Intern, Information Management. UNOG, Geneva. Open until 27 March 2015

Posting Title: INTERN - Information Management, I Job Code Title: INTERN - ADMINISTRATION Department/ Office: United Nations Office at Geneva Duty Station: GENEVA

Posting Period:

12 March 2015-27 March 2015

Job Opening number:

15-ADM-UNOG-41482-R-GENEVA (O)

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

Special Notice Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department. A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, “child” means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a child of a staff member or a staff member’s spouse (son- or daughter-in-law). “Sibling” includes the child of both or either parent of a staff member and the child. Org. Setting and Reporting This profile is for the sole purpose of the Internship Programme of the United Nations Office in Geneva (UNOG). There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above carrying international recruitment status in the Secretariat for a period of six months following the end of their internship. UN interns must have a valid Swiss visa. This position is for a duration of 3 months. Internship is expected to start as soon as possible. The Internship Programme is unpaid and full-time. All costs of travel and accommodation, including living expenses, must be covered by the intern or any relevant sponsoring institution. Please see the Internship Programme website for more information on living expense estimates for Geneva. Responsibilities The programme is normally full-time, i.e. and intern is expected to work five days per week (8:30 a.m. – 5:30 p.m.) in the department or office of the Secretariat to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member – the supervisor. The intern will work under the direct supervision of the Chief of the Purchase and Transportation Section (PTS), Central Support Services, and will be responsible for the following projects within the overall objectives of the Purchase and Transportation Section: -Performs recordkeeping needs and business process analysis. –Implements the new file structure for PTS within Unite Docs file management system. –Establishes PTS wide File Classification Scheme (FCS) for printed and electronic versions of documents. –Prepares retention schedules in accordance with UN standards, to be submitted to the approval of Archive and Record Management Service (ARMS). –Makes proposals for procedures and work processes to be established for a sustainable recordkeeping system. –Provides assistance to the deployment of an electronic records management system; in the absence of such a system, makes sure that FCS and retention schedules are applied to shared drives. –Provides assistance for the appraisal of legacy paper records kept by originating offices and when required for the appraisal of legacy paper records kept by Institutional Memory Section (IMS). –Liaises with the IMS/UNOG Library for records transfers. –Contributes to the establishment of a culture of knowledge on recordkeeping and archiving across PTS, provides presentations and training sessions and works closely to recordkeeping focal points in records-originating offices. –Performs other related duties, as required. Competencies COMMUNICATION:-Speaks and writes clearly and effectively.-Listens to others, correctly interprets messages from others and responds appropriately.-Asks questions to clarify, and exhibits interest in having two-way communication.-Tailors language, tone, style and format to match the audience.-Demonstrates openness in sharing information and keeping people informed. TEAMWORK:-Works collaboratively with colleagues to achieve organizational goals.-Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others.-Places team agenda before personal agenda.-Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.-Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. CLIENT ORIENTATION:-Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view.-Establishes and maintains productive partnerships with clients by gaining their trust and respect.-Identifies clients' needs and matches them to appropriate solutions.-Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems.-Keeps clients informed of progress or setbacks in projects.-Meets timeline for delivery of products or services to client. Education To qualify for an internship with the United Nations Internship Programme, applicants must meet one of the following requirements:• Be enrolled in a degree programme in a graduate school (second university degree or equivalent, or higher) both at the time of application and during the internship; or •Be enrolled in the final academic year of a first university degree programme (minimum Bachelor's level or equivalent); or• Have graduated with a university degree and, if selected, must commence the internship within a one year period of graduation from an academic programme Work Experience Applicants are not required to have professional work experience for participation in the programme. However, specialized experience in management is an asset. Applicants are not required to have professional work experience for participation in the programme; but applicants should : • Be computer literate in standard software applications; • Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and • Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes willingness to understand and be tolerant of differing opinions and views. Languages English and French are the working languages of the United Nations. Fluency in spoken and written English and/or French with knowledge of the second language is required for this Internship Programme. Knowledge of another language is an asset. In addition to English; French, Arabic, Chinese, Russian and Spanish are also official languages of the UN. Assessment Method Candidates will be assessed based on their Personal History Profile (PHP). Individual interviews may be conducted by the Hiring Manager directly for further consideration. A complete online application (Cover Note and Personal History profile) is required. Incomplete applications will not be reviewed. The cover Note must include: - Title of degree you are currently pursuing; - Graduation date (when will you be graduating from the programme); - List the IT skills and programmes that you are proficient in; - Explain why you are the best candidate for the internship position. In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references. Due to high volume of applications received, ONLY successful candidates will be contacted. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. 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. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. 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.

