Friday, January 29, 2010

Information Management Assistant, G-5. UNFCC. Bonn. Open until 16 February 2010

Knowledge Management Unit
TITLE AND GRADE: Information Management Assistant, G-5
POST NUMBER: FCA-2943-G5-007
INDICATIVE NET ANNUAL SALARY: Euro 31,761 plus UN benefits and pension fund
DURATION OF APPOINTMENT: One and a half years, with possibility of extension
DUTY STATION: Bonn, Germany
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
The Information Management Assistant (Documentation) is located in the Knowledge
Management Unit and reports to the Chief, Knowledge Management Unit. He/she is responsible for
supporting the management and maintenance of bibliographic data and information held in electronic,
print, or multi-media formats that forms part of the systems, collections and services provided by the
Knowledge Management Unit to all UNFCCC staff and external clients such as government officials,
researchers and students. In particular the incumbent:
a. Prepares descriptive bibliographic data for cataloguing of each official document using library
authority files to ensure consistency. Analyzes each item for its subject content and select
appropriate subject and geographic key words based on the Library’s thesaurus. Prepares data for
inclusion in Adlib information system, as well as any needed links to electronic document files,
including language versions. Prepares data for export in other Knowledge Management Unit
products (e.g. Digital Library on CD ROM Project) as required.
b. Assists secretariat staff in planning for and in publishing official UNFCCC documents on the public
website relating to sessions of UNFCCC Convention bodies. Liaises with relevant staff in the
programmes to receive approved documents for cataloguing, subject indexation and publishing to
the web sites. Liaise with the UN Office at Geneva to access final official versions of all languages
from the UN Official Documents System (ODS) and process and publish these documents on the
UNFCCC website .
c. Maintains Intranet web pages; posts new materials to the Intranet; ensures web site material is
current; monitors and collects information from external websites; responds to Intranet related
queries; ensures Information Locator is current; provides support for the Adlib Information System
integration project; applies cataloguing and indexing standards for control and retrieval of
documentation created within the secretariat; ensures all Intranet content includes appropriate meta
data tags and is listed in the Information Locator.
d. Maintains the UNFCCC Library’s on-line public access catalogue (OPAC) and library management
system (Adlib); implements and sets up new modules; maintains thesaurus; maintains authority files
and records, provides library and collection statistics; monitors the integrity of data managed through
the Data Portal, Adlib, and other knowledge management systems.
e. Identifies new publications that are of interest to UNFCCC users and conform to the Library’s
acquisitions policy, including the systematic souring of publications from COP side events and
exhibits. Provides current awareness services to UNFCCC based on profiles of staff interests.
Performs research upon request from users and distributes resource material to users; assist with
circulation, collection maintenance, mail, and general library administrative services.
f. Assists in the implementation and maintenance of the secretariat records management initiative;
organizes information for the creation, use, retention, protection and destruction of secretariat
records; prepare records for the destruction and/or transfer in compliance with approved records
retention and disposal schedules; provides advice on information and records management practices
to other secretariat staff.
g. Performs other related duties as required.
• Completed secondary education together with secretarial or other related training. Specialized
training in information management, library administration, or records management.
• At least five (5) years of directly relevant experience. Experience with automated information
systems as applied by libraries or records management centers.
• Fluency in spoken and written English is required. Knowledge of other UN working languages is an
asset. Knowledge of German is an asset.
Evaluation criteria
Professionalism: Very good understanding of the functions of the post
Communication: Very good communication skills (spoken and written), including ability to draft and edit
standard correspondence
Planning & Organizing: Very good organizational skills and the ability to handle work in an efficient and
timely manner. Ability to set and meet priorities
Client (service) oriented: Proven service-oriented approach to tasks
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in
a multi-cultural environment
Technological awareness: Fully proficient computer skills and use of software such as Word (including
document formatting), Excel and PowerPoint, internal databases and other relevant software applications
Commitment to Continuous learning: Proactive and mature attitude towards self-development
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm your application, however, only candidates under serious consideration and
contacted for an interview will receive notice of the final outcome of the selection process

Information Management Officer, P-3. UN Secretariat/DESA. New York. Open until the 26 March 2010

Information Management Officer, P-3

ORGANIZATIONAL UNIT: Department of Economic and Social Affairs

Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination.

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info

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

Within delegated authority and under the direct supervision of the Director of the Division for Public Administration and Development Management (DPADM), the Information Management Officer will be responsible for the following activities: (1) Provides support to information management of the Division’s work programme, which include (a) needs and business process analysis; (b) organization and maintenance of UN information assets; and (c) information management policies and procedures, with an emphasis on technological applications; (2) Researches, analyses, implements and evaluates new applications of information technology to develop and manage the Divisional Knowledge Base and the United Nations Public Administration Network (UNPAN); (3) Participates and contributes to feasibility studies, system analysis, design and development of projects including the Division’s work programme management system, budget management system and personnel management system; (4) Manages information assets in the Division; sets up and maintains systems, guidelines and processes; (5) Develops training materials and guidelines; trains staff in use and compliance of information management systems; (6) Maintains effective communication and information exchange with the Office of the Under-Secretary General, Permanent Missions to the UN, intergovernmental agencies, etc., ensuring appropriate and strategic communication, as well as timely and accurate flow of information internally and externally; and 7) Other tasks as assigned.

Professionalism: Knowledge of information management and information technologies in the areas of e-government and use of information communication technologies (ICT) in public administration; demonstrates professional competence and mastery of information management through the use of ICT tools; ability to conduct analysis and provide recommendations on information management and advanced ICT tools; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; places the institutional agenda before personal agenda. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments to effectively organize and coordinate the diverse administrative and management tasks; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.



