Friday, February 25, 2011

Associate Information Management Officer, P-2. STL, Leidschendam. Open until 24 March 2011

Vacancy Announcement
24 March 2011

24 February 2011
Leidschendam, The Netherlands
Registry/Court Management Services Section
Associate Information Management Officer
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year duration limited to the Special Tribunal for Lebanon (STL). This appointment and any subsequent extension(s) are subject to terms of the Tribunal’s mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected.

Under the direct supervision of the Information Management Officer within the Court Management Services Section (CMSS) and within the limits of delegated authority the incumbent will be responsible for the following duties:
 Contribute to the formulation of policies, procedures, objectives and guidelines affecting the development and maintenance of the STL’s active and inactive records and archives and delivery of reference services, archival description and systems management.
 Serve as focal point for electronic, manual and audiovisual records management and archival activities for the STL - including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry. In addition, serve as support to the Judicial Records Management Unit, CMSS, as needed.
 Provide record keeping support and advice to Tribunal offices by advising on record keeping system standards and compliance.
 Assist in the development of guidelines, SOPs, training materials and user manuals.
 Train staff in the use of the tribunal’s recordkeeping systems.
 Supervise and undertake records identification functions by compiling records inventories and indexes, liaising with Tribunal offices.
 Assist in records analysis and appraisal functions to develop and apply records retention schedules.
 Supervise and undertake records disposition functions, by liaising with Tribunal offices on the transfer and/or disposal of records.
 Supervise and undertake records accessioning and processing activities; monitor adherence to description, preservation and security standards.
 Oversee space management, internal repositories and commercial storage facilities/contracts to insure adequate storage space is managed in accordance with best practice records storage standards.
 Participate in recordkeeping improvement projects, contributing to feasibility studies, systems analysis,
design, development and implementation.
 Supervise the work of a Senior Archives and Records Assistant.
 Deputize for the Information Management Officer as appropriate.
 Perform any other duties as required.

 Professionalism – Good theoretical background in information management or a related field, with knowledge of archives and records management principles and a good understanding of electronic and audiovisual recordkeeping practice, ideally with specialization in national or international court records and archives. Familiarity with UN recordkeeping policies, procedures and practices desirable.
 Communication – Proven and sustained communication (verbal and written skills), including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups.
 Teamwork – Proven interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment.
 Planning & Organizing – Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Ability to multi-task, to prioritise and to complete assigned work within allocated time.
 Accountability – Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
 Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas thinks “outside the box”.
 Client Orientation – Ability to identify clients’ needs and appropriate solutions; ability to establish and maintain working relations with members of the other organs in general.
 Commitment to Continuous Learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally.
 Technological Awareness – Proven expertise with various information technology office applications.

Education: Advanced university degree in archival, information science, information systems, social science or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of an advanced university degree.
Work Experience: Minimum 2 years of progressively responsible experience in the area of archives or records management. Experience of Electronic Document and Records Management Systems essential. Experience of managing national or international court records or archives would be an asset. Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English is required. Knowledge of the other official languages is an asset.

Wednesday, February 23, 2011

Apprentice - Information Management Agent. IOC, Lausanne. Open until 18 March 2011

Fonction / titre interne Apprenti agent en information documentaire
Statut Apprenti
Taux d’activité 100%
Département Gestion de l’Information
· Veiller à ce que les intérêts du Mouvement olympique et du CIO soient correctement
· S’immerger dans la profession et acquérir une vision d’ensemble du fonctionnement d’un service lié à l’information documentaire (bibliothèque, archives)
· Collaborer activement à toutes les tâches courantes du service

Principales responsabilités et tâches clés
Dans le cadre de ses activités au Département de la gestion de l’information, l’apprenti AID aura les tâches suivantes :

