Vacancy Notice No: PAHO/11/FT147
Title: Specialist, Digital Literacy and Social Networks
Grade: P2
Contract type: Fixed-Term Appointment
Duration of contract: Two years, first year probationary period.
Date: 25 April 2011
Application Deadline: 6 June 2011
Duty Station: Washington, D.C., United States of America
Organization unit: AM Americas (AM)
Knowledge Management and Communication Office (KMC)
OBJECTIVES OF THE PROGRAMME :
To establish the principles and practice of knowledge management and communication as fundamental to public health and a key component of technical cooperation and capacity building. As such, it oversees the equitable and efficient dissemination of health information and communications to priority audiences, especially in Member Countries, as well as PAHO's knowledge sharing processes and information and communications products. It ensures that PAHO is widely recognized as a source of authoritative scientific and technical information and safeguards PAHO's intellectual property against any use contrary to the Organization's mission and principles.
Description of duties:
Under the general supervision of the Manager, Knowledge Management and Communication, and the direct supervision of the Advisor, Library and Information Networks, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Provide technical support for Organizational strategies, approaches and work plans for improving digital media projects for all staff and stakeholders;
b) Provide technical support in the development of knowledge management initiatives to help reduce the "digital gap" in knowledge generation using the new technologies of information and communication;
c) Collaborate in the development and implementation of a training program to strengthen digital competencies and digital literacy skills;
d) Provide technical support for the adoption of new technologies and methodologies to improve access and dissemination of public health information and the adoption of innovative information and knowledge management tools and methodologies, including the adoption of new technologies of information and communications for content management in health;
e) Provide technical support to formulate the strategic model for mobilization of resources to promote the use of information and communication technologies to improve health systems performance;
f) Provide technical support in the development of a plan for the standardization of the Organization's social networks, and collaborate with its maintenance, application and improvement;
g) Provide technical support in the creation/maintenance of the Organization's social networks, for example: Facebook, Twitter, Blogs and Wikis, as required;
h) Provide technical support for the searches on Internet and bibliographical databases to respond to the information needs of the technical areas and country offices;
i) Participate in the Organization's Information Management by responding to the cataloguing services in order to maintain the Library database/institutional repository;
j) Provide technical support for new technologies in order to organize, update and manage the Organization's Taxonomy;
k) Participate in discussions and implementations of the Institutional Repository of the Organization;
l) Support Editorial Services for the standardization activities of the Organization's technical and scientific publications;
m) Update and improve the dissemination of the Library services and products in Web 2.0 and Intranet-SharePoint;
n) Participate in projects of Information Literacy, Virtual Health Library and other information projects in the Organization;
o) Perform other related, duties as assigned.
REQUIRED QUALIFICATIONS
Education:
A university degree in social sciences, information management, knowledge management, or related field from a recognized institution.
Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint, Outlook and Virtual Collaboration tools. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset.
Experience:
Five years of combined national and international experience in using new information and communications technologies.
Languages:
Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
Additional Information:
A WRITTEN TEST AND/OR INTERVIEW MAY BE HELD FOR THIS POST. CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.
Annual salary: (Net of tax)
US. $46,669.00 at single rate
US. $49,756.00 with primary dependants Post Adjustment: 44.6 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
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Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
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WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
Thursday, April 28, 2011
Associate Records Management Officer, P-2. UNFCCC, Bonn. Open until 9 May 2011
UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat
TEMPORARY APPOINTMENT
INFOMRATION SERVICES (IS) PROGRAMME
Knowledge Management (KM) Unit
ANNOUNCEMENT NO: 11/TA04/IS
PUBLICATION/TRANSMISSION DATE: 26 April 2011
DEADLINE FOR APPLICATION 09 May 2011
TITLE AND GRADE: Associate Records Management Officer, P-2
INDICATIVE MONTHLY SALARY: USD 3,889 to 4,381 net (without dependents)
USD 4,146 to 4,689 (with dependants)
plus variable post adjustment, currently 56.5% of
net salary), plus other UN benefits
DURATION OF APPOINTMENT: as soon as possible for 11 months
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Associate Records Management Officer is a member of the records management
implementation project team within Knowledge Management Unit. The project team is charged with the
task of implementing records management programme across the Climate Change Secretariat - in terms
of the substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Associate Records Management Officer reports to the Records Management Officer and is
responsible for the supporting staff in secretariat programmes to understand records management
principles and practice, managing physical records management project, and implementing records
management policy on records disposition. Specific responsibilities are:
1. Supervise and provides substantive support towards the backlog physical records management
project
2. Liaise with record-creating offices on the transfer of records to IS/KM records centre
3. Analyse and evaluate records for evidential and informational value in support of records
appraisal
/…
2
4. Coordinate the records disposal including disposal authorization
5. Design and develop the functional requirement for the physical records management workflow
and coordinate with ITS for its implementation in FileNet
6. Supervise the archival processing activities at the records centre and monitor adherence to
description, database and preservation standards
7. Perform and supervise reference functions by advising internal and external users on holdings
and accessibility and assisting in the administration of access and declassification activities
