CONSULTANT: RECORDS AND FILE MANAGEMENT
Location : New York, UNITED STATES OF AMERICA
Application Deadline : 05-Aug-10
Type of Contract : SSA
Post Level : National Consultant
Languages Required :
English
Starting Date :
(date when the selected canditate is expected to start) 16-Aug-2010
Duration of Initial Contract : 2 months
Expected Duration of Assignment : 2 months
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Background
The Legal Support Office of UNDP wishes to engage an external consultant having the necessary expertise and experience in filing and records management to support the office in connection with planned relocation of premises.
Duties and Responsibilities
The consultant shall perform the following tasks:
Review and organize existing files for consistency and completeness;
Create and maintain electronic and hardcopy files including storage, retrieval and disposal as appropriate in compliance with legal and audit requirements;
Conduct basic research on assigned matters using existing files and/or alternative sources;
Make updates to related databases as required;
Prepare boxes of documents for relocation or storage as appropriate;
Provide bi-monthly status reports;
Perform other ad hoc duties as assigned.
Competencies
Ability to deliver outputs within the prescribed timeframe;
Ability to manage sensitive and confidential records;
Client orientation, with constructive approach to resolution of problems;
Excellent communication skills, oral and written;
Excellent interpersonal skills;
Planning and organizational skills;
Understanding of UNDP’s goals and programmes
Required Skills and Experience
Secondary Degree;
A minimum of six (6) years relevent experience;
Excellent command of oral and written English;
Ability to speak and draft in a second UN official language desirable
Experience working in the UN system desirable;
Click here for important information for US Permanent Residents ('Green Card' holders).
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Friday, July 30, 2010
Tuesday, July 27, 2010
Records Manager, P-2. International Telecommunication Union. Geneva. Open until 6 August 2010
INTERNATIONAL TELECOMMUNICATION UNION
General Secretariat
Geneva, 16 July 2010
Place des Nations
CH-1211 Geneva 20
Switzerland
Telephone: +41 22 730 51 11
Telefax: Gr3: +41 22 733 72 56
Gr4: +41 22 730 65 00
E-mail: recruitment@itu.int
Website: www.itu.int/employment
TEMPORARY VACANCY NOTICE Nº. 684
Organ General Secretariat Unit Information Services Department
Job Title
Grade
Duration of Appointment
Records Manager
P.2
11 months
Date of entry
Deadline for
applications
As soon as possible
6 August 2010
GENERAL SECRETARIAT
The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of
information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including
conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and
the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.
ORGANIZATIONAL UNIT
Within the General Secretariat, the Information Services Department (IS) is the focal point for the ITU information technology infrastructure which includes standards, user support and training, communication services (postal mail, voice,
image, video, data), network services (file, print and computing), information exchange services (messaging, database, document base), desktop services (office productivity tools), administrative applications and software development
environments. The Information Services Department manages the physical, human and organizational resources needed to design, deploy, operate, maintain and support the ITU information infrastructure. It also represents ITU in interorganization
meetings and committees related to information technology management.
DUTIES
Reporting to the Head of the Library and Archives Service, and working in close collaboration with the Archives Services, the ITU business units and the ITU EDRMS/Documentum team, the incumbent will be responsible for developing and
maintaining the information management aspects of a new Electronic Document and Records Management System (EDRMS), for drafting policies, procedures and user guides and for training and coaching in the use of the system and
information management principles. The person will undertake the following activities:
Working within the framework of a high-level corporate file classification scheme (functions-based), conducts
research, interview with business units and file inventories to develop lower levels of the classification scheme.
Implement approved classification categories in the EDRMS (Electronic Document and Records Management System), including mapping business unit files to the classification scheme.
Under the coordination of the Head of Archives Service, appraise records and recommend retention and disposition decisions based on legal and regulatory requirements and business needs; implement and maintain approved
records retention schedules in the EDRMS.
Design training tools and deliver initial and ongoing training to users of the EDRMS. Training must cover use of the EDRMS and the file classification scheme as well as raising awareness of information management principles and responsibilities. Training could be delivered in various formats: group, one-on-one, online.
Create and maintain user guides and other tools to assist business units in their use of the EDRMS. User guides must be updated as modifications and new developments to the EDRMS are rolled out.
Coach users, one-on-one or in small groups, on how to identify and name the files they need and how to map those files to the file classification scheme.
Draft guidelines for application of access/confidentiality restrictions, file and document naming conventions, information management responsibilities in the context of the EDRMS and other guidelines as required.
Establish and manage access controls for the electronic records system based on organizational policies and departmental agreements.
Monitor use of the system to identify problems, difficulties or misunderstandings and develop training, user guides and/or other tools to mitigate the problems.
Participate in identifying and analyzing user requirements, business requirements and information management requirements for the EDRMS.
Perform other related duties.
QUALIFICATIONS REQUIRED
University degree in archival science, records management, information management science, information management systems or a related field OR education in a reputed college of advanced education, with a diploma of equivalent standard to that of a university degree in one of the fields above.
At least three years of progressively responsible experience in records management or information management systems . An advanced degree in a related field can be considered as a substitute for one year of working experience. A doctorate in related fields can be considered as a substitute for two years of working experience.
Excellent knowledge of one of the six official languages of ITU (Arabic, Chinese, English, French, Russian, Spanish) and very good knowledge of English or French. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)
COMPETENCIES
Hands-on experience in supporting and maintaining an EDRM system is essential (not just end-user experience).
Experience in the development and maintenance of functions-based file classification schemes is essential.
Experience in the development and maintenance of records retention schedules is desirable.
Knowledge of ISO 15489, Information and documentation – Records management.
Experience in liaising with business unit staff and IT staff to define and clarify business requirements and associated information needs.
Strong organizational and analytical skills and attention to detail.
Excellent communication skills including verbal, written (including report writing) and presentation skills are essential.
Experience working with Documentum is desirable.
Ability to make decisions under pressure.
Ability to work on own initiative, managing competing demands and deliver work to tight deadlines.
Important:
The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62. Only applicants who are expected to complete a term of appointment will normally be considered.
Permanent and temporary staff as well as candidates who have already worked at ITU are requested to update their internal Curriculum Vitae or their Personal History Form before the closing date.
Applications for temporary posts should be sent through the usual channels to the Director of the Bureau or the Chief of the Department concerned who forward them to the Administration and Finance Department in cases where secondment is feasible.
According to the Staff Regulations and Staff Rules of the Union, in general, staff in the general service category (grades G.1 to G.7) shall be recruited from among persons resident in Switzerland, or in the French territory within a radius of 25 kms from Geneva.
Remark:
Primarily for Union staff members holders of either a permanent, fixed-term or short-term appointment. If the detachment of an official of the Union is impossible, applications from roster candidates will be submitted to the Department concerned. Forms and Vacancy Notices may be obtained from our website.
Advertised posts are open equally to women and men.
The ITU is a smoke-free environment
General Secretariat
Geneva, 16 July 2010
Place des Nations
CH-1211 Geneva 20
Switzerland
Telephone: +41 22 730 51 11
Telefax: Gr3: +41 22 733 72 56
Gr4: +41 22 730 65 00
E-mail: recruitment@itu.int
Website: www.itu.int/employment
TEMPORARY VACANCY NOTICE Nº. 684
Organ General Secretariat Unit Information Services Department
Job Title
Grade
Duration of Appointment
Records Manager
P.2
11 months
Date of entry
Deadline for
applications
As soon as possible
6 August 2010
GENERAL SECRETARIAT
The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of
information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including
conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and
the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.
ORGANIZATIONAL UNIT
Within the General Secretariat, the Information Services Department (IS) is the focal point for the ITU information technology infrastructure which includes standards, user support and training, communication services (postal mail, voice,
image, video, data), network services (file, print and computing), information exchange services (messaging, database, document base), desktop services (office productivity tools), administrative applications and software development
environments. The Information Services Department manages the physical, human and organizational resources needed to design, deploy, operate, maintain and support the ITU information infrastructure. It also represents ITU in interorganization
meetings and committees related to information technology management.
DUTIES
Reporting to the Head of the Library and Archives Service, and working in close collaboration with the Archives Services, the ITU business units and the ITU EDRMS/Documentum team, the incumbent will be responsible for developing and
maintaining the information management aspects of a new Electronic Document and Records Management System (EDRMS), for drafting policies, procedures and user guides and for training and coaching in the use of the system and
information management principles. The person will undertake the following activities:
Working within the framework of a high-level corporate file classification scheme (functions-based), conducts
research, interview with business units and file inventories to develop lower levels of the classification scheme.
Implement approved classification categories in the EDRMS (Electronic Document and Records Management System), including mapping business unit files to the classification scheme.
Under the coordination of the Head of Archives Service, appraise records and recommend retention and disposition decisions based on legal and regulatory requirements and business needs; implement and maintain approved
records retention schedules in the EDRMS.