Bibliothèque :
· Collaborer au service de prêt, à l’accueil, à l’orientation et au suivi des demandes des clients internes et externes.
· Assurer le prêt inter bibliothèques et le bulletinage électronique des revues.
· Participer à la création de contenu pour divers supports de communication : diffusion en ligne de la liste des nouvelles acquisitions, comptes-rendus de publications dans la Revue olympique, contribution à la mise à jour du contenu des pages web du service et de l’Intranet.
· Assurer le rangement et le classement des documents dans les diverses sections selon la classification en vigueur. Gérer le dépôt surplus.
· Apporter son concours aux membres de l’équipe pour les travaux et projets en cours selon les priorités.
· Assistance administrative et logistique à divers niveaux : gérer le courrier et la messagerie dela bibliothèque (répondre aux demandes ou les transférer aux personnes concernées).
- Contrôler le matériel courant de la Bibliothèque, rédiger les lettres de remerciement en réponse aux dons, assurer le traitement hebdomadaire des rappels.
· Décrire et analyser les nouvelles publications dans le système VIRTUA selon les normes USMARC en vigueur au sein du réseau RERO des bibliothèques de Suisse occidentale.

Archive :
· Classer, traiter et décrire les documents d’archives dans la base de données
· Participer aux recherches pour les clients internes / externes
· Participer à l’accueil des chercheurs venant consulter les archives.
· Ranger et sortir les archives en fonction des demandes
· Aider à la conservation physique des archives.

Formation et expérience
· Certificat de fin d’étude obligatoire
· Maturité fédérale

Compétences requises
· Langue maternelle française avec de bonnes connaissances de la langue anglaise (écrit, oral)
· Excellentes connaissances en bureautique et aisance dans l’utilisation de l’informatique.
· Bonne culture générale, curiosité intellectuelle
· Bon niveau d’orthographe
· Rigueur dans l’activité quotidienne du travail
· Capacités de communication et d’accueil. Diplomatie, tact et discrétion.

Il peut être demandé à chaque collaborateur d’effectuer des tâches non mentionnées dans son cahier des charges ou sortant de ses attributions.

Tuesday, February 22, 2011

EMC Documentum and RM Consultant. UNFPA, New York. Open until 14 March 2011

Job Title:
Consultancy: Information Management Project- EMC Documentum and RM Consultant
Job ID:
Location: Headquarters

Full/Part Time:

Main Tasks & Responsibilties
Development, Deployment, Support and Administration of an ECM system
■ Overall development, implementation and implementation of an ECM system that satisfies operational integrity and which will be suitable for use globally within UNFPA;
■ Identify, document and validate business requirements and processes of UNFPA;
■ Review existing data sources and systems of record, data sharing mechanisms established between systems and existing data repositories with the aim of implementing uniform ECM system;
■ Manage projects involving user requirements gathering information, feasibility studies, for further development and implementation of an ECM system;
■ Preparation of status and progress updates, review and recommendation reports, and similar project documentation; and
■ Provision of logistical support and expertise.

Draft and Review of Related Policies, Procedures and Practices
■ Review policies, procedures and practices used by the UN and sister agencies which may be used as a basis to facilitate the project;
■ Identification and description of the main Record Series and sub series, priority groupings and functions at the global organizational level. Furthermore, identification of roles and responsibilities;
■ Establishment and drafting of applicable policies and procedures specifically tailored to meet UNFPA requirements but drawing on the experiences and practices of the UN and sister agencies;
■ Creation and continuous updating of record database;
■ Establishment of priority record groupings and main folders;
■ Document workflow, dependencies and related characteristics of priority series;
■ Lifecycle mapping of main records series; and
■ Identify major Record Series, priority groupings and functions at unit level.

Management of an ECM Platform Implementation
■ Review of archives and record keeping functional requirements for ECM platform;
■ Propose ECM tools, review record keeping functional requirements;
■ Conduct pilot projects, evaluate results and effectiveness;
■ Provide report and recommendations for project implementation;
■ Formulate and implement within headquarters units; and
■ Manage and monitor project rollout to regional offices, sub-regional offices, liaison offices and country offices.

