Information Management Assistant, FGIII. EEAS, Brussels. Open until 2 July 2020

We are:
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:
1/ Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2/ Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3/ Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:
The position of Information Management Assistant in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Key responsibilities of the position will in particular entail:

• Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation
  
• Assist with developing implementing guidelines to turn the vision of the Information Management Strategy into reality
  
• Help manage the Information Management Committee
  
• Report to management on progress and outcomes of administrative activities
  
• Provide staff and management with information on procedural issues via Intranet and
  other channels such as collaborative platforms
  
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when
  relevant, on the spot)
  
• Ensure mentoring and / or coaching; answer to all Information Management related
  questions addressed by HQ or delegations to the relevant functional mailbox.
  
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and
  implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents
  

Legal basis
The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS).¹

Eligibility Criteria:
Candidates for this contract agent III post should:

• have passed a valid EPSO CAST in FG III ;
  or
  (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job- offers_en?keyword=&contract=37&grade=All&institution=101&location=All
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• be a national of one of the member States of the European Union and enjoy full rights as a citizen.    

Selection criteria:

 Candidates should:

• have a very strong knowledge of Document Management (e-Domec framework or similar)
• have a very strong knowledge of Information Management;
• have a proven knowledge and understanding of international standards in document and
  information management
• have a very strong experience with document and information management tools;
• have a good knowledge of the European Institutional domain and its regulatory framework, as
  related to document and information management;
• have proven experience in the governance of Document and Information Management
•  
• Furthermore:
• project management experience
• experience in governance of collaborative platforms
• experience formulating functional requirements for document/information management IT platforms

would be considered as assets.

Specific conditions of employment
The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities
The External Action Service applies an equal opportunities policy.

Application and selection procedure²
Please send your CV and cover letter (with your EPSO CAST number) via email to (gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail) ).
Deadline for applications 02/07/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following
internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted. 

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.
The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Post available: July 2020

¹ Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101
² Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).

Senior Consultant (for Records and Archives). FAO. Open until 22 June 2020

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2001245 

 

Senior Consultant (for Records and Archives) 

Job Posting: 01/Jun/2020

Closure Date: 22/Jun/2020, 11:59:00 PM

Organizational Unit: CSD

Job Type: Non-staff opportunities

Type of Requisition: Consultant / PSA (Personal Services Agreement)

Grade Level: N/A

Primary Location: Home-Based

Duration: 3.5 months

Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

_______________________________________________________________________________________

FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are equally encouraged to apply

All applications will be treated with the strictest confidentiality

The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

_______________________________________________________________________________________

 