Design training tools and deliver initial and ongoing training to users of the EDRMS. Training must cover use of the EDRMS and the file classification scheme as well as raising awareness of information management principles and responsibilities. Training could be delivered in various formats: group, one-on-one, online.
Create and maintain user guides and other tools to assist business units in their use of the EDRMS. User guides must be updated as modifications and new developments to the EDRMS are rolled out.
Coach users, one-on-one or in small groups, on how to identify and name the files they need and how to map those files to the file classification scheme.
Draft guidelines for application of access/confidentiality restrictions, file and document naming conventions, information management responsibilities in the context of the EDRMS and other guidelines as required.
Establish and manage access controls for the electronic records system based on organizational policies and departmental agreements.
Monitor use of the system to identify problems, difficulties or misunderstandings and develop training, user guides and/or other tools to mitigate the problems.
Participate in identifying and analyzing user requirements, business requirements and information management requirements for the EDRMS.
Perform other related duties.
QUALIFICATIONS REQUIRED
University degree in archival science, records management, information management science, information management systems or a related field OR education in a reputed college of advanced education, with a diploma of equivalent standard to that of a university degree in one of the fields above.
At least three years of progressively responsible experience in records management or information management systems . An advanced degree in a related field can be considered as a substitute for one year of working experience. A doctorate in related fields can be considered as a substitute for two years of working experience.
Excellent knowledge of one of the six official languages of ITU (Arabic, Chinese, English, French, Russian, Spanish) and very good knowledge of English or French. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)
COMPETENCIES
Hands-on experience in supporting and maintaining an EDRM system is essential (not just end-user experience).
Experience in the development and maintenance of functions-based file classification schemes is essential.
Experience in the development and maintenance of records retention schedules is desirable.
Knowledge of ISO 15489, Information and documentation – Records management.
Experience in liaising with business unit staff and IT staff to define and clarify business requirements and associated information needs.
Strong organizational and analytical skills and attention to detail.
Excellent communication skills including verbal, written (including report writing) and presentation skills are essential.
Experience working with Documentum is desirable.
Ability to make decisions under pressure.
Ability to work on own initiative, managing competing demands and deliver work to tight deadlines.
Important:
The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62. Only applicants who are expected to complete a term of appointment will normally be considered.
Permanent and temporary staff as well as candidates who have already worked at ITU are requested to update their internal Curriculum Vitae or their Personal History Form before the closing date.
Applications for temporary posts should be sent through the usual channels to the Director of the Bureau or the Chief of the Department concerned who forward them to the Administration and Finance Department in cases where secondment is feasible.
According to the Staff Regulations and Staff Rules of the Union, in general, staff in the general service category (grades G.1 to G.7) shall be recruited from among persons resident in Switzerland, or in the French territory within a radius of 25 kms from Geneva.
Remark:
Primarily for Union staff members holders of either a permanent, fixed-term or short-term appointment. If the detachment of an official of the Union is impossible, applications from roster candidates will be submitted to the Department concerned. Forms and Vacancy Notices may be obtained from our website.
Advertised posts are open equally to women and men.
The ITU is a smoke-free environment
Archivist/Records Manager, FG II. Historical Archives of the European Union, European University Institute. Florence. Open until 31 August 2010
Florence, 06/07/2010
VACANCY NOTICE IUE/3/2010
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
Nature of post: 1 contract post– FG II – Archivist/Records Manager
Unit to which the post is attached: Historical Archives of the European Union
Duration of contract: one year, with possibility of renewal
Description of duties: The contract staff member will be in charge under the
supervision of the Director of the Historical Archives, of receiving, arranging,
describing, indexing and publishing on the web European institutional archives;
reference service at the Archives desk.
In addition to these duties the employee will be requested to manage the records
management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department,
a classification scheme, retention schedule and management tools for current
and intermediate archives; providing support for archives to unit correspondents
in their routine tasks;
- Selecting, filing and describing the EUI current and intermediate archives both
electronic and paper-based;
- Developing and monitoring the evaluation and preservation protocols for
ensuring that historical valuable documentation will continue to be available in
the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need
to be converted to EDMS (Electronic Document Management System).
A. Eligibility criteria
· Being a national of the European Union, or a national of third countries having
acquired the status of long term resident on the basis of the EU Directive
2003/109/EC;
· Post–secondary education attested by a diploma, or secondary education attested
by a diploma and appropriate professional experience of at least three years;
· Good knowledge of two languages of the European Union.
B. Selection criteria
Essential:
· Records–filing skills, attested by a diploma, or equivalent professional
experience;
· Good knowledge of English;
· Good working knowledge of office automation software;
· Ability to work as part of a multinational team in an international environment.
Desirable:
· Knowledge of international standards for archival description (ISAD and
ISAAR);
· Work experience in a university or research environment;
· Knowledge of additional languages of the European Union, particularly French.
Selection process:
Candidates shortlisted by the Selection Board will be invited for
· a language test
· a computing test
· an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.
The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,040. In addition, when conditions
as laid down by the Statutes are applicable, there are family allowances - household
allowance, dependent child allowance, education allowance – and expatriation
allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the
Member States of the European Union charged with research and postgraduate training
in Law, Economics, History and Civilisation and Political and Social Sciences with
special reference to Europe. The Institute is not an EU Institution, but an
intergovernmental organization, funded directly by signatory states, partly by the
European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/3/2010 online application
form. Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the
reserve list will be published on the EUI Web site. By submitting their application,
candidates acknowledge and give their explicit consent to this procedure, according to the Data protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 31/08/2010
(signed)
Marco DEL PANTA
VACANCY NOTICE IUE/3/2010
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
Nature of post: 1 contract post– FG II – Archivist/Records Manager
Unit to which the post is attached: Historical Archives of the European Union
Duration of contract: one year, with possibility of renewal
Description of duties: The contract staff member will be in charge under the
supervision of the Director of the Historical Archives, of receiving, arranging,
describing, indexing and publishing on the web European institutional archives;
reference service at the Archives desk.
In addition to these duties the employee will be requested to manage the records
management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department,
a classification scheme, retention schedule and management tools for current
and intermediate archives; providing support for archives to unit correspondents
in their routine tasks;
- Selecting, filing and describing the EUI current and intermediate archives both
electronic and paper-based;
- Developing and monitoring the evaluation and preservation protocols for
ensuring that historical valuable documentation will continue to be available in
the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need
to be converted to EDMS (Electronic Document Management System).
A. Eligibility criteria
· Being a national of the European Union, or a national of third countries having
acquired the status of long term resident on the basis of the EU Directive
2003/109/EC;
· Post–secondary education attested by a diploma, or secondary education attested
by a diploma and appropriate professional experience of at least three years;
· Good knowledge of two languages of the European Union.
B. Selection criteria
Essential:
· Records–filing skills, attested by a diploma, or equivalent professional
experience;
· Good knowledge of English;
· Good working knowledge of office automation software;
· Ability to work as part of a multinational team in an international environment.
Desirable:
· Knowledge of international standards for archival description (ISAD and
ISAAR);
· Work experience in a university or research environment;
· Knowledge of additional languages of the European Union, particularly French.
Selection process:
Candidates shortlisted by the Selection Board will be invited for
· a language test
· a computing test
· an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.
The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,040. In addition, when conditions
as laid down by the Statutes are applicable, there are family allowances - household
allowance, dependent child allowance, education allowance – and expatriation
allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the
Member States of the European Union charged with research and postgraduate training
in Law, Economics, History and Civilisation and Political and Social Sciences with
special reference to Europe. The Institute is not an EU Institution, but an
intergovernmental organization, funded directly by signatory states, partly by the
European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/3/2010 online application
form. Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the
reserve list will be published on the EUI Web site. By submitting their application,
candidates acknowledge and give their explicit consent to this procedure, according to the Data protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 31/08/2010
(signed)
Marco DEL PANTA
Thursday, July 22, 2010
Registry Assistant (Central Registry and Archives). UNMIT. Timor Leste. Open until 3 August 2010
Registry Assistant (Central Registry and Archives), FS-4
DEADLINE FOR APPLICATIONS: 03 Aug 2010
DATE OF ISSUANCE: 19 Jul 2010
ORGANIZATIONAL UNIT: United Nations Integrated Mission in Timor Leste
DUTY STATION: Dili (East Timor)
VACANCY ANNOUNCEMENT NUMBER: 10-ADM-UNMIT-424622-R-DILI (EAST TIMOR)
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Within limits of delegated authority, the Registry Assistant will be responsible for the following duties: Assist and advise the National Police of Timor Leste (PNTL) in developing/maintaining an organised and structured archive of all essential documents, especially those related to the institutional foundation of the PNTL, such as Norms of Organisation and Procedures, General Commander and Police Commissioner’s Directives, Memorandum of Understandings, etc; Assist and advise the PNTL in developing a central registry for easy reference; Assist and advise the PNTL in filing and essential records keeping; Advise the PNTL in developing an organised manner of distribution of documents ensuring that the instructions are conveyed efficiently through the chain of command even to the most remote areas; Perform other duties as required.