Supervision of Scanning and Digitizing Project and Initiatives
■ Review and prepare requirements and technical scope of work;
■ Guide and advise with UNFPA units and stakeholders;
■ Coordinate and liaise with contractor;
■ Supervise and train project staff assisting as required; and
■ Train and support end users throughout the project.

Coordination and Liaison with all Stakeholders
■ Coordination and liaison with stakeholders to ensure successful proceeding of project.
■ Coordination of the delivery, documentation and establishment of the functional requirements throughout UNFPA;
■ Provision of specialized advice and assistance to stakeholders and partners; and
■ Analyzing needs and translating same into requirements and technical specifications.

Establishment educational and support system
■ Establish educational and support system;
■ Create training texts and manuals, FAQ and E-learn;
■ Hold training and related workshops on ARM policies, procedures and platform; and
■ Provide ECM Help Desk services.
Qualifications and Experience
■ Advanced University Degree in Archives and Records Management, Information Management, Business Administration/Management or related discipline;
■ Minimum 5 years of increasingly responsible professional experience at the national level in information management of which 3 years should be at the international level;
■ Up-to-date familiarity with UN system ECM practices and procedures;
■ Extensive practical experience and knowledge of EMC2 Documentum v.6.5;
■ Awareness of ISO and other relevant standards and norms;
■ Excellent command of English required; knowledge of other official UN languages, preferably French and/or Spanish, desirable. Ability to effectively communicate at all levels in both oral and written presentations; and
■ Excellent analytical skills and Prince2 certified.

DURATION: 11 months-----------------------------------------------------------------------------------------------
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
Closing Statement
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

Please take note that the closing date for applications to this consultancy is 14 March 2011 at 5pm New York time.

Wednesday, February 16, 2011

IT Assistant, AST1. HAEU, Florence. Open until 15 March 2011

coupled with a notice for an
Nature of post: 1 temporary post - grade AST1 - IT Assistant
Unit to which post is attached: Historical Archives of the European Union
Duration of contract: four years, renewable initially for a fixed period of up to two
years. Any further renewal will be for an indefinite period.

Description of duties: Reporting to the Director of the Historical Archives of the
European Union, the successful candidate will be in charge of digitisation of historical documents, administration of the electronic records management system, and other equivalent tasks.
Under the supervision of the Historical Archives IT specialist, the successful candidate will:
• Analyse, develop and implement Archives digitisation programmes,
• Make digital inventories and records accessible online through the Historical
Archives web site,
• Coordinate with the EUI’s Computing service and Electronic Records Manager
regarding system administration of the ERM system,
• Ensure accurate capturing, storage, data entry, security and retrieval of the
electronic records in the system,
• Provide user support for the electronic records management system.

A. Eligibility criteria
• Being a national of a Member State 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;
• Scientific/technical 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

• Sound knowledge and experience in digitisation technologies, standards and
formats (PDF, A and OCR);
• Experience in ICT platforms for electronic records management (Livelink,
Documentum, SharePoint, Alfresco, etc.);
• Knowledge of one or more programming languages, including PHP and
Microsoft .Net, and the SQL query language;
• Excellent HTML, CSS, and JavaScript skills with solid knowledge of usability,
accessibility, web design, cross browser issues and new web technologies such
as HTML 5 and CSS 3;
• Knowledge and experience with Windows/Linux OS, web server administration,
J2EE architecture and database management/administration;
• Excellent knowledge of English and good knowledge of another official
language of the European Union.

• Excellent communication skills and ability to work as part of a multinational
• Knowledge and experience with WEB Content Management Systems (CMS)
• Knowledge and understanding of work in Archives

Selection process:
Candidates shortlisted by the Selection Board will be invited for
• a language test
• an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the post and to work in an international academic institution

Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 25 for the assessment on the basis of qualifications;
Marking: 0 to 25 for the language test;
Marking: 0 to 50 for the interview by the Selection Board.

The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,500. 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 organisation, funded directly by signatory states, partly by the
European Commission and to some extent through external funding (
The European University Institute is an equal opportunity employer.