8. Provide training to staff members on physical records management principles and practice
9. Supervise General Service staff relating to functions cited above
10. Perform other related duties, as required.
Requirements
• A first level university degree in archival, information science, information systems, records
management or similar discipline;
• A minimum of three years of progressively responsible experience in modern archives
management, record keeping, information management or related area;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. Qualified women candidates and candidates from developing countries are especially
encouraged to apply
2. Service is limited to the UNFCCC secretariat
3. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat
TEMPORARY APPOINTMENT
INFOMRATION SERVICES (IS) PROGRAMME
Knowledge Management (KM) Unit
ANNOUNCEMENT NO: 11/TA04/IS
PUBLICATION/TRANSMISSION DATE: 26 April 2011
DEADLINE FOR APPLICATION 09 May 2011
TITLE AND GRADE: Associate Records Management Officer, P-2
INDICATIVE MONTHLY SALARY: USD 3,889 to 4,381 net (without dependents)
USD 4,146 to 4,689 (with dependants)
plus variable post adjustment, currently 56.5% of
net salary), plus other UN benefits
DURATION OF APPOINTMENT: as soon as possible for 11 months
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Associate Records Management Officer is a member of the records management
implementation project team within Knowledge Management Unit. The project team is charged with the
task of implementing records management programme across the Climate Change Secretariat - in terms
of the substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Associate Records Management Officer reports to the Records Management Officer and is
responsible for the supporting staff in secretariat programmes to understand records management
principles and practice, managing physical records management project, and implementing records
management policy on records disposition. Specific responsibilities are:
1. Supervise and provides substantive support towards the backlog physical records management
project
2. Liaise with record-creating offices on the transfer of records to IS/KM records centre
3. Analyse and evaluate records for evidential and informational value in support of records
appraisal
/…
2
4. Coordinate the records disposal including disposal authorization
5. Design and develop the functional requirement for the physical records management workflow
and coordinate with ITS for its implementation in FileNet
6. Supervise the archival processing activities at the records centre and monitor adherence to
description, database and preservation standards
7. Perform and supervise reference functions by advising internal and external users on holdings
and accessibility and assisting in the administration of access and declassification activities
8. Provide training to staff members on physical records management principles and practice
9. Supervise General Service staff relating to functions cited above
10. Perform other related duties, as required.
Requirements
• A first level university degree in archival, information science, information systems, records
management or similar discipline;
• A minimum of three years of progressively responsible experience in modern archives
management, record keeping, information management or related area;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. Qualified women candidates and candidates from developing countries are especially
encouraged to apply
2. Service is limited to the UNFCCC secretariat
3. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
Friday, April 22, 2011
Document Management and Data Protection Officer, AD5. EASO, Valletta. Open until 18 May 2011
EUROPEAN ASYLUM SUPPORT OFFICE
Vacancy for a post of Document Management and Data Protection Officer(Grade AD 5) in the European Asylum Support Office (EASO)
REF.: EASO/2011/013
Publication External
Title of function Document Management and Data
Protection Officer (EASO)
Parent Directorate-General / Service DG HOME (BXL)
1. WE ARE
The European Asylum Support Office (hereinafter referred to as "the Support Office"),
established by Regulation 439/20101, strengthens European Union (EU) Member States
practical cooperation on asylum, enhances the implementation of the Common European
Asylum System (CEAS) and supports Member States whose asylum and reception
systems are under particular pressure.
Specifically, the Support Office focuses on three main tasks:
1. developing practical cooperation among Member States on asylum by facilitating
exchange of information on countries of origin, by providing Member States with
support for translation and interpretation, training of asylum officials and
assisting in the relocation of beneficiaries of international protection;
2. supporting Member States under particular pressure, in particular through the
establishment of an early warning system, coordinating teams of experts to assist
EU Member States in managing asylum applications and in putting in place
appropriate reception facilities;
3. contributing to the implementation of the CEAS by collecting and exchanging
information on best practices, drawing up an annual report on the asylum
situation in the EU and adopting technical documents, such as guidelines and
operating manuals, on the implementation of the EU asylum instruments.