Competencies
Professionalism: Hands on knowledge and experience in the processes and procedures involved in archiving the documents and training of staff. Conscientious and efficient in meeting commitments, observing deadlines and achieving results; Show persistence when faced with difficult problems or challenges. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of peace operations. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise. Is willing to learn from others: places team agenda before personal agenda; support and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Client Orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients 'point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Keeps clients informed of progress or setbacks in projects.
QUALIFICATIONS
Education
High school or equivalent diploma or equivalent. Technical training in business administration or management; Additional training in postal mail handling would be an advantage.
Work Experience
At least 6 years of progressively responsible experience relating to registry and archives system in the frame work of Public Sector/ Police. Experience in formulating/developing and implementation of database projects in an organisation, preferably in Public Sector/Government/Police.
Languages
Fluency in spoken and written English or French; knowledge of a second UN language is an advantage and sometimes a requirement. Knowledge of Portuguese, Tetum or Bahasa would be an advantage.
Other Skills
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.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
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.
E-mail: staffing@un.org,
Fax: 1-212-963-2800
Please see the Frequently Asked Questions, if you encounter problems when applying.
DEADLINE FOR APPLICATIONS: 03 Aug 2010
DATE OF ISSUANCE: 19 Jul 2010
ORGANIZATIONAL UNIT: United Nations Integrated Mission in Timor Leste
DUTY STATION: Dili (East Timor)
VACANCY ANNOUNCEMENT NUMBER: 10-ADM-UNMIT-424622-R-DILI (EAST TIMOR)
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Within limits of delegated authority, the Registry Assistant will be responsible for the following duties: Assist and advise the National Police of Timor Leste (PNTL) in developing/maintaining an organised and structured archive of all essential documents, especially those related to the institutional foundation of the PNTL, such as Norms of Organisation and Procedures, General Commander and Police Commissioner’s Directives, Memorandum of Understandings, etc; Assist and advise the PNTL in developing a central registry for easy reference; Assist and advise the PNTL in filing and essential records keeping; Advise the PNTL in developing an organised manner of distribution of documents ensuring that the instructions are conveyed efficiently through the chain of command even to the most remote areas; Perform other duties as required.
Competencies
Professionalism: Hands on knowledge and experience in the processes and procedures involved in archiving the documents and training of staff. Conscientious and efficient in meeting commitments, observing deadlines and achieving results; Show persistence when faced with difficult problems or challenges. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of peace operations. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise. Is willing to learn from others: places team agenda before personal agenda; support and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Client Orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients 'point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Keeps clients informed of progress or setbacks in projects.
QUALIFICATIONS
Education
High school or equivalent diploma or equivalent. Technical training in business administration or management; Additional training in postal mail handling would be an advantage.
Work Experience
At least 6 years of progressively responsible experience relating to registry and archives system in the frame work of Public Sector/ Police. Experience in formulating/developing and implementation of database projects in an organisation, preferably in Public Sector/Government/Police.
Languages
Fluency in spoken and written English or French; knowledge of a second UN language is an advantage and sometimes a requirement. Knowledge of Portuguese, Tetum or Bahasa would be an advantage.
Other Skills
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.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
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.
E-mail: staffing@un.org,
Fax: 1-212-963-2800
Please see the Frequently Asked Questions, if you encounter problems when applying.
Information Management Officer, P-3. UN Secretariat. DPKO. New York. Open until 6 September 2010
Job Title:
INFORMATION MANAGEMENT OFFICER, P3
Department/ Office:
OFFICE OF THE UNDER-SECRETARY-GENERAL - DPKO
Duty Station: NEW YORK
Posting Period:
8 July 2010-6 September 2010
Job Opening number:
10-IMA-dpko ousg-15696-R-NEW YORK
Org .Setting and Reporting
This position is located in the Peacekeeping Information Management Unit in the Office of the Chief of Staff for the Department of Peacekeeping Operations and the Department of Field Support.
http://www.un.org/en/peacekeeping/dpko.shtml
http://www.un.org/en/peacekeeping/dfs.shtml
Responsibilities
Develops and revises records management policy, procedures and standards for the Departments of Peacekeeping Operations and Field Support (DPKO-DFS) at the United Nations Headquarters and for DPKO- and DFS-led field operations.
Provides advisory services to DPKO-DFS and its field operations on various recordkeeping issues, including: information sensitivity, classification and handling; organization of peacekeeping and field support information assets; records sentencing and disposition; electronic recordkeeping; and digital information asset storage, retrieval and migration.
Supervises staff responsible for the declaration, filing, and disposition of core headquarters records maintained in the Peacekeeping Records Centre, Office of the Chief of Staff DPKO-DFS.
Develops detailed system and other functional specifications and standards from the recordkeeping perspective.
Evaluates adequacy of existing document and records management systems and tools. Implements new technologies in information management to ensure efficient access to information by DPKO-DFS and its field operations.
Participates in recordkeeping improvement projects in DPKO-DFS and its field operations, contributing to feasibility studies, systems analysis, design, development and implementation.
Trains staff in the use of document management systems, recordkeeping systems, and Departmental and Organizational information management policies and standards; develops training materials and user manuals; provides user support.
Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
Maintains DPKO-DFS access and declassification standards by liaising with Departmental and field operation offices regarding decisions on access to and declassification of sensitive peacekeeping and field support information.
Facilitates knowledge sharing in United Nations records management issues through the administration of the Peacekeeping Records Management Community of Practice, a global network of United Nations records management specialists and focal points.
Supports the Offices of the Under-Secretaries-General for Peacekeeping and Field Support in the development and implementation of document and records management initiatives.
Supports the Chief, Peacekeeping Information Management Unit, in the administration of the DPKO-DFS information governance programme.
Assists in programme administration, including supervision of more junior professional staff, development of the training budget, development of the programme budget, etc.
Performs other related duties, as required.
Competencies
Core Competencies:
Professionalism:
Knowledge of information management, recordkeeping, and archives management principles and standards.
Knowledge of electronic records management, including description, sentencing, appraisal and migration management.
Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process.
Excellent problem solving skills.
Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication:
-Speaks and writes clearly and effectively
-Listens to others, correctly interprets messages from others and responds appropriately
-Asks questions to clarify, and exhibits interest in having two-way communication
-Tailors language, tone, style and format to match the audience
-Demonstrates openness in sharing information and keeping people informed
Planning & Organizing:
-Develops clear goals that are consistent with agreed strategies
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Foresees risks and allows for contingencies when planning
-Monitors and adjusts plans and actions as necessary
-Uses time efficiently
Client Orientation:
-Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients’ needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client
Education
Advanced university degree (Master’s degree or equivalent) in information science, archival science, library science, or related area. 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 modern recordkeeping, archives management, library science, information management or related field. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Kindly note that you may, as part of the evaluation of your application for this position, be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.
Special Notice
- Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination.
- Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all Staff are expected to move periodically to new functions In their careers In accordance with established rules and procedures.
- These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. The appointment of staff will also be limited to service on posts financed by the Support Account.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
INFORMATION MANAGEMENT OFFICER, P3
Department/ Office:
OFFICE OF THE UNDER-SECRETARY-GENERAL - DPKO
Duty Station: NEW YORK
Posting Period:
8 July 2010-6 September 2010
Job Opening number:
10-IMA-dpko ousg-15696-R-NEW YORK
Org .Setting and Reporting
This position is located in the Peacekeeping Information Management Unit in the Office of the Chief of Staff for the Department of Peacekeeping Operations and the Department of Field Support.
http://www.un.org/en/peacekeeping/dpko.shtml
http://www.un.org/en/peacekeeping/dfs.shtml
Responsibilities
Develops and revises records management policy, procedures and standards for the Departments of Peacekeeping Operations and Field Support (DPKO-DFS) at the United Nations Headquarters and for DPKO- and DFS-led field operations.
Provides advisory services to DPKO-DFS and its field operations on various recordkeeping issues, including: information sensitivity, classification and handling; organization of peacekeeping and field support information assets; records sentencing and disposition; electronic recordkeeping; and digital information asset storage, retrieval and migration.
Supervises staff responsible for the declaration, filing, and disposition of core headquarters records maintained in the Peacekeeping Records Centre, Office of the Chief of Staff DPKO-DFS.
Develops detailed system and other functional specifications and standards from the recordkeeping perspective.
Evaluates adequacy of existing document and records management systems and tools. Implements new technologies in information management to ensure efficient access to information by DPKO-DFS and its field operations.