Applications must be submitted electronically using the IUE/1/2011 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:

Friday, February 11, 2011

Records Assistant, G-5. IAEA, Vienna. Open until 10 March 2011

Position and Grade: Records Assistant (G-5)
Organizational Unit: Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 27 May 2010 (re-opened on 11 February 2011)
Application Deadline: 10 March 2011
Type of Appointment: Fixed term (subject to a probationary period of 1 year)
CCOG code: 2.A.23


Organizational Setting
The Archives and Records Management Section (ARMS), Division of General Services, Department of Management is responsible for the management of official records of the IAEA.

The Records Unit, as part of ARMS, is responsible for registering incoming, outgoing, and internal paper-based and electronic records and correspondence written in any of the IAEA's six official languages and German.

Under the supervision of the Records Management Officer, the incumbent has to accurately distribute paper and electronic records to the responsible office(s) and to identify relevant staff who should receive information copies; to index codified correspondence in the Electronic Records Management System (ERMS) and to perform quality assurance checks of the registered correspondence.

Records Assistants are assigned to work within teams servicing designated programme area(s). Teams include the Classified Records Group (CRG), which is responsible for handling all classified records (hardcopy and electronic) in accordance with Information Security Policy, Safeguards Manual and other related instructions.
To classify and assign identification codes by subject or project to incoming, outgoing and internal records, received either in hardcopy or electronically, in accordance with the ARM Handbook. To determine relevant Responsible Officer and copy appropriate distribution list for incoming records. To monitor and ensure that appropriate actions have been taken by the Responsible Officers on incoming records. To perform quality control of developed and duplicated microfilm.
To register incoming, outgoing, and internal paper and electronic records written in any of the IAEA's six official languages and German. To accurately distribute these to the responsible office(s) and identify relevant staff who should receive information copies.
To index codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
To provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
To input records data into ERMS; to perform quality control and correct errors, if any.
To provide information and reference services to the Secretariat upon request, including retrieving information stored on ERMS to assist programme areas.
To conduct audits of Records Offices and assist Records Office Clerks (Secretaries) in organizing and transferring files in accordance with ARM Handbook.
If assigned to the Classified Record Group (CRG), to perform other related tasks such as: filming, in-out charging, maintaining logbooks and transmittal forms for classified records, and shredding of classified records. To organize safe transport of confidential microfilm to the vendor. To provide advice to staff on handling classified records.
To perform any other duties consistent with the level of the post.

Knowledge, Skills and Abilities
Sound knowledge of records management procedures and practices in international organizations. Knowledge of IAEA programmes and activities an asset.
Quality orientation: Ability to work very accurately and to pay attention to details.
Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
Computer skills: Working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity.
English Language Test (Level 2) and English typing Test (Level 2) at IAEA standard.
Language skills: Fluency in verbal and written English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Education and Experience
Completed secondary education.
At least 7 years of clerical experience, 2 years of which should be related to records management activities, records registration and/or document indexing.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €38 791 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply
Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at External applicants are required to apply online at You can find more information about employment opportunities and working at the IAEA at No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.


Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or to make an appointment with a modified job description or for shorter duration than indicated above.


Monday, February 7, 2011

Data Management Officer, P-3. OCHA, Geneva. Open until 5 April 2011

Job Title:
Department/ Office:
Duty Station: GENEVA

Posting Period:
4 February 2011-5 April 2011
Job Opening number:


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

Org. Setting and Reporting

This position is located in the Donor Relations Section (DRS), Office for the Coordination of Humanitarian Affairs (OCHA), Geneva, Switzerland. The Programme Officer reports to the Chief of the Donor Relations Section, or designate.