Project Control Documentalist, FG IV. GSA, Prague. Open until 8 April 2015

European Global Navigation Satellite Systems Agency

For more information on GSA please consult our website:

http://www.gsa.europa.eu/gsa/overview

The European Global Navigation Satellite Systems Agency (GSA) has set up a selection procedure that aims to

establish a reserve list (two-year contract with the possibility of a renewal for a fixed period and a further

renewal for an indefinite period on the conditions set out in the Staff Regulations and in the Conditions of

Employment for Other Servants) for:

Project Control Documentalist

(Vacancy Reference Number: GSA/2015/103)

Date of Publication:

06/03/2015 Deadline for applications: 08/04/2015 23:59 hours

(CET)

Type of Contract:

Contract Agent Place of employment: Prague (Czech Republic)

Grade/Function Group:

FG IV

Contract Duration:

2 years

with possibility of

renewal

Monthly basic salary

1:

€ 3.170,61

(less than 8 years’ work

experience after degree)

€3.587,37

(more than 8 years’ work

experience after degree)

Organisational

Department:

Project Control Department

Reporting To:

Head of Department Possible reserve list valid

until:

31/12/2016

Desired Start Date:

As soon as possible

Level of security

clearance

2:

UE SECRET

1

Please note that salaries are adjusted based upon a correction coefficient as calculated by the Commission subject to an annual review

provided for in Article 65(1) of the Staff Regulations [Currently, the weightings are: 100% (BE), 75% (CZ), 116,8% (FR), 150,7% (UK)].

Consult section 7 for more details on the conditions of employment.

2

The successful candidate must hold a valid personnel security clearance at the above defined EU level or be able and willing to apply for

a security clearance immediately after the contract award. The procedure for obtaining a personnel security clearance shall be initiated on

request of the employer only, and not by the individual candidate.

 

1. PROJECT CONTROL DEPARTMENT

The Project Control Department handles all matters related to project control of the Galileo and EGNOS

programmes, together with corporate planning and programming and GSA-wide document management. The

Department's tasks include in particular:

·

Management and control of the Galileo and EGNOS Exploitation Programmes’ schedule, cost, risk,

reporting, assets and documentation;

·

Development of the principle GSA planning and programming documents, together with preparation

of the GSA Administrative Board;

·

Management of GSA Unclassified and Restraint UE documents;

·

Support to the Executive Director and his team for programme management tasks.

2. TASKS AND RESPONSIBILITIES

The tasks of the Project Control Documentalist shall include:

·

Ownership of the GSA’s document management policy and its implementation;

·

Responsible for the continuous improvement of the GSA's document management procedures;

·

Responsible for ensuring the delivery of a Document Management System together with the technical

support of the ICT team;

·

Liaison with the ICT team to ensure that changing user requirements are correctly translated into

technical requirements and implemented appropriately;

·

Liaison with the Security team to ensure the management of Restraint UE documents in line with the

appropriate rules and regulations;

·

Development and execution of a training plan for new and existing staff to ensure that the whole

Agency uses the same document management tools, processes and procedures;

·

Train new employees in the Agency's document management practices;

·

Development and maintenance of a GSA document archive, compliant with relevant EU legislation;

·

Provide day-to-day support to staff concerning document management queries and usage;

·

Definition and implementation of configuration control mechanisms as appropriate to meet the needs

of the Galileo and EGNOS exploitation programmes;

·

Contribution to overall Agency processes such as quality management and reporting.