Advanced university degree (Master’s degree or equivalent) in information science, information management, information technology, computer science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience
A minimum of five years of progressively responsible experience in information management, software application development and management of knowledge-based ICT tools is required. At least one year of experience in programme management, budget management and personnel management is desirable.

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Knowledge of another UN official language is desirable.

Other Skills
Proficiency in Microsoft .Net technologies and Microsoft SQL database application is required. Proficiency in Document Management Systems and DotNetNuke content management system is desirable.

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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.



How to apply

All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.

Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.

To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.

After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.

In completing the PHP, please note that all fields marked with an asterisk must be completed.

UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.


Fax: 1-917-367-0524

Wednesday, January 27, 2010

Documentalist. ICRC

Profession: Documentalist
male or female post at 100%, job-sharing possible

Purpose of the post

To organize, make available and disseminate in electronic form information produced or gathered by the Legal Division to internal target groups (ICRC staff members and the division's target groups) and external target groups (website). To develop a strategic vision in this area.
In the context of the creation of the intranet and Web 3G, a project to incorporate the three public international humanitarian law (IHL) databases into the Content Management System was approved. The documentalist will be responsible for analysing the links in content between the three databases, organizing this content in the Content Management System, and implementing the project in cooperation with the webmaster and IT services.
Main responsibilities and tasks

Reporting directly to the Head of the Legal Division, the documentalist will be responsible for:

Carrying out the project to incorporate the Legal Division’s three public databases into the Content Management System. In particular, this will involve:
Drawing up a status report on existing links between the Legal Division’s three public databases as well as with the ICRC library's catalogue;
Based on this status report, analysing and discussing with the units in charge of each database the way the data will be organized (as a whole and within each database);
Leading the working group formed of a representative from each unit;
Organizing structural changes to the three databases and incorporating the databases into the Content Management System in collaboration with the webmaster and IT services;
Updating the treaties and other texts in the IHL Treaties database;
On completion of the project, suggesting new processes for managing and making available the information produced or gathered by the Legal Division.
Managing the internal database of the Legal Division, selecting suitable internal documents produced by the Legal Division and ensuring that new documents are regularly added to the internal database and indexed by subject.
Managing the IHL section of the ICRC website together with the Deputy Head of the Legal Division, organizing the legal information available on the website and ensuring that relevant documents are passed to the webmaster.
Identifying needs for maintenance to legal databases and submitting and following up on requests and on the Legal Division’s annual IT project forms.
Training and experience required
Documentalist or information management specialist (document engineering or content management); Diploma of further education in documentary information (CESID), Masters from the Geneva
School of Business Administration (HEG) (or equivalent) or at least four years’ experience as a documentalist;
Proven experience managing a documentation project and a good understanding of information management issues;
Excellent command of the technologies used to put information online (databases). Familiarity with Lotus Notes and the ICRC’s Content Management System an asset;
Good knowledge of IHL (through, for example, confirmed experience in a documentation centre specializing in IHL).

Desired profile

Ability to innovate and to put forward solutions to complex problems in the management and organization of information
Ability to lead a project-based multidisciplinary working group
Strong ability to collaborate and coordinate with other units
Rigorous approach to managing a project and executing tasks
A flair for organization
Fluent in English and French; Spanish considered an asset.

Minimum length of assignment : Two years, extendable

Start date : 1 March 2010

Information Officer, Information Management - Metadata. World Bank. Open until 10 February 2010

Job # 100190
Job Title Information Officer, Information Management - Metadata
Job Family Information Technology
Location Washington, DC
Appointment International Hire
Job Posted 27-Jan-2010
Closing Date 10-Feb-2010
Language Requirements English [Essential]
Appointment Type

Background / General description
The Information Solutions Group (ISG) is the World Bank’s central function for the provision of information and technology services to the Bank’s business units. Bank IT strategy is designed to align IT initiatives with the Bank’s business strategy. The overarching objective is to ensure that end-users have the information and systems to do their job at HQ and in the Country Offices. The management of most of the end-user IT services, business solutions and the underlying technology infrastructure is centralized with ISG.

Through the work and services provided to staff and member countries, ISG staff contribute to the Bank's mission of "Working for a World Free of Poverty." ISG also is committed to the Bank's Guiding Principles and Core Values.

Our Guiding Principles:
*Client centered; *Working in partnership; *Accountable for quality results; *Dedicated to financial integrity and cost-effectiveness; *Inspired and innovative.

Our Core Values:
*Personal honesty, integrity, and commitment; *Working together in team - with openness and trust; *Empowering others and respecting differences; *Encouraging risk-taking and responsibility; *Enjoying our work and our families.

The Solution Design and Integration unit (ISGIS) of ISG serves the needs of a large and diverse group of Bank staff, clients, and the public in information management, business process solutions, and value added e-business. The solutions supported by ISGIS include myPortal, Enterprise Search, the Operations Portal, Client Connection, the Intranet, the External Web, Business Intelligence and Planning, and Document and Records Management. The unit’s work spans across a wide range of technologies that includes IBM Websphere, IBM Websphere Portal Server, Oracle databases, Lotus Domino.Doc, SAP R/3 modules, SAP Business Warehouse, MS SQL-based analytical tools, and various reporting tools. The unit operates with a variety of search appliances such as Google, Lucene, Teragram, Netegrity, and a host of other commercial and open-source technologies and platforms.

ISGIS is organized into six competency-based teams that work closely with one another to ensure the cost-efficient and timely delivery of well-integrated and high-value information solutions in a complex operating environment. These are; Web & Document Management Services; Web Development; Platform & Design Services; Business Intelligence; Operations Products; and Information Management Products.