Within delegated authority, the Programme Officer will be responsible for the following duties:

Participates in the development, implementation and evaluation of assigned information management projects, etc.; monitors and analyzes project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and proposes corrective actions; liaises with relevant parties; identifies and tracks follow-up actions.
Provides advisory services on information management approaches and practices in disaster preparedness and response, including: needs and business process analysis; collection, processing and analysis of data and information; and information management policies and procedures, with an emphasis on technological applications.
Researches, analyses and evaluates new applications of information systems, technology and processes to the management of information in disasters and/or complex emergencies and makes recommendations for their deployment.
Assists in policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
Undertakes survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identifies problems/issues and prepares conclusions.
Prepares various written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, meeting minutes etc. related to information management practices in disaster preparedness and response.
Provides substantive support to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
Undertakes outreach activities; conducts training workshops, seminars, etc.; makes presentations on information management practices in disaster preparedness and response.
Develops detailed system and other functional specifications and standards for managing information in disasters and/or complex emergencies, including the development of training materials and user manuals.
Participates in large, complex projects, to include disaster assessment or other missions; assists in the coordination of international humanitarian/emergency assistance for complex emergency/disaster situations and in ensuring the necessary support (e.g. staff, funding, specialized equipment, supplies, etc.); undertakes and provides support to technical assistance and other field missions, e.g. participates in field trips to undertake in-depth reviews of specific country coordination mechanisms.
Performs other duties as required.


PROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches to the management of information in disaster contexts and complex emergencies. 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 on the management of information in disaster contexts, 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. 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.
CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box". Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.


Advanced university degree (Master’s degree or equivalent) in Business Administration, Disaster Management, Emergency Management, Geographic Information Systems, Information Management, Information Systems, Social Sciences 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 five years of progressively responsible experience in managing information in a disaster management, emergency management, humanitarian crisis or related context is required. Relevant experience managing information in a disaster at the international level is desirable.


For this post fluency in English is required. Knowledge of another official United Nations language 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

Competency based interview. Written test and case study may be administered.

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.
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

No Fee


Knowledge Management Officer, AD7. EIGE, Vilnius. Open until 15 February 2011

Knowledge Management Officer
Temporary Agent (AD7) - 5 year renewable contract
reference: EIGE/2011/TA/01/AD7
The European Institute for Gender Equality (EIGE) [1] is publishing a call for applications with a view to establishing a reserve list for Temporary Agents for the post of Knowledge Management Officer.

The registration of applications will begin on 18th January 2011 and will close on 15th February 2011 at 23:00 Eastern European Time.

1. The role of the InstituteBased in Vilnius, Lithuania, EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives related to the contribution and strengthening of gender equality promotion.

To achieve its goals, the Institute shall collect and analyse objective, comparable and reliable information at Community level and develop appropriate methodological tools for the integration of gender equality into all Community policies. EIGE shall equally foster the exchange of good practices and dialogue between stakeholders and raise EU citizen awareness of this policy area by providing technical assistance to the Community institutions, in particular the Commission, as well as the authorities of the Member States.

In the course of its work to promote and strengthen gender equality EIGE will also strive to eliminate gender discrimination.

2. Job profile and dutiesUnder the supervision of the Head of the Operations Unit and working in close collaboration with other colleagues, the jobholder will coordinate the establishment of the Institute's Resource and Documentation centre and contribute substantially to the implementation of the Work Programmes and other related activities.

The Knowledge Management Officer will be involved in the following tasks and activities:

coordinate the work of the Institute's Resource and Documentation centre in addition to developing and updating its concept, structure, content and quality assurance system;
coordinate the contribution of all teams within the Institute in connection with the development and operation of the Resource and Documentation centre;
lead and plan the contribution of the Institute's teams of stakeholders and communication to the Resource and Documentation centre;
support the work of the electronic European Network on Gender Equality, ensuring that its concept, structure and content are developed and updated and supported by an effective quality assurance system;
contribute to the development and implementation of various gender equality projects in particular the Beijing Platform for Action and the EU Gender Equality Index;
support a strategy for the collection, analysis, and dissemination of timely gender equality information, legislation, fact sheets, publications and research;
contribute to the establishment of a reliable overview of gender equality work and research together with reputable gender equality institutions and researchers in the EU, focusing in particular on socio-economic, legal and political aspects;
on the basis of collected information, initiate and support the production of publications in cooperation with the Institute's research and communications teams, other experts as well as external contractors;
draft technical specifications for procurement in connection with projects of the Resource and Documentation centre, in collaboration with EIGE's Procurement Officer and to participate in the evaluation and selection of proposals;
contribute to the estimates of the Institute's annual budget allocation to the Resource and Documentation centre;
organise and represent the Institute at meetings with organisations and experts involved in data and information management, in particular, within the area of gender equality and,
in cooperation with the Institute's stakeholders' team, develop dialogue and relations with non-governmental and equal opportunities organisations, universities and research centres, social partners and other related bodies actively seeking to achieve equality at a national and European level as well as in third countries.