Participates in recordkeeping improvement projects in DPKO-DFS and its field operations, contributing to feasibility studies, systems analysis, design, development and implementation.
Trains staff in the use of document management systems, recordkeeping systems, and Departmental and Organizational information management policies and standards; develops training materials and user manuals; provides user support.
Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
Maintains DPKO-DFS access and declassification standards by liaising with Departmental and field operation offices regarding decisions on access to and declassification of sensitive peacekeeping and field support information.
Facilitates knowledge sharing in United Nations records management issues through the administration of the Peacekeeping Records Management Community of Practice, a global network of United Nations records management specialists and focal points.
Supports the Offices of the Under-Secretaries-General for Peacekeeping and Field Support in the development and implementation of document and records management initiatives.
Supports the Chief, Peacekeeping Information Management Unit, in the administration of the DPKO-DFS information governance programme.
Assists in programme administration, including supervision of more junior professional staff, development of the training budget, development of the programme budget, etc.
Performs other related duties, as required.
Competencies
Core Competencies:
Professionalism:
Knowledge of information management, recordkeeping, and archives management principles and standards.
Knowledge of electronic records management, including description, sentencing, appraisal and migration management.
Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process.
Excellent problem solving skills.
Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication:
-Speaks and writes clearly and effectively
-Listens to others, correctly interprets messages from others and responds appropriately
-Asks questions to clarify, and exhibits interest in having two-way communication
-Tailors language, tone, style and format to match the audience
-Demonstrates openness in sharing information and keeping people informed
Planning & Organizing:
-Develops clear goals that are consistent with agreed strategies
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Foresees risks and allows for contingencies when planning
-Monitors and adjusts plans and actions as necessary
-Uses time efficiently
Client Orientation:
-Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients’ needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client
Education
Advanced university degree (Master’s degree or equivalent) in information science, archival science, library science, or related area. 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 modern recordkeeping, archives management, library science, information management or related field. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Kindly note that you may, as part of the evaluation of your application for this position, be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.
Special Notice
- Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination.
- Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all Staff are expected to move periodically to new functions In their careers In accordance with established rules and procedures.
- These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. The appointment of staff will also be limited to service on posts financed by the Support Account.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Programme Officer (Information Management). UN Secretariat. OCHA. Geneva. Open until 12 September 2010
Job Opening
Job Title:
PROGRAMME OFFICER (INFORMATION MANAGEMENT), P4
Department/ Office:
OFFICE OF THE EMERGENCY RELIEF COORDINATOR - GVAO
Duty Station: GENEVA
Posting Period:
14 July 2010-12 September 2010
Job Opening number:
10-PGM-ocha gvao-15372-R-GENEVA
--------------------------------------------------------------------------------
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org .Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Geneva Switzerland. The Programme Officer reports to the Chief of the Information Services Section
Responsibilities
Within delegated authority, the Programme Officer will be responsible for the following duties:
• Provides leadership and strategic direction for assigned programmes/projects in the area of humanitarian information management; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions.
• Provides advisory and technical services in humanitarian information management, including in the use Geographic Information Systems (GIS) and space-based technologies. These services will be provided in collaboration with OCHA Regional and Country Offices, IASC, Resident / Humanitarian Coordinators etc., by planning and facilitating workshops, through other interactive sessions and assisting in developing of plans and strategies to manage information in OCHA Country Offices.
• Researches, analyzes and presents information gathered from diverse sources in the area of Information Management.
• Coordinates global humanitarian and information management policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
• Supports assessment initiatives; designs data collection tools; develops standards; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
• Initiates, organizes and prepares written outputs on inter-agency humanitarian information management, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc
• Provides substantive backstopping to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
• Initiates and coordinates outreach activities; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.
• Leads and/or participates in large, complex field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc.
• Coordinates activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepares related documents/reports (pledging, work programme, programme budget, etc.).
• Performs other duties as required.
Competencies
• Professionalism: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of humanitarian information in disaster preparedness and response. Knowledge of the application of Geographic Information Systems (GIS) and space-based technologies in disaster management. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly. • Judgement/Decision-Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization Proposes a course of action or makes a recommendation based on all available information Checks assumptions against facts Determines that the actions proposed will satisfy the express and underlying needs for the decision. Makes tough decisions when necessary
Education
Advanced university degree (Master’s degree or equivalent) in Business Administration, Geographic Information Systems, Information Management, Management, Social Sciences, Statistics or a 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 seven years of progressively responsible experience in humanitarian programme management, emergency preparedness, crisis/emergency relief management, or other related area, including at least five years of experience at the international level. Experience in managing information in a disaster response and/or complex emergency in countries affected by a disaster or conflict is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of Arabic, French, or Spanish is desirable.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Short-listed candidates will be required to undertake a written essay and a technical test before being considered for a competency based interview.
Special Notice
For this post the staff member will be required to travel extensively to developing countries, often into highly stressful environments (civil strife and/or natural disasters). Deployments, which are often at short notice, can be for up to eight weeks at a time. The staff member will be required to register for OCHA’s Emergency Response Roster and be available to deploy with United Nations Disaster Assessment and Coordination (UNDAC) teams. This post is subject to the availability of extra-budgetary funding.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS
Job Title:
PROGRAMME OFFICER (INFORMATION MANAGEMENT), P4
Department/ Office:
OFFICE OF THE EMERGENCY RELIEF COORDINATOR - GVAO
Duty Station: GENEVA
Posting Period:
14 July 2010-12 September 2010
Job Opening number:
10-PGM-ocha gvao-15372-R-GENEVA
--------------------------------------------------------------------------------
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org .Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Geneva Switzerland. The Programme Officer reports to the Chief of the Information Services Section
Responsibilities
Within delegated authority, the Programme Officer will be responsible for the following duties:
• Provides leadership and strategic direction for assigned programmes/projects in the area of humanitarian information management; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions.
• Provides advisory and technical services in humanitarian information management, including in the use Geographic Information Systems (GIS) and space-based technologies. These services will be provided in collaboration with OCHA Regional and Country Offices, IASC, Resident / Humanitarian Coordinators etc., by planning and facilitating workshops, through other interactive sessions and assisting in developing of plans and strategies to manage information in OCHA Country Offices.
• Researches, analyzes and presents information gathered from diverse sources in the area of Information Management.
• Coordinates global humanitarian and information management policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
• Supports assessment initiatives; designs data collection tools; develops standards; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
• Initiates, organizes and prepares written outputs on inter-agency humanitarian information management, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc
• Provides substantive backstopping to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
• Initiates and coordinates outreach activities; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.
• Leads and/or participates in large, complex field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc.
• Coordinates activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepares related documents/reports (pledging, work programme, programme budget, etc.).
• Performs other duties as required.
Competencies
• Professionalism: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of humanitarian information in disaster preparedness and response. Knowledge of the application of Geographic Information Systems (GIS) and space-based technologies in disaster management. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly. • Judgement/Decision-Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization Proposes a course of action or makes a recommendation based on all available information Checks assumptions against facts Determines that the actions proposed will satisfy the express and underlying needs for the decision. Makes tough decisions when necessary
Education
Advanced university degree (Master’s degree or equivalent) in Business Administration, Geographic Information Systems, Information Management, Management, Social Sciences, Statistics or a 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 seven years of progressively responsible experience in humanitarian programme management, emergency preparedness, crisis/emergency relief management, or other related area, including at least five years of experience at the international level. Experience in managing information in a disaster response and/or complex emergency in countries affected by a disaster or conflict is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of Arabic, French, or Spanish is desirable.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Short-listed candidates will be required to undertake a written essay and a technical test before being considered for a competency based interview.
Special Notice
For this post the staff member will be required to travel extensively to developing countries, often into highly stressful environments (civil strife and/or natural disasters). Deployments, which are often at short notice, can be for up to eight weeks at a time. The staff member will be required to register for OCHA’s Emergency Response Roster and be available to deploy with United Nations Disaster Assessment and Coordination (UNDAC) teams. This post is subject to the availability of extra-budgetary funding.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS
Information Management Officer, P-4. UN Secretariat. DM/ARMS. New York. Open until 17 September 2010
Job Title:
INFORMATION MANAGEMENT OFFICER, P4
Department/ Office:
OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station: NEW YORK
Posting Period:
19 July 2010-17 September 2010
Job Opening number:
10-IMA-OFC OF CENTRAL SUPPORT SERVICE-16028-R-NEW YORK
--------------------------------------------------------------------------------
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org .Setting and Reporting
The post is located in the Department of Management (DM), Office of Central Support Services (OCSS), Archives and Records Management Section (ARMS). The incumbent will report to the Chief of Section, with addition supervisors from designees at the UN International Criminal Tribunal for Rwanda (UN-ICTR) and UN International Criminal Tribunal for the Former Yugoslavia (UN-ICTY).