The Metadata Support function plays a critical role both within ISP (Internet Service Program) and overall architecture of the bank's information systems. It provides Metadata Management services for all websites to ensure the quality and value of information produced and disseminated by the World Bank. This will include working with different teams and underlying systems to enable integration across web sites, institutional repositories, and ultimately improve enterprise-wide search and repurposing of content.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.

Duties and Accountabilities
The position reports to the Team Lead for Information Management Products. Following are the key responsibilities of the position.

The on-site Metadata Team is an advocate for institutional needs and public user requirements which must be balanced with business unit requirements. As a member of this team, the selected candidate will provide analytical and documentary services including, but not limited to, the areas listed below.

ISP Metadata Support (including New Web Sites or Site Enhancements)

Triage of incoming functional requirements is performed offshore. Recommendations for new entities are referred to the on-site team for approval. Once approved, the offshore team completes the actual creation of the entities and maintains the basic specifications.

Specific Tasks Include:
• peer review and analyze functional requirements, enhancements requests
• consult with Client Liaisons, website owners, on-site developers, institutional list owners, or other stakeholders, as appropriate
• make recommendations to ensure that new entities are defined in such a way that is sustainable, and compatible with the institutional definitions of content types and core attributes, when appropriate.
• assist Client Liaisons to prepare attribute definitions, control list documentation, and refine the input template specifications and/or functional requirements, as needed
• provide definition and specification of new entities prescribed by the logical model for the ISP content management system, particularly in the context of content types/input templates used to create content items using the e-publish tool, including ISP Content Types, ISP Secondary Content Types, Input Templates, Attributes, and Control Lists
• coordinate enhancement requests for the system-wide reports, which the Metadata Team uses intensively to provide the aforementioned services.
• collaborate with the offshore Metadata Team
• work with database team and/or ePublish team on any other ISP metadata-related issues reported by client liaisons or client.
• provide ongoing coaching to the Client Liaisons.

Enterprise Content Management (ECM) Metadata Support

The scope of ECM will integrate the collections in three institutional repositories: Imagebank, IRIS, and CMS. Bank has recently purchased Documentum, which will support document management functionality, including record keeping. ePublish is currently being used for publishing and managing web content. (Note: A proposal for a new web content management system is currently being reviewed). Each of the underlying systems follows a different paradigm for selecting attributes to describe content items. This will need to be harmonized to enable search for content items across systems simultaneously. The potential candidate will work with different teams involved and make sure both institutional standards and individual business needs are met.

Specific tasks include:

• define/review document types for Documentum.
• review existing Imagebank metadata, comparing to the paradigms for data capture in Documentum.
• assist in data cleaning up and migration to Documentum .
• participate in the development of data flow and entity-relationship models, specifying metadata requirements for the new web content management tool in a way to achieve balance between institutional objectives, local business requirements, and end user compliance.
• analyze and document current metadata structure in ePublish in preparation for migration to the new web content management system.
• prepare mappings from legacy systems to the new system, with recommendations for data transformation if necessary.
• work with Enterprise Architecture team on institutional taxonomies, such as content types/document types, topics, etc.
• support enterprise search on underlying systems/repositories including documents, records, web content, etc.
• support other areas where metadata is used such as content syndication, web statistics, etc.
• specify system-wide metadata reports that will demonstrate actual usage. Monitor these to ensure that actual implementation doesn’t occur outside the pre-defined model.
• work with data quality team and external web team on metadata translations such as multilingual thesaurus to support multilingual search for both documents and web content.
• participate in defining rules for Teragram to generate topics/suptopics, keywords, abstracts and potentially other metadata for all content (including non-English content).
• help testing Teragram results and redefining rules when necessary.

Selection Criteria
• Masters degree in Information/Library Science, Information Systems Management, Knowledge Management
• Minimum of 5 years experience
• Understanding principles of database administration, experience as a data administrator helpful, but not required.
• Experience maintaining one or more databases in day-to-day use, using ORACLE or other comparable DBMS tools
• Attention to details, and clear communication in English, both oral and written, are critical.
• Ability to invent analytical methodology and processes, and serve as an intermediary between
developers and clients.
• Ability to translate and analyze user requirements, then recommend solutions that best fit institutional standards and local business needs
• Training in Data Modelling, Relational Database Theory, Technical Writing desirable
• Understanding automatic concept extraction and summarization tool such as Teragram
• Familiarity with international development terminology and experience in multicultural organizations is preferable.
• Oral and written knowledge of another language also desirable, but not required.
• Understanding SQL, XML, controlled vocabularies, cataloguing, Excel, Word.
• Ability to work under pressure and tight deliverable schedule.

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.

Archive Curator: Post-1968 Contemporary British Art. Tate. Open until 29 January 2010

Employer: Tate
Job Title: Archive Curator: Post-1968 Contemporary British Art
Department: Library and Archive
Location: Millbank, Central London
Salary: £27,150 + benefits
Contract Type: Permanent

A unique opportunity has arisen to help acquire, catalogue and disseminate paper-based and born-digital archives from British artists and institutions active after 1968. Tate Archive is part of the world’s largest repository of British art from 1900, housed in the Hyman Kreitman Reading Rooms at Tate Britain.
You will have a degree and post-graduate qualification in Archive Administration or equivalent and relevant subject knowledge in British art from this period, as well as experience of acquiring, preserving and making more widely accessible personal and/or institutional archives.
You will be joining a small, enthusiastic and friendly team of Archivists, all of whom participate in the delivery of research services to Tate staff and external researchers in the Reading Rooms at Tate Britain. You will, therefore, have good communication and interpersonal skills with experience of delivering excellent customer service.
Tate offers excellent fringe benefits and opportunities for training and development in one of the world’s foremost public galleries.
Contact Details/How to apply: For further information and to download an application pack, please visit our website at If you’re unable to access our website please email quoting ref: 9116. Closing date: 29 January 2010.