3. Qualifications and experience required3.1 Formal requirements
To be considered eligible for selection, an applicant must, by the closing date of this call:

have a university degree [2] which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, or have a level of education which corresponds to completed university studies attested by a diploma and appropriate professional experience of at least one year when the normal period of university education is at least three years;
have a good command, both spoken and written, of at least two official EU languages;
be a national of a member state of the EU;
be able to serve a full five year term before reaching the EU statutory retirement age of 65;
enjoy full rights as a citizen;
have fulfilled any obligations imposed by the national laws concerning military service, and
be physically fit to perform duties [3].

3.2 Selection criteria

At least six years professional experience gained after the award of the relevant qualification and at a suitable level corresponding to performance of the duties as defined in Section 2.
A demonstrable background of management of data bases and information centres preferably, within the field of gender equality matters.
Analytical and planning skills, the ability to set priorities, an aptitude for achieving significant results.
High level competence in drafting papers and reports in English.
Experience with computer applications for data and information management systems.
Evident knowledge in procurement matters, particularly in an EU institution/agency context.
Previous exposure to international and/or multicultural /multilingual environment.
Excellent communication, organisation and interpersonal skills.
The capacity to motivate, together with the ability to establish and maintain effective communication with colleagues.
A good command of English which is the predominant working language at the Institute.
Evident problem solving and negotiation capabilities.
Strong organisational and administrative skills, including the ability to manage priorities, work under pressure and meet tight deadlines.

Work experience in an EU institution/agency.
Experience of building expert networks particularly in areas related to gender equality.
Knowledge of EU policies related to gender equality and procurement rules applicable to EU institutions and bodies.

4. Selection procedure and applicationThe selection procedure includes the following steps:

Only duly completed applications submitted electronically within the deadline will be taken into consideration.
Each duly completed application will be examined with a view to establishing that the candidate meets all eligibility criteria.
Eligible applications will be evaluated by the appointed Selection Committee based on selection criteria defined in this vacancy notice. Depending on the number of applications received, the Selection Committee may apply stricter requirements within the selection criteria noted above.
The best-admissible candidates will be short-listed for interview.
Due to large volume of applications, only candidates selected for the interviews will be contacted.
Interviews will be held in English.
During the interview session, the Selection Committee will examine the candidates' profiles and assess their relevancy for the post in question. On the day of the interview, candidates may also be required to undergo a competency assessment exercise.
On the day of interview candidates will be requested to present , originals and copies of documents detailing citizenship, studies and professional experience, in particular:
a copy of identity card, passport or other official document specifying citizenship;
a copy of diploma certifying a required level of academic qualifications;
documentary evidence of professional experience, clearly indicating starting and finishing dates.
Copies of these documents will be retained by the Institute.
If at any stage of the procedure, it were established that information in the application has been knowingly falsified, the candidate shall be disqualified from the selection process.
Successful candidates will be included in a reserve list which will be valid for 12 months. The validity of this list may be extended. Each candidate will be informed by letter whether or not s/he has been placed on the reserve list. However inclusion of candidates on the reserve list does not guarantee recruitment.
The Director of the Institute will appoint the selected jobholder from the reserve list, taking into account the establishment of a gender balanced, geographically diverse organisation.
The internal proceedings of the Selection Committee are strictly confidential and any contact with its members is strictly forbidden. Soliciting on behalf of a candidate can lead to immediate disqualification.