Organizational Setting   The Corporate Services Department is responsible for ensuring that the administrative and financial policies and practices of FAO are effective and efficient in supporting the Organization’ s strategic framework. Specifically, CS provides services to FAO employees and FAO members in the areas of finance, procurement, travel and other administrative areas. It has recently been entrusted with the function of Records and archives.   Reporting Lines   Under the general guidance of the Assistant Director-General Corporate Services Department and the direct supervision of the Senior Programme Coordinator of the Corporate Services Department, in consultation with steering committee members from CIO, DDN, LEG, OCC, OSD, PS the consultant shall undertake the following activities:     Tasks and responsibilities   Records Carry out an initial review of MS 601 (FAO Administrative Manual) and related procedures and practices in the light of the ISO 15489 standard and the findings and recommendations in AUD1219 (including how R&A management fits within the broader framework of knowledge management in FAO); Review externally triggered records management obligations (e.g. the EU requiring supporting documentation for approval of financial reports, the US requiring 3 year retention of records); Interview key stakeholders including all Regional Offices and selected other decentralized offices; Review UN best practices and interview selected agencies on their approaches and strategies for ensuring modern and fit for purpose records and archives management practices; On the basis of (1),  (2), (3) and (4) propose an actionable ISO-compliant definition of “record” and a corresponding fit-for-purpose record management cycle; Propose reorganization of the corporate records and archives function in FAO, based on the concept of Office of Primary Responsibility (OPR), i.e. a centralized records management system in which Records Management Centers (RMCs) are given responsibility for keeping the Organization’s master set of a particular type of record; Provide a definition of roles and responsibilities, in consultation with the OPR, RMCs and other stakeholders; Identify, catalogue and make an inventory of all FAO record generation processes including systems (GRMS, PIRES, FPMIS, etc) and tools (FAO Handbook); Review and work in full cognizance of other on-going corporate projects with which synergies, linkages and actual data exchange will be necessary. Such projects include the ERP upgrade, PROMYS and the area of Data Protection; Provide a draft proposal for a comprehensive Records Management System; Propose a suitable periodic review mechanism of the corporate records management infrastructure (policies and tools) bearing in mind the constant evolution of record generation technology in a knowledge management organization.   Archives Propose strategic plan and operational arrangements for archival services and facilities indicating adequate strategies for digitalization and knowledge management requirements ; Advise on optimum archive storage conditions for long-term protection with full intellectual control and access to contents. Develop a R&A training programme for OPR, RMC and other staff for due compliance with new policies and procedures. Based on the above analyses and proposals for both records and archives functions, prepare a comprehensive update of MS  601.   CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING     Minimum Requirements   University degree in Library and Information Science, Information Management or archival sciences or related field Ten years of proven experience in Records and Archives management in writing records and archives policy or guidance (please provide samples)  and in digital records and archives management. Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian.    FAO Core Competencies   Results Focus Teamwork Communication Building Effective Relationships Knowledge Sharing and Continuous Improvement   Technical/Functional Skills   Work experience in more than one location or area of work Extent and relevance of experience in records and archives management in large organizations Extent and relevance of experience in working in the field of Records and Archives management for the United Nations Familiarity with ISO 15489

  _______________________________________________________________________________________

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency

_______________________________________________________________________________________

 

ADDITIONAL INFORMATION

FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)

Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
If you are in possession of language certificate/s from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT), please attach the certificate/s when submitting the application.

 

For more information, visit the FAO employment website

 

HOW TO APPLY

To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered.

We encourage applicants to submit the application well before the deadline

If you need help please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT

2 Archivist positions, CA FGIII. EEAS. Open until 30 June 2020

Job N. 278241 - 278239

We are:

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:

1. Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
2. Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
3. Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.

The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for management of EU restricted documents.

We propose:

The position of Archivist in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)¹.

Key responsibilities of the position will in particular entail:

• Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
• Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
• Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
• Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
• Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
• Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of Document Management Coordinators in HQ and DMOs in delegations
• Report to management on progress and outcomes of administrative activities
• Provide staff and management with information on procedural issues via Intranet and other channels
• Contribute to handbooks concerning the internal procedures
• Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
• Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). ¹

Eligibility Criteria:

Candidates for this contract agent III post should:

• - (i) have passed a valid EPSO CAST in FG III ; or
  - (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
• have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
• have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• be a national of one of the member States of the European Union and enjoy full rights as a citizen.

Selection criteria:

Candidates should:

• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment; and
• experience developing retention schedules; and
• experience in the archives service of a European Institution or other international organisation

would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The External Action Service applies an equal opportunities policy.

Application and selection procedure²

Please send your CV and cover letter (with your EPSO CAST number) via email to
(gustavo.castaner-marquardt@eeas.europa.eu (link sends e-mail)).
Deadline for applications 30/06/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium
Place of employment
Brussels, Belgium
Post available: July 2020

Research Associate. Arolsen Archives, Bad Arolsen. Open until 15 May 2020

Research Associate (m/f/x)

The Arolsen Archives are an international center on Nazi persecution with the world's most
comprehensive archive on the victims and survivors of National Socialism. The collection
has information on about 17.5 million people and belongs to UNESCO's Memory of the
World. It contains documents on the various victim groups targeted by the Nazi regime
and is an important source of knowledge for society today.

Clarifying fates and tracing missing persons: for decades, these were the central tasks of
the Arolsen Archives. To this day, we answer inquiries about some 20,000 victims of Nazi
persecution every year. Our work in the fields of research and education is more important
than ever to inform today’s society about the crimes perpetrated by the Nazis.