Furthermore, the Project Control Documentalist will also contribute to other tasks of the Project Control

Department as deemed necessary.

 

3. PROFESSIONAL QUALIFICATIONS AND OTHER REQUIREMENTS

A.

ELIGIBILITY CRITERIA

The selection procedure is open to applicants who satisfy the following eligibility criteria, on the closing date

for application:

1. Have a level of education which corresponds to completed university studies

3 of at least three years

attested by a diploma and appropriate professional experience

4 of at least one year after obtaining

the final diploma;

2. Be a national of a Member State of the European Union or Norway;

3. Be entitled to his or her full rights as citizen;

4. Have fulfilled any obligations imposed by the applicable laws concerning military service;

5. Meet the character requirements for the duties involved

5;

6. Have a thorough knowledge of one of the languages of the European Union

6 and a satisfactory

knowledge of another language of the European Union to the extent necessary for the performance of

his/her duties

7; and

7.

Be physically fit to perform the duties linked to the post8.

3

Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the

authorities in the said Member States shall be taken into consideration.

4

Only appropriate professional experience acquired after achieving the minimum qualification stated in 3.A shall be considered. Where

additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as

professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification

stated in 3.A shall be taken into consideration. Internships will be taken into consideration if they are paid. Professional activities pursued

part-time shall be calculated pro rata, on the basis of the percentage of full-time hours worked. A given period may be counted only once.

5

Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal

record.

6

The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek,

Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish, Swedish.

7

Corresponding to level B.2 of the Common European Framework of Reference for languages CEFR.

8

Before a successful candidate can be appointed, s/he will be medically examined by a selected medical service so that the Agency will be

satisfied that s/he fulfils the requirement of Article 28(e) of the Staff Regulation of Officials of the European Communities.

 

B.

SELECTION CRITERIA

All eligible applications, according to the afore-mentioned criteria (part A), will be assessed against the

requirements listed below.

Please note that non-compliance with at least one of the Essential requirements (B.1) will result in the

exclusion of the candidate from the selection process.

Advantageous requirements (B.2) constitute additional assets and will not result in exclusion, if not fulfilled.

1) Essential qualifications and experience

i. University degree in Information management, Business administration, Engineering or in another

area relevant to the job;

ii. Professional experience and demonstrated competency in document management and/or

configuration management;

iii. Experience of IT document and configuration management tools and in dealing with IT contractors

and technical requirements;

iv. Very good command of both written and spoken English.

2) Advantageous qualifications and experience

v. Experience gained in complex organisations and/or in the institutional environment, in particular in

the space domain;

vi. Experience of designing and delivering training;

vii. Experience of quality standards such as ISO 9000;

viii. Knowledge and experience of EU legislation and European GNSS document management rules and

regulations.

3) Behavioural competences

ix. Motivation, fascinating vision of the job and excellent drive to make results to come true;

x. Excellent analytical and problem solving skills;

xi. Excellent communication skills;

xii. Self-control under pressure in demanding situations;

xiii. Flexibility in adapting to a changing environment;

xiv. Systematic management approach and good organisational skills;

xv. Ability to deliver quality work independently without detailed supervision and proactiveness.

4. SELECTION PROCEDURE

The selection procedure includes the following steps:

·

After registration, each application will be checked in order to verify that it meets the eligibility criteria.

·

All eligible applications will be evaluated by a Selection Board based on the selection criteria defined in this

vacancy notice.

·

The best-qualified candidates, those who obtained the highest number of points within the evaluation, will

 

be short-listed for an interview. The minimum threshold is 65% of the total points.