Responsibilities
The Information Management Officer will be responsible for the following duties:
• Provide services (remotely and on-site), in the domain of archives and records management, to each Tribunal in support of the full and accountable preparation of archives and records for end of mandate. Identify and incorporate unique requirements of each Tribunal in planning and implementation.
• Liaise with the Office of Legal Affairs in the development of access and information security policy for the Tribunal archives and records, coordinate policy development with Tribunals, provide subject matter expertise;
• Liaise with Secretariat offices, such as CITO and OHRM and other Department of Management operations as required to assist the tribunals in preparing their records and archives and in the design and build of premises and facilities for the residual mechanism(s);
• Coordinate activities between ICTR and ICTY where feasible, monitor progress and advise officials at each Tribunal. Maintain effective communications between ICTR, ICTY and ARMS
Competencies
PROFESSIONALISM: Knowledge of archives management, record keeping and information management. Knowledge of electronic and digital multimedia records, systems, storage formats and their management, including records appraisal and disposition, conservation, migration, preservation, description and metadata management. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations on archives and record keeping trends and solutions. Ability to handle complex business process and information integration issues. Project management skills in order to analyse need, develop solutions and deliver successful outcomes on schedule. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignment’ adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
COMMUNICATION: Speaks and writes clearly and effectively; demonstrates openness in receiving, compiling and sharing information and keeping people informed.
Education
Advanced university degree (Master’s degree or equivalent) with specialization in archives management, records management, information science, information systems, social science or related area. 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 seven years of progressively responsible experience in modern archives management, record keeping and information management or related field, including three years at the international level is required. Experience in management and preservation of electronic records, with emphasis on migration digital records and archives in multiple formats is required. Experience in an international court or tribunal environment is desirable. Experience in working with and /or leading teams in different physical locations is desirable. Proficiency in the use of electronic recordkeeping system is required and applying information technology to archival functions. Experience of relevant technology with emphasis on practical and extensive experience in specifying and defying database management systems and applications upgrades and migrations is desirable.
Languages
Fluency in oral and written English is required. Knowledge of French is desirable.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Written assessment and competency based interview
Special Notice
The post is for a fixed period up to 31 December 2011 but may be extended depending on availability of funds. The appointment of the staff allocated to the post will be limited to the period of funding.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
INFORMATION MANAGEMENT OFFICER, P4
Department/ Office:
OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station: NEW YORK
Posting Period:
19 July 2010-17 September 2010
Job Opening number:
10-IMA-OFC OF CENTRAL SUPPORT SERVICE-16028-R-NEW YORK
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org .Setting and Reporting
The post is located in the Department of Management (DM), Office of Central Support Services (OCSS), Archives and Records Management Section (ARMS). The incumbent will report to the Chief of Section, with addition supervisors from designees at the UN International Criminal Tribunal for Rwanda (UN-ICTR) and UN International Criminal Tribunal for the Former Yugoslavia (UN-ICTY).
Responsibilities
The Information Management Officer will be responsible for the following duties:
• Provide services (remotely and on-site), in the domain of archives and records management, to each Tribunal in support of the full and accountable preparation of archives and records for end of mandate. Identify and incorporate unique requirements of each Tribunal in planning and implementation.
• Liaise with the Office of Legal Affairs in the development of access and information security policy for the Tribunal archives and records, coordinate policy development with Tribunals, provide subject matter expertise;
• Liaise with Secretariat offices, such as CITO and OHRM and other Department of Management operations as required to assist the tribunals in preparing their records and archives and in the design and build of premises and facilities for the residual mechanism(s);
• Coordinate activities between ICTR and ICTY where feasible, monitor progress and advise officials at each Tribunal. Maintain effective communications between ICTR, ICTY and ARMS
Competencies
PROFESSIONALISM: Knowledge of archives management, record keeping and information management. Knowledge of electronic and digital multimedia records, systems, storage formats and their management, including records appraisal and disposition, conservation, migration, preservation, description and metadata management. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations on archives and record keeping trends and solutions. Ability to handle complex business process and information integration issues. Project management skills in order to analyse need, develop solutions and deliver successful outcomes on schedule. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignment’ adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
COMMUNICATION: Speaks and writes clearly and effectively; demonstrates openness in receiving, compiling and sharing information and keeping people informed.
Education
Advanced university degree (Master’s degree or equivalent) with specialization in archives management, records management, information science, information systems, social science or related area. 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 seven years of progressively responsible experience in modern archives management, record keeping and information management or related field, including three years at the international level is required. Experience in management and preservation of electronic records, with emphasis on migration digital records and archives in multiple formats is required. Experience in an international court or tribunal environment is desirable. Experience in working with and /or leading teams in different physical locations is desirable. Proficiency in the use of electronic recordkeeping system is required and applying information technology to archival functions. Experience of relevant technology with emphasis on practical and extensive experience in specifying and defying database management systems and applications upgrades and migrations is desirable.
Languages
Fluency in oral and written English is required. Knowledge of French is desirable.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Written assessment and competency based interview
Special Notice
The post is for a fixed period up to 31 December 2011 but may be extended depending on availability of funds. The appointment of the staff allocated to the post will be limited to the period of funding.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Friday, July 2, 2010
CTBTO Preparatory Commission. Documents Control Assistant, G6. Open until 29 July 2010
Documents Control Assistant
G-6
VA145-37-2010
29 July 2010
As soon as possible
DUTIES AND RESPONSIBILITIES:
Under the supervision of the Chief, PMO Secretariat Support Section to: Receive all official documentation of the Preparatory Commission, assign symbols, prepare and keep lists of documents, workflow and archive documents using the Document Management System (DMS) software, review documents for completeness, discuss changes with the drafter, mark changes, check acronyms, and keep electronic and hardcopy master files; Maintain close liaison with UNOV Documents Control in relation to all aspects of the translation, printing and distribution of documentation, including scheduling the processing of documents and changes required thereto to meet changing situations particularly during meetings using the UNOV Documents Control and Performance Monitoring System (DCPMS), decide on appropriate roll figures; Provide reference and terminology assistance to UNOV Linguistic Support Unit and individual translators directing them to the correct source or providing relevant background information, and ensure that all official documents together with their translated versions are uploaded, upon their issuance, onto the Expert Communication System, Intranet, and the official website of the Organization, as appropriate; Maintain contact with UNOV Documents Distribution before, during and after meetings to ensure that an appropriate amount of each document remains available and provide delegates with documents during meetings; Perform other duties as assigned.
QUALIFICATIONS:
Completed secondary education or equivalent and appropriate office training including excellent computer skills; education beyond high school in a field relevant to the work highly desirable; Extensive relevant seven years of working experience part of which should have been in an international environment preferably including the processing of documentation; Fluency in English. Working knowledge of other official languages of the CTBTO Preparatory Commission desirable.
COMPETENCIES:
Professionalism – Professional competencies in the related field of work; conscientious and efficient in meeting commitments, observing deadlines and achieving results; able to work independently with minimum supervision; ability to operate in compliance with organizational rules and regulations. Planning and Organizing - Ability to plan and organize own work within the framework of the Section’s work programme; good organizational skills. Communication – Very good skills in communicating with people from different backgrounds. Teamwork – Very good interpersonal skills; demonstrated ability to work in a multicultural environment. Technological Awareness – Ability to apply technological tools relevant to the job and to keep abreast of developments in the profession. Client Orientation – Skillful in identifying clients’ needs.
REMUNERATION/CONTRACT:
Depending on qualifications and experience, indicative tax-free annual net base salary of Euro 44,208 subject to deduction of contributions to the CTBTO Provident Fund and Health Insurance Scheme. Additional benefits include, when applicable, dependency allowance and thirty working days vacation per year. This post is for local recruitment only.
All applicants are encouraged to apply online before the deadline stated in the vacancy announcement. When applying, please quote the vacancy announcement number and complete the CTBTO Personal History form. Applicants are particularly encouraged to submit a fully completed CTBTO Personal History Form (PHF). Should it be deemed necessary to submit a Curriculum Vitae instead, all pertinent information as required in the PHF must be provided therein. The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade in particular if the selected candidate has less than the qualifications required or to make an appointment with a modified job description or for a shorter duration than indicated above. The CTBTO Preparatory Commission reserves the right to undertake correspondence only with shortlisted candidates.
THE PREPARATORY COMMISSION FOR THE COMPREHENSIVE NUCLEAR-TEST-BAN TREATY ORGANIZATION IS COMMITTED TO A POLICY OF EQUAL EMPLOYMENT OPPORTUNITY.
APPLICATIONS FROM QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED.