 Your responsibilities:
 Design and implementation of digital projects for education and communication about
the history and aftermath of Nazi persecution
 Participation in the development of strategies for the use of archival education in the
context of current political and social challenges
 Involvement in the preparation of the academic and educational volumes published
by the Arolsen Archives and preparation of publications of your own
 Organization and realization of workshops and conferences

Your profile
 Master’s degree or international equivalent, (preferably in modern history,
contemporary history, public history, digital history, or didactics of history)
 Broad knowledge of the history and aftermath of Nazi persecution
 Experience in the areas of education and project work
 A special interest in digital tools and methods and a sound knowledge of standard IT
software (MS Office) are required
 Very good ability to express yourself in German, good knowledge of written and
spoken English
 Willingness and ability to work independently and in a team

More than just a job:
We offer a high degree of personal freedom and good prospects in an international
environment as well as:
 A highly motivated team
 Flexible working hours and a range of options for working from home for a good
work-life balance
 Company pension scheme
 Occupational health management

Conditions:
Arolsen Archives staff are employed under the collective agreement TV AL II*). The
conditions include a 38.50 hour working week, holiday and Christmas bonuses, and 30
days of paid annual leave. This post is assigned to salary bracket C-7**).
Disabled candidates (m/f/x) will be given preference over other equally qualified
applicants.

Are you interested?
Would you like to join our creative team? If so, please send your written application to
hr@arolsen-archives.org by May 15, 2020. For reasons of security, we only accept
applications in PDF format.

If you have queries of any kind, please contact Dr. Henning Borggräfe, Head of Research and Education (henning.borggraefe@arolsen-archives.org)
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
*) You can find more information on the TV AL II collective agreement here
**) View the salary table here under § 63

Data protection information
By submitting your application you agree to your personal data being collected and stored for the purposes of the application process and, if applicable, the recruitment process. We treat this data with the utmost care in accordance with the legal provisions on data protection.

Records Assistant (Correspondence), G-5. IAEA, Vienna. Open until 12 May 2020

Records Assistant (Correspondence)(G5) - (2020/0229 (001586))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-04-14, 4:01:05 PM

Closing Date: 2020-05-12, 11:59:00 PM

 

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). 

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose

Under the supervision of the Unit Head (Records Unit), the Records Assistant (Correspondence) provides correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected

According to established standards and procedures:

• Manage incoming, outgoing official correspondence of the Agency by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records , maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
• Monitor and update distribution lists for official correspondence in the correspondence management workflow ; create and update access groups in correspondence management systems as necessary.
• Administer the official IAEA mailbox, including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
• Digitise Agency official documents/records following the instructions: preparing and scanning documents and ingesting them into Agency's information systems.
• Administer the Agency's fax software including liaising with technical staff in IT and external service provider, the monitoring of incoming and outgoing fax messages, as well as ensure appropriate distribution and follow up.
• Coordinating the maintenance of correspondence management systems with the IT teams to ensure that issues affecting performance, business continuity are addressed in a timely manner;
• Perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head;
• Contribute to preparing guidelines, procedures, SOPs, user manual about the correspondence management, respond to inquiries and ensure sustained high-quality customer service.
• Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.

Competencies and Expertise

Core Competencies

Name	Definition
Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Resilience	Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function	Name	Expertise Description
Administrative Support	Data Management	Advanced knowledge of MS Excel, Open Refine and MS Power BI.
General Services	Data and Information Analysis and Reporting	Knowledge of applying Information Security standards and document security classifications.
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Working knowledge of Microsoft Office 365, Open Text Suite or other document management applications.
Administrative Support	Records and Documents Administration	Knowledge of Record and Information Management standards and best practices.

Asset Expertise

Function	Name	Expertise Description
Administrative Support	Discretion and Respect for Confidentiality	Ability to deal with high sense of confidentiality with records and documents and to apply information security control measures.

