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
• Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
• Establish best practice and ensure compliance with records management and archives standards
• through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
• Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
• Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
• Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
• This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs
   

Knowledge Skills/Experience and Qualifications

• University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good technical knowledge of electronic records and document management systems
• Very good technical knowledge of SharePoint and MS Teams
• Proven experience in implementation of MS O365
• Experience of working in a banking sector and familiarity with banking types of  information assets 
• Ability to supervise and coach staff
• Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
• Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
• Ability to generate and drive projects, ability to generate new initiatives and to work creatively
• Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
• Excellent team player
• Concern for accuracy and attention to detail
• Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
• Ability to work independently, to tackle issues and propose practical solutions
• Ability to work under pressure and meet deadlines
• Flexible in working hours and willingness to travel
• Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

 

Challenges

• Raising the profile of records management within the EBRD, keeping staff aware of the value and benefits of good information management practice to their work and to the Bank’s objectives in terms of efficiency and productivity, and ensuring their compliance and co-operation. Working with departments
  to ensure the RM function is adhered to and executed on an on-going basis
• Maintaining awareness of advances in technology in order to understand the impact on records management practice and implement new processes and technologies. As records are stored in so many different systems, ensuring that they are still well-organised and easily retrievable so as to support business needs

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working.

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