CTBTO Preparatory Commission
Personnel Section
Vienna International Centre
Room E0979
P.O. Box 1200
1400 Vienna
Tel: (43.1) 26030 6210
Fax: (43.1) 26030 5897
E mail: personnelping@ctbtopong.org
G-6
VA145-37-2010
29 July 2010
As soon as possible
DUTIES AND RESPONSIBILITIES:
Under the supervision of the Chief, PMO Secretariat Support Section to: Receive all official documentation of the Preparatory Commission, assign symbols, prepare and keep lists of documents, workflow and archive documents using the Document Management System (DMS) software, review documents for completeness, discuss changes with the drafter, mark changes, check acronyms, and keep electronic and hardcopy master files; Maintain close liaison with UNOV Documents Control in relation to all aspects of the translation, printing and distribution of documentation, including scheduling the processing of documents and changes required thereto to meet changing situations particularly during meetings using the UNOV Documents Control and Performance Monitoring System (DCPMS), decide on appropriate roll figures; Provide reference and terminology assistance to UNOV Linguistic Support Unit and individual translators directing them to the correct source or providing relevant background information, and ensure that all official documents together with their translated versions are uploaded, upon their issuance, onto the Expert Communication System, Intranet, and the official website of the Organization, as appropriate; Maintain contact with UNOV Documents Distribution before, during and after meetings to ensure that an appropriate amount of each document remains available and provide delegates with documents during meetings; Perform other duties as assigned.
QUALIFICATIONS:
Completed secondary education or equivalent and appropriate office training including excellent computer skills; education beyond high school in a field relevant to the work highly desirable; Extensive relevant seven years of working experience part of which should have been in an international environment preferably including the processing of documentation; Fluency in English. Working knowledge of other official languages of the CTBTO Preparatory Commission desirable.
COMPETENCIES:
Professionalism – Professional competencies in the related field of work; conscientious and efficient in meeting commitments, observing deadlines and achieving results; able to work independently with minimum supervision; ability to operate in compliance with organizational rules and regulations. Planning and Organizing - Ability to plan and organize own work within the framework of the Section’s work programme; good organizational skills. Communication – Very good skills in communicating with people from different backgrounds. Teamwork – Very good interpersonal skills; demonstrated ability to work in a multicultural environment. Technological Awareness – Ability to apply technological tools relevant to the job and to keep abreast of developments in the profession. Client Orientation – Skillful in identifying clients’ needs.
REMUNERATION/CONTRACT:
Depending on qualifications and experience, indicative tax-free annual net base salary of Euro 44,208 subject to deduction of contributions to the CTBTO Provident Fund and Health Insurance Scheme. Additional benefits include, when applicable, dependency allowance and thirty working days vacation per year. This post is for local recruitment only.
All applicants are encouraged to apply online before the deadline stated in the vacancy announcement. When applying, please quote the vacancy announcement number and complete the CTBTO Personal History form. Applicants are particularly encouraged to submit a fully completed CTBTO Personal History Form (PHF). Should it be deemed necessary to submit a Curriculum Vitae instead, all pertinent information as required in the PHF must be provided therein. The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade in particular if the selected candidate has less than the qualifications required or to make an appointment with a modified job description or for a shorter duration than indicated above. The CTBTO Preparatory Commission reserves the right to undertake correspondence only with shortlisted candidates.
THE PREPARATORY COMMISSION FOR THE COMPREHENSIVE NUCLEAR-TEST-BAN TREATY ORGANIZATION IS COMMITTED TO A POLICY OF EQUAL EMPLOYMENT OPPORTUNITY.
APPLICATIONS FROM QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED.
CTBTO Preparatory Commission
Personnel Section
Vienna International Centre
Room E0979
P.O. Box 1200
1400 Vienna
Tel: (43.1) 26030 6210
Fax: (43.1) 26030 5897
E mail: personnelping@ctbtopong.org
EUROJUST. Clearance & Register Officer. Open until 28 July 2010
EUROJUST
Vacancy notice for the post of:
Clearance & Register Officer
Reference: 10/EJ/17
Temporary agent – AST 3
M/F
Applicants are invited to apply for the post of Clearance & Register Officer.
EUROJUST is a European Union body established in 2002 (Council Decision
2002/187/JHA of 28 February 2002 on the setting up of EUROJUST, amended by
Council Decision 2003/659/JHA of 18 June 2003 and by Council Decision
2009/426/JHA of 16 December 2008 on the strengthening of Eurojust) to enhance
the effectiveness of the competent authorities within Member States dealing with
serious cross-border and organised crime.
The College of EUROJUST is composed of 27 National Members, one nominated by
each EU Member State. The College elects one of the National Members to be its
President. The Administrative Director is responsible, under the supervision of the
President, for the day-to-day administration of Eurojust and staff management.
For further information, please consult our website: www.eurojust.europa.eu
The Clearance & Register Officer will directly report to the Head of the Corporate
Services Unit and will be responsible for supervising the security clearance process,
managing the classified document registry and developing and implementing related
policies and procedures.
Eurojust is undergoing an organisational structure review; depending on its outcome,
the job’s scope of accountabilities might be revised.
1. Key accountabilities
The successful applicant will be responsible for:
• Developing and implementing security clearance and classified document
management policies, procedures and guidelines;
• Ensuring the compliance of the security clearance and classified document
management process with the relevant regulation;
• Overseeing the security clearance and classified document management
process;
• Ensuring the confidentiality, availability and integrity of the classified
document registry;
• Reporting any discrepancies related to the security clearance and classified
document management process to the Head of the Corporate Services Unit
and the Eurojust Security Committee; and
• Liaising with Eurojust post-holders with regard to security clearance and
classified document management.
2. Qualifications and experience required
a- Eligibility criteria
Candidates will be considered for the selection phase on the basis of the following
criteria to be fulfilled by the closing date for applications:
• A level of post-secondary education attested by a diploma, and after having
obtained the diploma, appropriate professional experience of at least 3 years,
OR
• A level of secondary education attested by a diploma giving access to postsecondary
education, and after having obtained the diploma at least 6 years
of appropriate professional experience;
• Thorough knowledge of one of the languages of the Communities and a
satisfactory knowledge of another language of the Communities to the extent
necessary for the performance of his/her duties.
Furthermore, in order to be eligible, a candidate must:
• Be a national of one of the Member States of the Communities;
• Enjoy his/her full rights as a citizen;
• Have fulfilled any obligations imposed on him/her by the laws on military
service;
• Meet the character requirements for the duties involved;
• Be physically fit to perform his/her duties.
b- Selection criteria
Candidates selected on the basis of the above eligibility criteria will then be
evaluated according to the following selection criteria:
Essential
• Experience and knowledge in the areas mentioned above under “key
accountabilities”;
• Experience in classified document registration;
• Familiarity with the relevant EU Council and Commission regulations
regarding classified information management, security clearance and
information security;
• Thorough knowledge of written and spoken English, because essential in
activities/tasks covered by the post, English being the vehicular language at
Eurojust;
• Knowledge of Microsoft Office package;
• Excellent time management skills and ability to prioritise workloads to meet
deadlines;
• Excellent attention to detail and ability to work accurately and methodically;
• Ability to communicate in a clear and concise manner (verbal and written);
• Ability to act on own initiative;
• Ability to build and maintain effective and productive working relationships
with colleagues and external contacts at different levels;
• Ability to exercise tact and diplomacy in dealings with others; and
• Ability to maintain confidentiality in all areas of work.
Advantageous
The following characteristics are considered as additional assets:
• Experience in information security;
• Knowledge of additional EU languages; and
• Experience working within a multicultural/EU environment.
3. Selection phase
A Selection Board is nominated by the Appointing Authority. The Human Resources
Unit assists the Selection Board by checking the fulfilment of all formal requirements
and eligibility criteria. The responsibility for any decision made during this exercise
lies with the Selection Board. Failure to comply with one of the formal requirements
or eligibility criteria will result in a disqualification of the applicant concerned.
The Selection Board then makes the decision on who is to be considered an eligible
applicant for the selection process, in accordance with the requirements outlined in
the vacancy notice, and decides from among the eligible applicants those who are to
be invited to attend an interview. Candidates invited for an interview may be asked
to undergo a written test. Shortlisted candidates may be required to undergo an
assessment through an external centre.
The selection phase consists of an interview with the Selection Board, in order to
evaluate the capacities of the candidates to perform the key accountabilities
mentioned above. During the interview, special attention will be paid to the specific
knowledge required for the post and the suitability and capacity of the candidate to
adapt to a multicultural environment. The work of the Selection Board ends with the
drawing up of a list of applicants suitable and a list of applicants unsuitable to occupy
the position advertised.
Reserve list
The list of suitable applicants is submitted to the Appointing Authority, who decides
on the appointment of the successful candidate and the establishment of a reserve
list for the post advertised. Candidates should note that inclusion on the reserve list
does not guarantee recruitment.
Recruitment will be based on availability of posts and budget.
The reserve list may be used by other units or services in order to fulfil the same or
similar positions within Eurojust.