The organisation chart of the Support Office can be consulted at:
http://ec.europa.eu/home-affairs/policies/asylum/asylum_easo_en.htm.
1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).
The headquarters of the Support Office are located in Valletta Harbour (Malta).
2. WE PROPOSE
The Document Management and Data Protection Officer will be responsible for ensuring
systems administration, local support and for creating and preserving records that
adequately and properly document the organisation, functions, policies, decisions,
procedures and essential transactions of the Support Office. Furthermore, he/she will act as the Support Office's Data Protection Officer and monitor the application of Regulation(EC) No 45/2001 on Personal Data Protection issues by the Support Office.
His/her main duties will be to:
Assist the Executive Director in planning and implementing information management
technology;
Implement a record management system;
Collect, record, index, file, sort, and preserve documents in accordance with current
international standards, using electronic document and archive management systems;
Develop file plans and indexing approaches, where appropriate, to simplify the use of,
access to, and integration of information within the Support Office;
Draft, update and implement schedules for records created and maintained by the
Support Office;
Help guarantee document authenticity, particularly in an electronic environment;
Review and recommend requests for records equipment, services and supplies;
Advise the Executive Director on Personal Data Protection issues in line with
Regulation (EC) No 45/2001 and monitor its application by the Support Office;
Act as the Data Protection Officer of the Support Office;
Carry out other related tasks as requested.
3. WE LOOK FOR
A) Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
1. Have a level of education which corresponds to completed university studies of at
least three years attested by a diploma;
(Only diplomas and certificates that have been awarded in EU Member States or that
are the subject of equivalence certificates issued by authorities in the said Member
States shall be taken into consideration)
2. By the closing date for applications candidates must have, over and above the
qualifications mentioned in Section 3.A.1, at least three years of professional
experience of which two years with tasks closely related to those described in
Section 22;
3. Be citizens of a Member State of the European Union;
4. Be entitled to their full rights as citizens;
5. Have fulfilled any obligations imposed by the applicable laws concerning military
service;
6. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of a second of these languages to the extent necessary for the performance of the duties pertaining to the post;
7. Be physically fit to perform the duties linked to the post3.
B) Selection criteria
Essential
1. Sound knowledge and proven professional experience in the areas mentioned in the
job description under Section 2;
2. Excellent written and oral command of English;
3. Ability to work in a team and under pressure;
4. Excellent organisational skills;
5. Good analytical capabilities and problem-solving skills;
6. Ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet, etc.);
7. Knowledge of the mission and organisation of the Support Office.
Advantageous
1. Post-graduate degree obtained in a field relevant for the above mentioned tasks and duties;
2. Knowledge of other official languages of the European Union;
3. Professional experience in a position related to the aforementioned duties, preferably in a European Institution, Agency or Body;
4. Previous experience within an international and multicultural environment.
2 Professional experience is counted only from the time the candidate obtained the diploma required for being eligible. At a later stage, the candidate will be asked to provide supporting documents confirming the length and the level of his/her professional experience.
3 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.
4. SELECTION AND APPOINTMENT
The Regulation which provides the legal basis for the Support Office was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).
The present publication is organised under the responsibility of the European
Commission (Directorate General for Home Affairs).
Eligibility of candidates will be assessed by a Selection Committee according to
compliance with all eligibility criteria by the closing date for the submission of
applications.
The best-qualified eligible candidates whose application shows evidence of all required competences and skills listed under the Selection Criteria may be asked to undergo a preselection test and/or a written competency test. Successful candidates will be invited for an interview, which will be held for the most part in English.
The interview will consist of the following components:
- General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
- Knowledge of European integration, the institutions and in particular of the role of the EU agencies;
- Specific competences with reference to the applicants' profiles in line with the
selection criteria of the present Vacancy Notice.
Candidates invited to an interview will be required to bring with them originals and
copies or officially certified copies of the documents listed below:
• A document proving their citizenship (e.g. passport);
• Certificates attesting their educational and professional qualifications, in
particular those giving access to the profile in question, including an extract from
their police file;
• Documentary evidence of their professional experience after the date on which the
candidate obtained the qualification giving access to the profile in question,
clearly indicating the starting and finishing dates, whether full or part time, and
the nature of the duties carried out.