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of work experience, two years in records management.
• Experience with data curation and Electronic Document and Records Management software.
• Work experience in an international environment is an asset.
• Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English language test (Level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
-------------------------------------------------------------------------------------------------------------------------------------------------------------
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Records and Information Management Officer, P-3. WIPO, Geneva. Open until 27 may 2020

Records and Information Management Officer - 20126-TA

Records and Archives Section, Conference and General Services Division, Administration and Management Sector

Grade - P3

Contract Duration - 1 year

Duty Station

 : CH-Geneva

Publication Date

 : 06-May-2020  

Application Deadline

 : 27-May-2020, 11:59:00 PM

 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1.      Organizational Context

1. Organizational Setting
   
   
   The position is located in the Records and Archives Section of the Conference and General Services Division, in the Administration and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archival materials. The Section also contributes to the delivery of integrated strategies for enterprise content management to support business needs and knowledge-sharing.
   
   
   
   
2. Purpose Statement
   
   
   The Records and Information Management Officer contributes to the development of information structures and procedures within WIPO's Enterprise Content Management (ECM) system in order to facilitate business needs and to assist in strengthening the internal framework for digital records and information governance.  She/he provides technical guidance on a range of digital records and information governance issues, working in close collaboration with business managers, records managers, IT, legal and information-security experts across the Organization.
   
   
   
   
3. Reporting Lines
   
   
   The incumbent works under the supervision of the Head of Section.
     
   

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Provide substantive technical inputs to the Head of Section for the development and implementation of effective approaches for digital records management at WIPO.  Refine and develop key organizational records management tools, including the classification scheme and retention schedules.

b.   Collect and analyze requirements from WIPO business units for their records and information management needs, and propose solutions; participate in the design and implementation of robust, tailored information structures within the ECM environment, which enable business units to create, share, retrieve and protect information effectively, and which comply with information governance, security and records management requirements.

c.   Train and assist business managers and other users on the practical application of information lifecycle-management principles to digital records.

d.   Coordinate activities with records- and information focal points in the business units, and develop communities of practice.

e.   Contribute to the development of the Organization-level metadata model for the ECM platform. Promote good practice in the use of metadata for the management and retrieval of information, and for facilitating access to knowledge.

f.    Work with the technical team and business units to prepare for the migration of content onto the ECM platform; and participate in the development of migration strategies.

g.   Keep abreast of developments in the technologies and evolving practices in the field of records and information management.

h.   Perform other related duties as required.

 

3.      Requirements

Education (Essential)

First-level university degree in the field of information management, records and archives management, information systems management or related field.

Education (Desirable)

An advanced university degree in one of the aforementioned disciplines would be an advantage.

Experience (Essential)

At least six years of relevant professional experience, preferably in a large organization, including in digital records management and in developing file structures or taxonomies based on business needs. An advanced university degree may be accepted in lieu of two years of relevant experience.

Experience of managing content in an ECM system.

Experience (Desirable)

Records management experience in an international organization would be an advantage.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Good working knowledge of spoken and written French would be an advantage.

Job Related Competencies (Essential)

Comprehensive knowledge of industry standards and guidelines pertaining to records and information management. Excellent understanding of records management taxonomies and classification systems.

Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.

Ability to analyze complex requirements relating to information management and evaluate different views to arrive at practical solutions.

Ability to communicate and promote records-management best practices.

High level of customer-orientation.

Ability to work effectively within mixed disciplinary teams.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

Job Related Competencies (Desirable)

Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.

Good knowledge of the OpenText Content Suite would be a strong advantage.

4.      Organizational Competencies

1.  Communicating effectively.

2.  Showing team spirit.

3.  Demonstrating integrity.

4.  Valuing diversity.

5.  Producing results.

6.  Showing service orientation.

7.  Seeing the big picture.

8.  Seeking change and innovation.

9.  Developing yourself and others.

5. Information

   

Annual salary:

  

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the March 2020 rate of 78.2%. 

     

 

P3
Annual salary		$60’962
Post adjustment		$47’672
Total Salary		$108,634
Currency USD

 

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

  

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

    

Additional Information

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

   

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

    

The Organization reserves the right to make an appointment at a grade lower than that advertised.

    

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

    

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

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Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

  

Additional background checks may be required.