The reserve list for this post will be valid until 31 December 2011 and may be
extended at the discretion of the Appointing Authority of Eurojust.
4. Contractual conditions
The Appointing Authority will appoint the successful candidate as a member of the
temporary staff pursuant to Article 2(a) of the Conditions of employment of other
servants of the European Communities, to which he/she will be subject, for a period
of 5 years. The contract may be renewed.
Remuneration will be based on the Community scale of salaries. Pay is subject to
Community tax and other deductions laid down in the Staff Regulations.
Remuneration is, however, exempt from any national taxation.
The grade for this position is AST 3. The basic monthly salary of a temporary agent
in the first step at AST 3 level, before any deductions or allowances, is approximately
EUR 3.330.
The place of employment will be The Hague, where Eurojust has its official seat.
Prior to contract signature, the successful candidate will be requested:
- to provide Eurojust with original or certified copies of all relevant
documents proving the candidate’s eligibility criteria, including an
extract from the candidates police file; and
- to undergo a compulsory medical examination to establish that the
candidate meets the standard of physical fitness necessary to perform
the duties involved.
For any further information on contractual and working conditions, please refer to
the Staff Regulations of Officials of the European Communities and its Conditions of
employment of other servants of the European Communities, which are available on
the following web page:
http://ec.europa.eu/dgs/human-resources/publications_en.htm
Confirmation of appointment
Temporary staff are required to serve a probationary period of six months.
Essential requirement for the selected applicants: Security Clearance
Eurojust requires selected applicants to sensitive posts to undergo a security
screening procedure and obtain a positive national opinion. The level of the latter
depends on the specific classified data that post-holders deal with. For this post, the
required level of clearance is SECRET.
Applicants who currently hold a valid and positive national security screening opinion
at the above-mentioned level do not need to obtain a new one. They shall then
provide a copy of such opinion to Eurojust and specify the issuing authority, level
and date of expiry. In case the temporal validity of the opinion expires within a year,
the renewal procedure shall be initiated expeditiously.
In case selected applicants do not currently hold a valid and positive national
security screening opinion at the above-mentioned level, Eurojust will require them
to sign a pre-screening self-declaration. Eurojust will request such opinion from the
National Security Agency of the applicants’ state of nationality.
In case such agency issues a negative opinion at the above-mentioned level after the
signature of the contract of employment, Eurojust has the right to terminate the
latter.
Declaration of commitment to serve public interest independently
The successful candidate will be required to make a declaration of commitment to act
independently in the public interest and to make a declaration in relation to interests
that might be considered prejudicial to his/her independence.
The successful candidate will be required to carry out his/her duties and conduct
him/herself solely with the interests of the Communities in mind; he/she shall
neither seek nor take instruction from any government, authority, organisation or
person outside his/her institution. He/she shall carry out the duties assigned with
objectivity, impartiality and loyalty to the Communities.
Equal opportunity
EUROJUST applies a policy of equal opportunity for men and women and accepts
applications without distinction on grounds of sex, race, colour, ethnic or social
origin, genetic characteristics, and language, religious, political or other convictions
or opinions, financial situation, disability, age, sexual orientation, marital status or
family situation.
5. Submission of applications
Your application must be sent to applications@eurojust.europa.eu by no
later than 28 July 2010 at midnight CET.
Please indicate the reference number on the application form, in the heading
of your e-mail and in all future correspondence relating to this application.
Candidates must use the E-application form available on the website of Eurojust and
must mention the reference number and the title of the post for which they are
applying. All the questions on the form must be answered in full. The application
form must be completed in English. Eurojust publishes multiple posts at the same
time and if the candidate wishes to apply for more than one post, he/she must
submit a separate application form for each post.
Should applicants be invited for an interview, in order for the application to be
considered complete, they must bring with them on the day of the interview
originals or certified photocopies of all the supporting documents for their
educational qualifications and employment (diplomas, certificates,
statements of employment, professional references, etc.) and photocopies
of these documents necessary to prove that they fulfil the eligibility criteria.
All documentary evidence of professional experience must indicate both start and
end dates of previous positions and the start date of the position held currently.
Eurojust has the right to disqualify applicants who fail to submit all the
required documents on the date of the interview.
Please note that any documents submitted will not be returned to the candidates.
Application forms sent by fax or by post will not be accepted, except for candidates
who have a proven disability that prevents them from applying via e-mail. These
candidates may submit by post, no later than the indicated closing date for the
submission of applications (the postmark date will serve as proof), a printed version
of the application form, and mail it indicating the reference number of the selection
procedure and title of the post to: EUROJUST, Recruitment Office, P.O. Box 16183,
2500 BD The Hague, The Netherlands.
Closing Date: Closing dates for the submission of applications are strictly adhered
to. Your application must be sent to applications@eurojust.europa.eu by 28 July
2010 at midnight CET. In the heading of the e-mail, the reference number of the
post and the title of the post for which a candidate is applying must be mentioned.
To summarise:
The application form must be fully completed in English. Applications must be sent
to applications@eurojust.europa.eu no later than the indicated closing date,
mentioning the reference number and the vacancy and title of the position in the
header of the e-mail.
The Human Resources Unit will acknowledge receipt of applications. Due to the
volume of applications, only candidates selected for the interviews will be contacted
further. Candidates are invited to follow the recruitment process status on the
Eurojust website.
Please note that the Selection Board’s work and deliberations are strictly
confidential and that any contact, direct or indirect, with its members is
strictly forbidden.
All personal data collected for any selection procedure to be handled by Eurojust will
only be used for its purposes and will in no case be transmitted to any third party.
Any data provided will be treated in the strictest confidence and with high standards
of security. All documents provided to Eurojust during any selection procedure will be
kept in Eurojust’s files and will not be returned to applicants. Applicants' documents
will only be kept for as long as it is mandatory to fulfil the requirements of existing
auditing/control procedures applicable to Eurojust. The Head of the HR Unit of
Eurojust acts as controller of such data, which will be collected and further processed
in full compliance with all applicable data protection regulations and, in particular,
with the rules on the protection and processing of personal data at Eurojust (OJ C
68/1, 19.3.2005). The rights of information, access, correction, blocking and deletion
of personal data are guaranteed under these rules.
Date of publication on Eurojust website: 29.06.2010
Vacancy notice for the post of:
Clearance & Register Officer
Reference: 10/EJ/17
Temporary agent – AST 3
M/F
Applicants are invited to apply for the post of Clearance & Register Officer.
EUROJUST is a European Union body established in 2002 (Council Decision
2002/187/JHA of 28 February 2002 on the setting up of EUROJUST, amended by
Council Decision 2003/659/JHA of 18 June 2003 and by Council Decision
2009/426/JHA of 16 December 2008 on the strengthening of Eurojust) to enhance
the effectiveness of the competent authorities within Member States dealing with
serious cross-border and organised crime.
The College of EUROJUST is composed of 27 National Members, one nominated by
each EU Member State. The College elects one of the National Members to be its
President. The Administrative Director is responsible, under the supervision of the
President, for the day-to-day administration of Eurojust and staff management.
For further information, please consult our website: www.eurojust.europa.eu
The Clearance & Register Officer will directly report to the Head of the Corporate
Services Unit and will be responsible for supervising the security clearance process,
managing the classified document registry and developing and implementing related
policies and procedures.
Eurojust is undergoing an organisational structure review; depending on its outcome,
the job’s scope of accountabilities might be revised.
1. Key accountabilities
The successful applicant will be responsible for:
• Developing and implementing security clearance and classified document
management policies, procedures and guidelines;
• Ensuring the compliance of the security clearance and classified document
management process with the relevant regulation;
• Overseeing the security clearance and classified document management
process;
• Ensuring the confidentiality, availability and integrity of the classified
document registry;
• Reporting any discrepancies related to the security clearance and classified
document management process to the Head of the Corporate Services Unit
and the Eurojust Security Committee; and
• Liaising with Eurojust post-holders with regard to security clearance and
classified document management.
2. Qualifications and experience required
a- Eligibility criteria
Candidates will be considered for the selection phase on the basis of the following
criteria to be fulfilled by the closing date for applications:
• A level of post-secondary education attested by a diploma, and after having
obtained the diploma, appropriate professional experience of at least 3 years,
OR
• A level of secondary education attested by a diploma giving access to postsecondary
education, and after having obtained the diploma at least 6 years
of appropriate professional experience;
• Thorough knowledge of one of the languages of the Communities and a
satisfactory knowledge of another language of the Communities to the extent
necessary for the performance of his/her duties.