·

During the interview, the Selection Board will examine each candidate’s profile and will assess their

relevancy for this post. In order to support the evaluation via interview, shortlisted candidates will be

required to undergo written tests relevant to the job content (the minimum threshold for this test is 50% of

the total points allocated for it) and to complete part of the process in their second EU language. All

candidates short-listed for an interview will also be requested to complete an online Business Attitude

Questionnaire.

·

Candidates will be requested to bring with them on the day of the interview photocopies of all the

supporting documents for their educational qualifications and employment necessary to prove that they

meet the eligibility criteria. GSA has the right to disqualify applicants who fails to submit all the required

documents.

·

As a result of the interviews, the Selection Board will recommend the most suitable candidate(s) for this post

to be placed on a reserve list. The minimum threshold to be placed on the reserve list is 65% of the total

points. This list may also be used for recruitment of a similar post depending on the Agency’s needs.

Inclusion on the reserve list does not guarantee recruitment.

·

The reserve list will be presented to the Appointing Authority who may decide to convene a second interview

and ultimately will appoint the successful candidate to the post.

Indicative date for the interview and written test

9:

April/May 2015

Candidates are strictly forbidden to make any contact with the Selection Board members,

either directly or indirectly. Any infringement of this rule will lead to disqualification from

the selection procedure.

5. APPLICATION PROCEDURE

For applications to be considered valid, candidates must submit an email to

jobs@gsa.europa.eu with a subject

line of ‘SURNAME_Name_Vacancy Reference Number’ and which contains the Agency’s approved application

form (Download it here:

http://www.gsa.europa.eu/gsa/job-opportunities).

This form must be:

·

Completed in English;

·

Fully completed, pointing out the professional experience relevant to this position (incl.

calculation of years, months);

·

Printed, signed and clearly scanned in (in one single document);

·

Named as follows: SURNAME_Name_Vacancy Ref. number (e.g. SPENCER_Marc_GSA.2012.123);

·

In Microsoft Word or Adobe Acrobat (pdf) format;

·

The application shall be accompanied by a scanned ID card and/or passport, and a copy of a

diploma giving access to the grade/function group bearing a date of issue.

The application will be rejected if it is not duly completed, if it is not signed by hand or if it is not provided in

the prescribed format.

9

The date might be modified depending on the availability of the Selection Board members.

 

Further supporting documents showing evidence of the information given in the application will be

requested at a later stage.

No documents will be sent back to candidates.

Applications must be sent to “

jobs@gsa.europa.eu” and received by the deadline listed on page 01 of this

vacancy notice at the latest, clearly indicating the vacancy reference number in the subject line.

Applications sent after the deadline will not be considered.

Candidates are reminded not to wait until the final days before the closing date of applications’ submissions.

The Agency cannot be held responsible for any last-minute malfunction due to any overflow of the mailbox.

6. APPEAL PROCEDURE

If a candidate considers that he/she has been adversely affected by a particular decision, he/she can

▪ lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and

Conditions of employment of other servants of the European Communities, at the following address:

European GNSS Agency (GSA)

Human Resources Department

Janovskeho 438/2

170 00 Prague 7

Czech Republic

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run

from the time the candidate is notified of the action adversely affecting him/her.

▪ submit a judicial appeal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 of the EC

Treaty) and Article 91 of the Staff Regulations of Officials of the European Communities to the:

European Union Civil Service Tribunal

Boulevard Konrad Adenauer

Luxembourg 2925

LUXEMBOURG

For details of how to submit an appeal, please consult the website of the European Union Civil Service

Tribunal:

http://curia.europa.eu/jcms/jcms/Jo1_6308/. The time limits for initiating this type of procedure (see

Staff Regulations as amended by Council Regulation (EC) No 723/2004 of 22 March 2004, published in Official

Journal of the European Union L 124 of 27 April 2004 —

http://eur-lex.europa.eu) start to run from the time

you become aware of the act allegedly prejudicing your interests.

