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
Monday, October 31, 2011
Content Archivist. Aramco, Dhahran.
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
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
Monday, October 17, 2011
Senior Information Resources & Services Assistant (Records & Archives). ADB, Manila. Open until 27 October 2011
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
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
Thursday, October 13, 2011
Information Management Officer, P-3. OCHA, Geneva. Open until 24 October 2011
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".
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".
Saturday, October 8, 2011
Documents and Records Management Assistant, G-5. ODIHR, Warsaw. Open until 6 November 2011
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.
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.
Tuesday, October 4, 2011
Description Archivist (Short Term Consultant). World Bank, Washington. Open until 17th October 2011
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.
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.
Wednesday, September 28, 2011
Document Management Officer, FG IV. EFSA, Parma. Open until 24 October 2011
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.
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.
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