Furthermore, in order to be eligible, a candidate must:
• Be a national of one of the Member States of the Communities;
• Enjoy his/her full rights as a citizen;
• Have fulfilled any obligations imposed on him/her by the laws on military
service;
• Meet the character requirements for the duties involved;
• Be physically fit to perform his/her duties.
b- Selection criteria
Candidates selected on the basis of the above eligibility criteria will then be
evaluated according to the following selection criteria:
Essential
• Experience and knowledge in the areas mentioned above under “key
accountabilities”;
• Experience in classified document registration;
• Familiarity with the relevant EU Council and Commission regulations
regarding classified information management, security clearance and
information security;
• Thorough knowledge of written and spoken English, because essential in
activities/tasks covered by the post, English being the vehicular language at
Eurojust;
• Knowledge of Microsoft Office package;
• Excellent time management skills and ability to prioritise workloads to meet
deadlines;
• Excellent attention to detail and ability to work accurately and methodically;
• Ability to communicate in a clear and concise manner (verbal and written);
• Ability to act on own initiative;
• Ability to build and maintain effective and productive working relationships
with colleagues and external contacts at different levels;
• Ability to exercise tact and diplomacy in dealings with others; and
• Ability to maintain confidentiality in all areas of work.
Advantageous
The following characteristics are considered as additional assets:
• Experience in information security;
• Knowledge of additional EU languages; and
• Experience working within a multicultural/EU environment.
3. Selection phase
A Selection Board is nominated by the Appointing Authority. The Human Resources
Unit assists the Selection Board by checking the fulfilment of all formal requirements
and eligibility criteria. The responsibility for any decision made during this exercise
lies with the Selection Board. Failure to comply with one of the formal requirements
or eligibility criteria will result in a disqualification of the applicant concerned.
The Selection Board then makes the decision on who is to be considered an eligible
applicant for the selection process, in accordance with the requirements outlined in
the vacancy notice, and decides from among the eligible applicants those who are to
be invited to attend an interview. Candidates invited for an interview may be asked
to undergo a written test. Shortlisted candidates may be required to undergo an
assessment through an external centre.
The selection phase consists of an interview with the Selection Board, in order to
evaluate the capacities of the candidates to perform the key accountabilities
mentioned above. During the interview, special attention will be paid to the specific
knowledge required for the post and the suitability and capacity of the candidate to
adapt to a multicultural environment. The work of the Selection Board ends with the
drawing up of a list of applicants suitable and a list of applicants unsuitable to occupy
the position advertised.
Reserve list
The list of suitable applicants is submitted to the Appointing Authority, who decides
on the appointment of the successful candidate and the establishment of a reserve
list for the post advertised. Candidates should note that inclusion on the reserve list
does not guarantee recruitment.
Recruitment will be based on availability of posts and budget.
The reserve list may be used by other units or services in order to fulfil the same or
similar positions within Eurojust.
The reserve list for this post will be valid until 31 December 2011 and may be
extended at the discretion of the Appointing Authority of Eurojust.
4. Contractual conditions
The Appointing Authority will appoint the successful candidate as a member of the
temporary staff pursuant to Article 2(a) of the Conditions of employment of other
servants of the European Communities, to which he/she will be subject, for a period
of 5 years. The contract may be renewed.
Remuneration will be based on the Community scale of salaries. Pay is subject to
Community tax and other deductions laid down in the Staff Regulations.
Remuneration is, however, exempt from any national taxation.
The grade for this position is AST 3. The basic monthly salary of a temporary agent
in the first step at AST 3 level, before any deductions or allowances, is approximately
EUR 3.330.
The place of employment will be The Hague, where Eurojust has its official seat.
Prior to contract signature, the successful candidate will be requested:
- to provide Eurojust with original or certified copies of all relevant
documents proving the candidate’s eligibility criteria, including an
extract from the candidates police file; and
- to undergo a compulsory medical examination to establish that the
candidate meets the standard of physical fitness necessary to perform
the duties involved.
For any further information on contractual and working conditions, please refer to
the Staff Regulations of Officials of the European Communities and its Conditions of
employment of other servants of the European Communities, which are available on
the following web page:
http://ec.europa.eu/dgs/human-resources/publications_en.htm
Confirmation of appointment
Temporary staff are required to serve a probationary period of six months.
Essential requirement for the selected applicants: Security Clearance
Eurojust requires selected applicants to sensitive posts to undergo a security
screening procedure and obtain a positive national opinion. The level of the latter
depends on the specific classified data that post-holders deal with. For this post, the
required level of clearance is SECRET.
Applicants who currently hold a valid and positive national security screening opinion
at the above-mentioned level do not need to obtain a new one. They shall then
provide a copy of such opinion to Eurojust and specify the issuing authority, level
and date of expiry. In case the temporal validity of the opinion expires within a year,
the renewal procedure shall be initiated expeditiously.
In case selected applicants do not currently hold a valid and positive national
security screening opinion at the above-mentioned level, Eurojust will require them
to sign a pre-screening self-declaration. Eurojust will request such opinion from the
National Security Agency of the applicants’ state of nationality.
In case such agency issues a negative opinion at the above-mentioned level after the
signature of the contract of employment, Eurojust has the right to terminate the
latter.
Declaration of commitment to serve public interest independently
The successful candidate will be required to make a declaration of commitment to act
independently in the public interest and to make a declaration in relation to interests
that might be considered prejudicial to his/her independence.
The successful candidate will be required to carry out his/her duties and conduct
him/herself solely with the interests of the Communities in mind; he/she shall
neither seek nor take instruction from any government, authority, organisation or
person outside his/her institution. He/she shall carry out the duties assigned with
objectivity, impartiality and loyalty to the Communities.
Equal opportunity
EUROJUST applies a policy of equal opportunity for men and women and accepts
applications without distinction on grounds of sex, race, colour, ethnic or social
origin, genetic characteristics, and language, religious, political or other convictions
or opinions, financial situation, disability, age, sexual orientation, marital status or
family situation.
5. Submission of applications
Your application must be sent to applications@eurojust.europa.eu by no
later than 28 July 2010 at midnight CET.
Please indicate the reference number on the application form, in the heading
of your e-mail and in all future correspondence relating to this application.
Candidates must use the E-application form available on the website of Eurojust and
must mention the reference number and the title of the post for which they are
applying. All the questions on the form must be answered in full. The application
form must be completed in English. Eurojust publishes multiple posts at the same
time and if the candidate wishes to apply for more than one post, he/she must
submit a separate application form for each post.
Should applicants be invited for an interview, in order for the application to be
considered complete, they must bring with them on the day of the interview
originals or certified photocopies of all the supporting documents for their
educational qualifications and employment (diplomas, certificates,
statements of employment, professional references, etc.) and photocopies
of these documents necessary to prove that they fulfil the eligibility criteria.
All documentary evidence of professional experience must indicate both start and
end dates of previous positions and the start date of the position held currently.
Eurojust has the right to disqualify applicants who fail to submit all the
required documents on the date of the interview.
Please note that any documents submitted will not be returned to the candidates.
Application forms sent by fax or by post will not be accepted, except for candidates
who have a proven disability that prevents them from applying via e-mail. These
candidates may submit by post, no later than the indicated closing date for the
submission of applications (the postmark date will serve as proof), a printed version
of the application form, and mail it indicating the reference number of the selection
procedure and title of the post to: EUROJUST, Recruitment Office, P.O. Box 16183,
2500 BD The Hague, The Netherlands.
Closing Date: Closing dates for the submission of applications are strictly adhered
to. Your application must be sent to applications@eurojust.europa.eu by 28 July
2010 at midnight CET. In the heading of the e-mail, the reference number of the
post and the title of the post for which a candidate is applying must be mentioned.
To summarise:
The application form must be fully completed in English. Applications must be sent
to applications@eurojust.europa.eu no later than the indicated closing date,
mentioning the reference number and the vacancy and title of the position in the
header of the e-mail.
The Human Resources Unit will acknowledge receipt of applications. Due to the
volume of applications, only candidates selected for the interviews will be contacted
further. Candidates are invited to follow the recruitment process status on the
Eurojust website.
Please note that the Selection Board’s work and deliberations are strictly
confidential and that any contact, direct or indirect, with its members is
strictly forbidden.
All personal data collected for any selection procedure to be handled by Eurojust will
only be used for its purposes and will in no case be transmitted to any third party.
Any data provided will be treated in the strictest confidence and with high standards
of security. All documents provided to Eurojust during any selection procedure will be
kept in Eurojust’s files and will not be returned to applicants. Applicants' documents
will only be kept for as long as it is mandatory to fulfil the requirements of existing
auditing/control procedures applicable to Eurojust. The Head of the HR Unit of
Eurojust acts as controller of such data, which will be collected and further processed
in full compliance with all applicable data protection regulations and, in particular,
with the rules on the protection and processing of personal data at Eurojust (OJ C
68/1, 19.3.2005). The rights of information, access, correction, blocking and deletion
of personal data are guaranteed under these rules.
Date of publication on Eurojust website: 29.06.2010
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