Friday, January 22, 2010

NATO Job Classification

NATO Headquarters International Staff Brussels
Fields of Interest and Staff Categories

The International Staff of NATO offers employment opportunities in various fields, ranging from policy development, facilitation of dialogue and policy programme implementation to the provision of services and support for the smooth, effective operation of the Organization and to managing and allocating resources.

Jobs at the International Staff fall into NATO’s structure of categories and grades, as follows:

Category A: Managerial/professional posts
Category L: Linguistic positions
Category B: Administrative posts (clerks, senior clerks, IT staff)
Category B: Secretarial/assistant staff
Category C: Manual and technical posts (technicians, plumbers, electricians, handymen, drivers, firefighters, security guards

Category A: Managerial/professional posts
Category A is divided into seven grades designated A.7 to A.1; it covers posts ranging from deputy assistant secretary general to junior administrative assistant.

In addition to a university degree, A category jobs require several years professional experience relevant to the particular post, together with a good knowledge of the two official NATO languages (English and French).

As mentioned above on “How to apply”, candidates may only apply for a specific vacancy.

Category B: Administrative posts (clerks, senior clerks, IT staff)
Category B is divided into six grades designated B.6 to B.1. It covers the posts held by qualified technical, clerical and administrative staff. These posts require secondary education and in some cases additional qualifications. Professional experience of several years in similar functions is required. Candidates must have a good knowledge of one of the two official languages (English or French) together with a basic working knowledge of the other.
As mentioned above on “How to apply”, candidates may only apply for a specific vacancy.

More information on "Working for NATO":

Head of Unit (B.5), Archives and Information Management. NATO. Open until 26 February 2010