For applications to be valid, candidates must complete an EIGE application form. It is to be forwarded electronically to The subject title should include the vacancy reference number.

Application form (.doc - 216KB)

Applicants are requested not to attach any supporting documents at this stage (e.g. copies of ID cards, diplomas, evidence of previous professional experience, etc). Only candidates invited to an interview will be asked to present copies of these documents for verification. Applications will not be returned to candidates but will be kept on the file by the Institute in line with its data protection guidelines.

Please note that the time period between the closing date for the submission of applications and the end of the process to short list candidates for the interview may take several weeks.

Due to the large volume of applications, the Institute regrets that only candidates selected for the interviews will be contacted.

5. Appointment and conditions of employmentThe place of employment shall be Vilnius, Lithuania. For reasons related to the Institute’s operational requirements, the chosen candidate will be required to be available at short notice. S/he will be offered a temporary agent's contract under Article 2 (a) of the Conditions of employment of other servants of the European Communities and will be engaged at grade AD 7 subject to a six month probation period. The duration of the initial contract will be five years. The initial contract may be renewed.

The pay of the Community temporary agents consists of the basic remuneration as well as various allowances [4] depending on personal situation of the jobholder. For information, the current gross basic salary of AD 7 (first step) before deductions and the correction coefficient weighting of 72.5% for Lithuania, is €5,568.11. The salary will be paid in the local currency: LTL. All remuneration is subject to a Community tax at source. Deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxation.

6. Independence and declarations of interestThe job holder will be required to enter into a commitment to act independently in the public interest and to make complete declarations of any direct or indirect interests that might be considered prejudicial to his/her independence. Candidates must confirm their willingness to do so in their application.

7. Equal opportunitiesEIGE applies a policy of equal opportunities and accepts applications without distinction on any grounds.

8. Appeal proceduresIf a candidate considers that s/he has been adversely affected by a particular decision, s/he can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of Employment of Other Servants of the European Communities, by writing to The Director, European Institute for Gender Equality, Svitrigailos g. 11m, Vilnius, Lithuania LT-03228.

The complaint must be lodged within three months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22nd March 2004 published in the Official Journal of the European Union L 124 of 27th April 2004 – ) starts to run from the time the candidate is notified of the act adversely affecting him/her.
9. Protection of personal data

As the body responsible for organising the competition, the EIGE ensures that applicants’ personal data are processed as required by Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (Official Journal of the European Communities, L 8 of 12 January 2001). This applies in particular to the confidentiality and security of such data.

Personal data shall thus be processed solely for the purpose of the selection procedure.

[1] Established by the European Parliament and of the Council Regulation (EC) No 1922/2006 of 20 December 2006 (OJ L 403/9 of 30.12.2006)
[2] Only qualifications issued by EU Member State authorities and qualifications recognised as equivalent by the relevant Member States authorities will be accepted.
[3] Before recruitment, the applicant will be medically examined for the purposes of Article 12(2) (d) of the Conditions of Employment of Other Servants of the European Communities.
[4] For example: 16% expatriation allowance, household allowance, education allowance, dependant child allowance etc.

Tuesday, February 1, 2011

Records/Archives Analyst (Reference Archivist). World Bank, Washington DC. Open until 9 February 2011

Job # 110163
Job Title Record/Archives Analyst (Reference Archivist)
Job Family Information Management and Technology
Location Washington, DC
Appointment Local Hire
Job Posted 26-Jan-2011
Closing Date 09-Feb-2011
Language Requirements English [Essential]; Arabic [Desired]; Chinese [Desired]; French [Desired]; Spanish [Desired]
Appointment Type

Background / General description
The Library and Archives of Development (LAD) provides information services to the Bank Group and the public. The services are provided by three units: the World Bank Group Library, the World Bank Group Archives and the Internal Documents Unit (IDU). This position is in the Archives. The World Bank Group Library and Archives of Development manages the world’s most extensive collection of development information. The service’s integrated assets enable operations staff to quickly find and use premium paper and digital information in their daily work around the world. The Archives work program focuses on preserving institutional memory, assisting internal and external clients find and use information, and promoting international standards for Records Management practices within the Bank. The Archives manages 80% of requests related to the new Access to Information Policy implementation and is the main public facing unit in the implementation of the new policy. The Archives is responsible for retention disposition policies for Bank Group records (in all formats and media) and for providing secure storage and retrieval services for non-current records. The Archives reports to the Manager and Chief Archivist, and to the Vice President and Chief Information Officer, IMT.