▪ make a complaint to the European Ombudsman:

European Ombudsman

1 avenue du President Robert Schuman

CS 30403

67001 Strasbourg Cedex

FRANCE

http://www.ombudsman.europa.eu

 

Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in

Articles 90(2) and 91 of the Staff Regulations for lodging complaints or for submitting appeals to the Civil

Service Tribunal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC). Please note

also that, under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties,

any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches

to the institutions and bodies concerned.

7. SUMMARY OF CONDITIONS OF EMPLOYMENT

The pay of staff members consists of a basic salary weighted by the correction coefficient (currently 75% for

Czech Republic). The full pay is exempt from national taxation.

In addition to the basic salary, staff members may be entitled to various allowances, as indicated below:

Contract Agent FG IV

Indicative amounts depending on family

situation

Basic

net salary (entry level) – correction coefficient applied

Deduction made from salary at source for:

·

Pension (10,1%)

·

Health insurance (1,70%)

·

Accident cover (0,10%)

·

Income tax (levied at a progressive rate)

·

Solidarity levy (6%)

·

Unemployment insurance (0,81%)

€ 2,006.55

Expatriation allowance € 509.43 - without children

€ 605.04 - 1 child

Household allowance € 235.29

Dependent child allowance € 375.59

Pre-school allowance € 91.75

Education allowance Up to € 509.66 (subject to conditions)

In addition, newcomers may also be entitled to the reimbursement of removal costs, temporary daily

subsistence allowance and installation allowance

.

The GSA fully covers the tuition fees for 12 international schools in Prague (main languages: English, French or

German).

Staff is entitled to annual leave of two working days per each complete calendar month of service plus

additional days for the grade, age, for the distance from the place of origin and an average of 16 GSA public

holidays per year.

Special leave is granted for certain circumstances such as marriage, moving, election, birth or adoption of a

child, serious sickness of spouse etc.

Staff is covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against

sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment

allowance, the right to receive payment of invalidity allowance and travel insurance.

In addition, GSA supports the further development of its staff and provides a range of training and professional

development opportunities.

For further information on working conditions of temporary staff please refer to the Conditions of Employment

of Other Servants (CEOS):

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

8. COMMITMENT

Declaration of commitment to serve the public

interest independently:

The jobholder will be required to make a declaration

of commitment to act independently in the public

interest and to make a declaration in relation to any

interest that might be considered prejudicial to

his/her independence.

The jobholder will be required to carry out his/her

duties and conduct him/herself solely with the

interests of the European Union in mind; he/she shall

neither seek nor take instruction from any

government, authority, organisation or person

outside his/her institution. He/she shall carry out the

duties assigned with objectivity, impartiality and

loyalty to the European Union.

Commitment to promote equal opportunities:

The Agency is an equal opportunities employer and

strongly encourages applications from all candidates

who fulfil the eligibility and selection criteria without

any distinction whatsoever on grounds of nationality,

age, race, political, philosophical or religious

conviction, gender or sexual orientation and regardless

of disabilities, marital status or other family situation.

9. DATA PROTECTION

The personal information GSA 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.

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2001:008:0001:0022:EN:PDF

The purpose of processing personal data which candidates submit is to manage applications in view of possible

pre-selection and recruitment at GSA. All personal data collected will only be used for this purpose and will in

no case be transmitted to any third party. Any data provided will be treated in the strictest confidence and with

high standards of security.

Applicants’ documents will only be kept for as long as it is mandatory to fulfil the requirements of existing

auditing/control procedures applicable to GSA.

Applicants have a right to access their data. They have a right to update or correct at any time their

identification data. On the other hand, data demonstrating compliance with the eligibility and selection criteria

may not be updated or corrected after the closing date for the respective selection procedure.

Applicants are entitled to have recourse at any time to the European Data Protection Supervisor

(

http://www.edps.europa.eu; EDPS@edps.europa.eu) if they consider that their rights under Regulation (EC)

No 45/2001 have been infringed as a result of the processing of their personal data by the GSA