Brussels, 20 January 2010
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION: Executive Management
Information Communication Technology Management
Archives and Information Management
TITLE: Head of Unit
At NATO Headquarters (HQ), Archives and Information Management (AIM) is responsible for processing, disseminating, storing, organizing and archiving the documentation produced by the NATO Committee structure and by the departments of the NATO HQ International Staff. AIM ensures that documents are processed and managed based on instructions from the document originators and taking into account the requirements of NATO Security Policy, NATO Information Management Policy, and applicable NATO HQ procedures.
Under the overall authority of the Head, Archives and Information Management (AIM), the incumbent serves as a Head of Unit within AIM. The incumbent will be accountable for the efficient and responsive execution of document processing, which may include design and implementation of electronic workflows or of cooperative workspaces. The incumbent will further be accountable for information management tasks, which may include the organisation of information by means of taxonomies or business classification schemes. He/she will manage a team and allocate tasks and work in accordance with priorities and the required level of expertise. In support of the above, he/she will contribute to quality control measures to ensure that the NATO HQ documentation meets agreed standards and is stored and disseminated with due regard to overall NATO information needs. The incumbent will further be involved in projects and initiatives aimed at facilitating information access and information use at NATO HQ.
- 1 -
B 04(2010)
The incumbent must:
• possess a degree in information or library sciences from a university or institute of recognised standing, or possess equivalent professional training and experience;
• have 7-10 years of administrative experience, with particular emphasis on implementation of workflow, document analysis, information dissemination, and documentary research;
• be familiar with internationally recognized best practices and standards in the field of Information Management, e.g. the life cycle management of information, and standards of description;
• have practical experience with the organisation of information, including the implementation and use of classification tools such as taxonomies, ontologies or similar;
• be able to understand and take into account the requirements for record keeping and for archival processes in a major international institution;
• have solid practical knowledge of IT applications and of current office software packages, in particular the MS Office suite, Adobe PDF, workflow systems, cooperative workspaces, search engines and document or records management applications;
• be fluent, orally and in writing, in one of the two official languages of NATO, with a good working knowledge of the other;
• be willing to work extended and/or flexible working hours.
The following would be considered an advantage:
• broad and wide ranging experience in putting the above into practice on a routine basis;
• knowledge of NATO documentation and related procedures as applied at NATO HQ;
• familiarity with NATO Civilian and Military structures.
- 2 -
B 04(2010)
• Planning & Execution:
Assist with the collection and recording of information in support of NATO HQ knowledge management initiatives. Contribute to enabling NATO HQ Document Management System(s) in support of knowledge management. Contribute to the structured organization of information and the implementation of classification tools. Support initiatives towards improving data quality and data consistency. Implement policies and procedures for information management and information access. Ensure the quality control of the documents. Implement instructions from document originators and ensure the timely recording and dissemination of documents, both in paper and in electronic format. Implement and monitor the systematic transfer of information between different networks.
• Project Management:
Proactively manage unit workload according to objectives and agreed service levels. Ensure that unit activities are responsive to organizational business requirements. Monitor timely execution of tasks and adapt priorities. Compile and analyze management statistics and report to hierarchy as required. Represent AIM on inter-departmental teams with particular focus on issues related to document processing and information management.
• Stakeholder Management:
Respond to inquiries and contribute to the coordination of everyday information management issues with Committee Secretaries and other NATO HQ staff. Evaluate workload and negotiate priorities. Provide practical advice on policies and procedures related to marking, dissemination, retrieval, and security access of information. Provide guidance to team members and advice NATO HQ staff on procedures and best practice with regard to document processing and other information management issues.
• Organisational Efficiencies:
Monitor unit activities and make constructive suggestions for more effective work arrangements, use of office tools, and dissemination procedures. Within agreed guidance, act on own initiative. Promote the unit to colleagues through presentations and reports. Recommend improvements to standing procedures and processes.
• People Management:
Manage and motivate a small team dealing largely with routine business. Maintain commitment and focus. Balance workload and coach team members to ensure consistent level of skills and quality of output. Stay abreast of professional developments in the information management field and conduct topical briefing and training sessions.
• Perform any other related duty as assigned.
- 3 -
B 04(2010)
The incumbent oversees several staff members performing routine information management tasks and reports to a Head of Section. He/she works closely with other AIM units to ensure timely processing and accurate management of NATO documents. He/she also maintains extensive contacts with committee secretaries and other NATO HQ Staff at all levels.
Direct reports: 5 or more
The incumbent will demonstrate the following competencies:
• Leadership
• Organisational Awareness
• Analytical Thinking
• Initiative
• Self-Control
• Clarity and Accuracy
• Achievement
• Flexibility
• Impact and Influence
• Teamwork
The successful applicant will be offered an initial contract of three years' duration, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from a national administration, public institution or the armed forces of a NATO member state, he or she will be offered a three year definite duration contract which, subject also to the agreement of the national authority concerned, may be renewed for a further period of up to three years. The maximum period of service in the post as a seconded staff member is six years.
Full information on the revised contract policy for staff who apply for posts advertised on or after 1st September 2007, can be found on the NATO web site at under "Contract Policy".
Serving staff will be offered a contract in accordance with the contract policy which applies to them.
- 4 -
B 04(2010)
• Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the NATO web site at
• Closing date for applications: Friday 26 February 2010
• When returning the application form via e-mail, a maximum of one attachment in A4 format using WORD may be included.
• Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO web site at
• Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
• Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.
• Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser and the Organization’s insurers.
• Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
EMIM0113 – CTS
- 5 -
B 04(2010)
Bruxelles, 20 janvier 2010
POSTE VACANT N ° B 04(2010)
LIEU D'AFFECTATION : Siège de l'OTAN (Bruxelles - Belgique)
DIVISION : Gestion exécutive
Gestion de l’information, des communications et des technologies
Archives et gestion de l'information
INTITULÉ : Chef d’unité
Au siège de l’OTAN, le Service Archives et gestion de l’information (AIM) est responsable du traitement, de la diffusion, du stockage, de l’organisation et de l'archivage de la documentation produite par les comités de l’OTAN et par les services du Secrétariat international de l'Organisation. Le Service AIM veille à ce que les documents soient traités et gérés sur la base des instructions fournies par les autorités d'origine et conformément aux exigences énoncées dans la politique de sécurité de l'OTAN et dans la politique de gestion de l'information OTAN et aux procédures en vigueur au siège de l'Organisation.
Sous l’autorité générale du/de la chef du Service AIM, le/la titulaire du poste exerce la fonction de chef d'unité au sein de ce service. Il/Elle est tenu(e) de veiller à ce que les tâches de traitement des documents soient exécutées avec efficacité et de manière réactive, ce qui peut inclure la conception et la mise en oeuvre de « workflows » électroniques ou d’espaces de travail collaboratifs. Il/Elle sera en outre responsable de tâches de gestion des informations, ce qui peut inclure l’organisation des informations au moyen de taxinomies ou de systèmes de classement spécifiques. Il/Elle gère une équipe et répartit les tâches et le travail en fonction des priorités et du degré d'expertise voulu. À l’appui de ce qui précède, il/elle contribue au contrôle de la qualité et, ainsi, fait en sorte que la documentation du siège de l'OTAN soit conforme aux normes agréées et qu'elle soit stockée et diffusée en