Duties and Accountabilities
Responsible for contributing to the deliverables and functions of the archival unit of ISGLA. • Provides general archival support to ISGLA, particularly on serving the full cycle of the access to information requests process, to include document reviews, interaction with originating units, and requestors. • Conducts complex reference and retrieval operation. • Monitors and enforces adherence to policies regarding public access to the WBG information. • Assists in the arrangement and description of fonds held by the World Bank Group Archives. • Under the direction of senior archivists and program manager, assists in arranging records into series using function analysis, describing records at the fonds and series level according to the International Standard for Archival Description (ISAD(G)) and World Bank Group specific rules. • Provides input to the development of other finding aids and other descriptive information on websites. • Updates information in the WBG Archives’ business system (TRIM). • Helps to organize and preserve digital historic collections (e.g., web Archives, digital photographs, digital multimedia). • Under the direction of senior members of the archives, provides input to the development of quality control standards, metadata and cataloging rules for a variety of electronic systems. • As member of team, support activities related to the supervision of the reading room, document reviews and serving documents to researchers, or providing training to staff as needed. • As an integral part of the Archives team, is an active participant in Archives’ day to day projects and special projects, responsibilities and deliverables. In this context may also participate in the following: • Help develop long-range organizational strategies and plans for electronic records strategies. • Conduct periodic inventories and updates to record schedules to ensure that all new records series are supported; client visits may be required. • Provide input to systems for compliance with institutional/international regulations for storage, security and access to electronic records. • Provide technical inputs on electronic records (all status conditions) creation, determination, maintenance and disposition. • Ensure collection and dissemination of professional information on electronic records management. • Under direction of senior archive staff, advise organizational units and all administrators of certified records management system on electronic records life cycle management to ensure that electronic records are protected from beginning to end of life cycle. • Work in coordination with information security to develop internal control measures to protect organizational integrity of electronic records and to prevent unauthorized use of misappropriation of classified information. • Help conducts information management assessments and develops electronic records management procedures to support all business areas of the organization. • Conduct periodic quality assurance checks of all certified records management systems in the World Bank.

Selection Criteria
Successful candidates are expected to demonstrate: • Sound theoretical and/or applied knowledge of archives, database, and information management systems. • Experience in arrangement and description projects using the International Standard for Archival Description (ISAD(G)) or the Rules for Archival Description (RAD) is required. • Experience as a working level archivist preferred. • Knowledge of the Microsoft Office software suite, TRIM, and/or web publishing is an asset. • Ability to develop classification schemes to manage active records and make judgments on the archival value of the variety of documents and business records of the organization. • Knowledge of and experience with standards and best practices for records management. • Familiarity with records and document management software systems. Knowledge of inactive records storage facility/ technology and systems. • Familiarity with electronic records retention to manage data lifecycle. • Familiarity with digital preservation. • Demonstrated interest in and understanding of the Bank Group’s work and objectives. External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group. • Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and analysis. • Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance. • Proven ability to develop and maintain good working relationships with staff at different levels across the organization; evidence of leadership effectiveness. • Excellent verbal and written communication in English a must; proven ability to write concise reports and deliver effective oral presentations. Education and Experience • BA/BS Degree in Library and Archives, or Information Science or related field, History, plus 4 years industry experience is minimum requirement. • Prefer MA/MS in Library and Archives, Computer Science or Information Science or related field, plus 3 – 5 years of relevant experience. • Demonstrated interest in History a plus. • Command of either of the following languages is highly desirable: French, Spanish, Arabic, Chinese. • Good public outreach skills a must. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.