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fonction des besoins globaux de l'OTAN en matière d’information. En outre, le/la titulaire du poste prend part à des projets et à des initiatives visant à faciliter l’accès aux informations et l’utilisation de celles-ci au siège de l'OTAN.
Le/La titulaire de ce poste doit :
• posséder un diplôme dans le domaine des sciences de l’information ou de la bibliothéconomie qui lui aura été délivré par une université ou un établissement de valeur reconnue, ou bien avoir une formation et une expérience professionnelles équivalentes ;
• avoir sept à dix années d'expérience des tâches administratives, et plus particulièrement du suivi d’un « workflow », de l'analyse de documents, de la diffusion d'informations et de la recherche documentaire ;
• connaître les meilleures pratiques et les normes reconnues à l'échelle internationale dans le domaine de la gestion de l'information (par exemple, la gestion du cycle de vie de l’information et les normes de description) ;
• avoir une expérience pratique de l’organisation de l’information ainsi que de la mise en place et de l’utilisation d’outils de classement comme les taxinomies, les ontologies ou moyens similaires ;
• être capable de comprendre les besoins d’une grande institution internationale en matière d'enregistrement de documents et d'archivage et en tenir compte ;
• avoir une très bonne connaissance pratique des programmes informatiques et des suites bureautiques actuelles, en particulier MS Office, le format PDF d’Adobe, les systèmes de « workflow », les espaces de travail collaboratifs, les moteurs de recherche et les applications de gestion de documents ou d’archives ;
• maîtriser, à l’oral et à l'écrit, l'une des deux langues officielles de l'OTAN et avoir une bonne connaissance pratique de l'autre ;
• être prêt(e) à travailler en dehors des heures normales de service et/ou selon des horaires flexibles.
Seraient considérés comme autant d’atouts :
• une expérience vaste et variée de l’exécution, au quotidien, des tâches décrites plus haut ;
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• la connaissance des procédures relatives à la documentation OTAN et des procédures connexes en vigueur au siège de l’OTAN ;
• un minimum de connaissance des structures civiles et militaires de l’OTAN.
• Planification et exécution
Aide à collecter et à enregistrer les informations à l’appui des mesures de gestion des connaissances prises au siège de l’OTAN. Facilite le fonctionnement du/des système(s) de gestion des documents du siège de l’OTAN dans le cadre de la gestion des connaissances. Contribue à ce que l'information soit organisée de manière structurée et participe à la mise en place d’outils de classement. Soutient les efforts visant à améliorer la qualité et la cohérence des données. Met en application les politiques et les procédures relatives à la gestion des informations et à l’accès à celles-ci. Veille au contrôle de qualité des documents. Exécute les instructions fournies par les autorités d’origine et fait en sorte que les documents soient enregistrés et diffusés en temps voulu, aussi bien en version papier qu’en version électronique. Exécute et supervise le transfert systématique d'informations entre différents réseaux.
• Gestion de projet
Gère de manière proactive la charge de travail de l’unité en fonction des objectifs fixés et des niveaux de service agréés. Fait en sorte que les activités de l’unité répondent aux exigences organisationnelles. S’assure que les tâches sont exécutées en temps voulu et adapte les priorités. Compile et analyse les statistiques de gestion et fait rapport à sa hiérarchie selon les besoins. Représente le Service AIM au sein des équipes inter-services pour les questions concernant en particulier le traitement des documents et la gestion de l’information.
• Gestion des parties prenantes
Répond aux demandes d'information et travaille en coordination avec les secrétaires de comité et d’autres agents du siège de l’OTAN pour ce qui a trait à la gestion de l'information au quotidien. Évalue la charge de travail et négocie les priorités. Donne des avis pratiques sur les politiques et les procédures relatives au marquage, à la diffusion et à la récupération des informations ainsi qu’aux règles de sécurité en matière d’accès aux informations. Fournit des orientations aux membres de son équipe et donne des avis aux agents du Siège sur les procédures et les meilleures pratiques relatives au traitement des documents et à d’autres questions de gestion de l’information.
• Efficacité organisationnelle
Supervise les activités menées par son unité et fait des propositions constructives visant à accroître l'efficacité des méthodes de travail, de l'utilisation des outils bureautiques et des procédures de diffusion. Agit de sa propre initiative dans les limites des lignes directrices agréées. Met en valeur l’action de son unité auprès de ses collègues au moyen d’exposés et de
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rapports. Formule des recommandations en vue de l’amélioration des instructions permanentes et des procédures.
• Gestion des personnes
Gère et motive une petite équipe chargée d'exécuter essentiellement des activités de routine. Maintient un bon niveau d'engagement et d'attention au sein de celle-ci. Répartit la charge de travail de manière équilibrée entre les membres de son équipe et leur donne des conseils de manière à assurer un niveau égal de compétence et de qualité de la prestation. Se tient informé(e) des évolutions touchant les métiers de la gestion de l’information, fait des exposés à thème et organise des sessions de formation.
• S'acquitte des autres tâches en rapport avec ses fonctions qui pourraient lui être confiées.
Le/La titulaire du poste supervise plusieurs agents chargés d'exécuter des tâches de routine dans le domaine de la gestion de l'information. Il/Elle relève d’un(e) chef de section. Il/Elle collabore étroitement avec les autres unités du Service AIM pour faire en sorte que les documents de l'OTAN soient traités en temps voulu et gérés de manière appropriée. Il/Elle entretient également de nombreux contacts avec les secrétaires de comité et avec d’autres agents du Siège à tous les niveaux.
Nombre de subordonné(e)s direct(e)s : 5 ou plus
Le/La titulaire de ce poste doit faire preuve des compétences suivantes :
• Aptitude à diriger
• Compréhension organisationnelle
• Réflexion analytique
• Initiative
• Maîtrise de soi
• Clarté et précision
• Recherche de l’excellence
• Flexibilité
• Persuasion et influence
• Travail en équipe
La personne retenue se verra offrir un contrat initial d’une durée de trois ans, qui pourra être suivi d’un contrat de durée indéterminée.
Si la personne retenue est détachée d'une administration nationale, d'une institution publique ou des forces armées d'un pays membre de l'OTAN, elle se verra offrir un contrat d'une durée déterminée de trois ans, qui, sous réserve de l'accord de ses
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autorités nationales, pourra être reconduit pour une nouvelle période de trois ans maximum. À ce poste, la durée de service totale d'un agent détaché n'excède pas six ans.
Pour toute information sur la politique des contrats révisée en vigueur pour les candidat(e)s à des postes affichés à partir du 1er septembre 2007, on consultera le site internet de l’OTAN, à l'adresse, rubrique « Politique des contrats ».
Les agents en fonction se verront offrir un contrat conforme aux dispositions de la politique qui leur est applicable.
• Les candidatures, indiquant le numéro de référence et l'intitulé du poste, doivent impérativement être soumises au moyen du formulaire disponible sur le site internet de l'Organisation, à l'adresse how-to-apply-f.html.
• Date limite de dépôt des candidatures : vendredi 26 février 2010.
• Si le formulaire de candidature est renvoyé par courrier électronique, il pourra s'accompagner d'une seule pièce jointe (fichier Word au format A4).
• On voudra bien noter que seul(e)s les candidat(e)s retenu(e)s à l'issue de la première sélection recevront une réponse. Pour suivre l’état d’avancement d'une procédure de sélection, on consultera la page « Informations sur les vacances de poste antérieures » sur le site internet de l’OTAN, à l’adresse
• En raison du vif intérêt suscité par l’OTAN et du nombre élevé de candidatures potentielles, il ne pourra pas être donné suite aux demandes de renseignements adressées par téléphone, courrier électronique ou télécopie.
• On notera également que les candidatures électroniques (sans photographie ni signature) sont acceptées à ce stade de la procédure de sélection.
• La nomination se fera sous réserve de la délivrance d’une habilitation de sécurité par les autorités du pays dont le/la candidat(e) retenu(e) est ressortissant(e) et de l’approbation de son dossier médical par le/la médecin-conseil et les assureurs de l’OTAN.
• Les candidat(e)s qui ne seront pas retenu(e)s pour ce poste pourront se voir offrir un poste analogue, au même grade ou à un grade inférieur, pour autant qu'ils/elles remplissent les conditions requises.
NB : On notera que le Secrétariat international de l’OTAN est un environnement sans tabac.
EMIM0113 - CTS
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Digital Archiving Assistant. UK National Archives. Open until 25 January 2010

Job title
Digital Archiving Assistant Department
Digital Preservation Reports to
Services Manager Band
D Salary
£20,450 - £25,450 plus excellent benefits Overall job purpose
The Digital Preservation Department is responsible for the permanent preservation of born-digital records transferred to The National Archives from government departments. It is responsible for two central services: the PRONOM Technical Registry service, which provides information on digital file formats and their preservation; and the Digital Repository Service, which enables the transfer and long term preservation of selected government records in digital format. The department is also responsible for producing presentation copies of archived digital records, which are then passed to other systems/services to be made available to users online wherever technically possible. You will play an important role in supporting both the transfer and preservation activities of the Digital Preservation Department. You will form part of a team that manages the technical elements of the transfer process of digital records from government departments to The National Archives, using our Digital Repository Transfer system. You will also assist with providing advice to both government and the general public, and will help to deal with inquiries relating to the Digital Preservation services. Role and responsibilities
In this role you will: Work with other government departments and the Information Management and Practice Department (who manage the transfer of records to The National Archives) to transfer digital records into the Digital Archive.
Work closely with the Services Manager to train users from other government departments on the Digital Transfer System. Ensure that colleagues within The National Archives are given support and advice on the use of the system and the processes involved in transfer.
Assist with the analysis of digital records (and their supporting IT systems in other government departments) proposed for transfer to The National Archives to ascertain the key functional attributes required for preservation.
Provide analysis and support for the processing of metadata prior to and during the transfer process, and assist with the efficient evaluation and resolution of technical issues relating to the transfer process.
Develop and maintain a high degree of knowledge and understanding of digital records and possible ways to archive them.
Contribute to the development of advice and guidance for the transfer and preservation of digital records (objects and metadata), including the provision of clear explanations of complex technical ideas.
Assist with the communications requirements of the department, including monitoring and responding to user inquiries. Develop a high level of understanding of the needs of stakeholders, in order to share information in the most effective way.
Provide other project and service support as required.
Person specification
Key: Experience - Graduate level qualification in Archives (with a digital focus), Information Science or Computing, or demonstrable equivalent level of vocational experience with digital information
Demonstrable understanding of the principles of digital preservation and a self evident passion and enthusiasm for the field
Communication skills – proven ability to write clearly and concisely, and the ability to explain and present complex technical ideas effectively to a non technical audience
Quick learner – proven ability to quickly learn new skills and how to use new IT systems, and to quickly and effectively pass on the newly assimilated skills and knowledge to others
Interpersonal skills – proven ability to interact professionally with a variety of stakeholders including team members, other Government Departments and the general public
Analysis– proven ability to analyse information in detail to understand its structure, form and purpose, and to subsequently evaluate and draw conclusions from that knowledge
Problem solving - proven ability to evaluate and understand issues and problems, and to pro-actively ensure their effective resolution
Time management and self-organisation skills - proven ability to work to tight deadlines, manage competing priorities and adapt to changing demands
Desirable: Development - proven commitment to personal and technical development, including a willingness to keep up to date with innovations in the Digital Preservation area
Demonstrable understanding of archival cataloguing systems
Demonstrable understanding of file formats
Health and Safety Risk Assessment
Normal office environment Location
Kew, West London Working arrangement
Full-time, Permanent Starting salary £20,450 - £25,450 plus generous benefits package, including pension, childcare vouchers, sports and social club facilities, onsite gym, subsidised staff restaurant and opportunities for training and development. How to apply Please use the following link to download an application form: and email it along with your supporting statement to Please quote reference number 1391 in the subject line. Supporting statement Please explain how you meet each point on the person specification. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. Please put your name and post applied for on each sheet. For further information Please contact the Recruitment Team on 020 8392 5335. Nationality rules Applicants must be British or Commonwealth citizens with the right to live and work in the UK, or nationals of states of the European Union. Closing date Monday 25th January 2010 at midday Interviews Wednesday 3rd February 2010

Archivist/Records Manager. Legislative Council of Hong Kong

Job Summary
Archivist/Records Manager POSTED: Jan 18
Salary: Open Location: Hong Kong, China
Employer: Legislative Council of Hong Kong SAR Type: Full Time - Experienced
Categories: Archives Management, College & University Archives, Government Archives Preferred Education: Masters

Employer Information
About Legislative Council of Hong Kong SAR

The Legislative Council of Hong Kong SAR

View all our jobs

Job Description
The Legislative Council Secretariat provides support services to the Legislative Council in scrutinizing legislative and public expenditure proposals and in monitoring government policies and measures. It also fulfils the information needs of the Legislative Council, its committees, Members and other related personnel involved in legislative work. We are now looking for high calibre individuals to work as an Archivist/Records Manager in the Research and Library Services Division. The Archivist/Records Manager is responsible for establishing the Legislative Council Archives, overseeing the operation of the Archives, and setting out best practices and operation procedures for managing records of the Legislative Council and the Secretariat.
Duties of the Archivist/Records Manager include: (a) formulating and implementing an effective archives and records management policy and its associated standards and practices; (b) setting out best practices which the Legislative Council, its committees and the Secretariat should follow for the creation, management and disposal of their records; (c) developing and issuing disposal authorities and disposal schedules and procedures; (d) reviewing, approving and rejecting proposals for the destruction of records; (e) preserving, arranging, describing, administering and providing access to records deposited in the Legislative Council Archives; (f) advising on the preservation and control of temporary records retained in individual divisions of the Secretariat; (g) formulating policies on access to archival records; (h) providing advice, assistance and training to the Secretariat staff responsible for records management; and (i) developing and implementing procedures and practices for the operation of the Legislative Council Archives.

Additional Salary Information: A newly appointed Archivist/Records Manager will be offered a starting salary at HK$80,485 per month (increasing by 4 annual increments to HK$92,720), plus a monthly cash allowance applicable to the post of Archivist/Records Manager on the date of appointment currently at a rate of HK$12,105 per month. Upon satisfactory completion of the agreement, the appointee will also be eligible for an end-of-agreement gratuity which, when added together with the employer's contribution to a Mandatory Provident Fund scheme, equals to 15% of the total basic salary drawn during the agreement period. Fringe benefits include paid leave as well as medical and dental benefits.

Candidates for the post of Archivist/Records Manager should (a) be a qualified Archivist or Records Manager, with a graduate or postgraduate qualification in Archives or Records Management; (b) have at least 12 years' professional experience in archives, records and information management, preferably six years of which were in a lead or supervisory capacity; (c) have a sound knowledge of emerging trends in applying digital technologies to archival activities and functions; (d) have excellent command of written and spoken Chinese and English; and (e) possess very good communication, interpersonal and supervisory skills.

What does P-2 mean?

For many of you it will be obvious, but perhaps some of you are not acquainted with the UN Common System of Job Classification. Basically we have General Service positions (G-1 to G-7)and Professional positions (P-1 to P-5). For equivalence we would say that a P-2 is a junior professional, P-3 an established professional and P-4 a senior professional. P-5 are chiefs of section. There are also Director levels and political positions (ASGs and USGs), but that's another matter...

For a professional position the requirements are a Master's Degree (MA) and a variable amount of experience related to the level.

This system is common to all the UN system (UN Secretariat, UNICEF, UNFCCC,...) but also used by other organizations (OSCE amongst others). It is maintained by the International Civil Service Commission (ICSC):

You can find information about about Salaries, Allowances, Benefits and Job Classification here:

Documents and Records Management Officer, P-2 OSCE (Warsaw). Open until 23 February 2010


Job Title Documents and Records Management Officer

Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services

Location Warsaw,PL

Grade P2
Closing Date of application 23-02-2010
No. of Posts 1


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.

Tasks and Responsibilities

Under the general supervision of the Second Deputy Director/Chief of Fund Administration (CFA), the incumbent will lead a team of three persons and be responsible for documents and records management. In particular, he/she will perform the following duties:

Acting as the primary focal point in ODIHR for records, document management and archiving as well as providing guidance on these matters to staff and Departmental management;
Responsible for the creation and maintenance of ODIHR electronic and paper archives for the entire Office;
Reviewing documents for content and defining their initial distribution. Determining documents for retention and for retirement/destruction;
Proposing and implementing office-wide standards and policies for the distribution and storage of documents, including organization of electronic systems, archive indexes, databases and spreadsheets;
Coordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the OSCE Secretariat, Vienna;
Coordinating transfer of relevant historical documents to the Prague Office;
Conducting training for ODIHR staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System;
Co-ordinating and supporting document distribution at ODIHR conferences and their post-event processing;
Supervising two fixed-term general service assistants at the ODIHR office and 2-3 temporary assistants during events;
Performing other duties as assigned.

Necessary Qualifications

First level university education in political science, international relations, history or similar field; additional training in library science, records or information management, information classification and retrieval or archives; professional qualifications in one of the following fields: certification from a recognized professional association in archives or a university/graduate degree in records and information management;
Minimum of six years increasingly responsible professional experience in the field of archiving/ records or information management within an international organization;
Supervisory experience;
Excellent working knowledge of English; knowledge of other OSCE languages, particularly Russian would be an asset;
Good communication and interpersonal skills;
Experience in providing training would be an asset;
Ability to establish and maintain effective working relations with people of different national and cultural backgrounds.

Remuneration Package

Monthly remuneration, subject to social security deductions as well as monthly changes in the post adjustment multiplier and exchange rate, is approximately EUR 3,700 (single rate) and approximately EUR 3,840 (dependency rate). OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme and OSCE Provident Fund maintained by the OSCE. The Organisation contributes an amount equivalent to 15% of the employee's salary to this Fund and the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System.

How To Apply

If you wish to apply for this position, please use OSCE's online application link found under

In case of difficulty applying on-line, applications may optionally be sent by e-mail to or by regular post (to arrive by the deadline) to OSCE / ODIHR Human Resources, Al. Ujazdowskie 19, 00-557 Warsaw, Poland.

Only applications made on the OSCE application form, which can be found under the above link, will be accepted. Shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

The OSCE is committed to the principle of staff rotation; therefore the maximum period of service in this post is 7 years.