The Selection Committee will propose a short list of successful candidates to the
Appointing Authority, who will decide on the appointment of the successful candidate
and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.
The reserve list for this post will be valid until 30 April 2012 and may be extended at the discretion of the Appointing Authority.
Prior to contract signature, the successful candidate will be asked to undergo a
compulsory medical examination by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.
5. EQUAL OPPORTUNITIES
The Support Office applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.
6. CONDITIONS OF EMPLOYMENT
The Officer will be appointed by the Executive Director, upon recommendation of the
Selection Committee, following the selection procedure.
He/she will be recruited as a temporary agent pursuant to Article 2(a) of the CEOS for a period of five years which may be renewed. The temporary agent post in question will be placed in group AD 5.
Successful candidates who are recruited will undergo an initial probation period of six months.
The pay consists of a basic salary in EURO weighted by the correction coefficient (for Malta currently 82.2%) supplemented with various allowances, including family
allowances. The salaries of staff members are subject to a Community tax deducted at
source. Staff members are exempt from national tax on salary and are members of the
Community social security and pension schemes.
For further information on working conditions of temporary staff please refer to CEOS:
http:/ec.europa.eu/civil_service/docs/toc100_en.pdf.
The place of employment is Valletta Harbour (Malta).
7. APPLICATION PROCEDURE
For applications to be valid, candidates must submit:
• a detailed curriculum vitae in Europass CV format in English;
• a letter of motivation (1 page maximum).
Applications, preferably in English, should be sent solely by email to HOMESELECTIONS-EASO@ec.europa.eu quoting the reference number of the vacancy notice.
Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.
Please note that the selection process may take several months.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of
experience, etc.) should not be sent at this stage but must be submitted at a later stage of the procedure when requested.
In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.
Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The authority in charge of concluding contracts reserves the right to disqualify any candidate who disregards this instruction.
Closing date:
The closing date for submission of the applications is 18 May 2011 at 13:00 (Local time). The Support Office will disregard any application received after that date.
If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.
8. DATA PROTECTION
The purpose of processing of the data you submit is to manage your application(s) in
view of a possible pre-selection and recruitment at the Support Office.
The Support Office does not make public the names of successful candidates on reserve
lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Support Office management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you will be processed in line with Regulation(EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data.
9. APPEAL PROCEDURES
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and the CEOS, at the following address:
The Executive Director
European Asylum Support Office
c/o European Commission
DG Home Affairs
M0 59 01/005
1049 Brussels
Belgium
The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.
Vacancy for a post of Document Management and Data Protection Officer(Grade AD 5) in the European Asylum Support Office (EASO)
REF.: EASO/2011/013
Publication External
Title of function Document Management and Data
Protection Officer (EASO)
Parent Directorate-General / Service DG HOME (BXL)
1. WE ARE
The European Asylum Support Office (hereinafter referred to as "the Support Office"),
established by Regulation 439/20101, strengthens European Union (EU) Member States
practical cooperation on asylum, enhances the implementation of the Common European
Asylum System (CEAS) and supports Member States whose asylum and reception
systems are under particular pressure.
Specifically, the Support Office focuses on three main tasks:
1. developing practical cooperation among Member States on asylum by facilitating
exchange of information on countries of origin, by providing Member States with
support for translation and interpretation, training of asylum officials and
assisting in the relocation of beneficiaries of international protection;
2. supporting Member States under particular pressure, in particular through the
establishment of an early warning system, coordinating teams of experts to assist
EU Member States in managing asylum applications and in putting in place
appropriate reception facilities;
3. contributing to the implementation of the CEAS by collecting and exchanging
information on best practices, drawing up an annual report on the asylum
situation in the EU and adopting technical documents, such as guidelines and
operating manuals, on the implementation of the EU asylum instruments.
The organisation chart of the Support Office can be consulted at:
http://ec.europa.eu/home-affairs/policies/asylum/asylum_easo_en.htm.
1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).
The headquarters of the Support Office are located in Valletta Harbour (Malta).
2. WE PROPOSE
The Document Management and Data Protection Officer will be responsible for ensuring
systems administration, local support and for creating and preserving records that
adequately and properly document the organisation, functions, policies, decisions,
procedures and essential transactions of the Support Office. Furthermore, he/she will act as the Support Office's Data Protection Officer and monitor the application of Regulation(EC) No 45/2001 on Personal Data Protection issues by the Support Office.
His/her main duties will be to:
Assist the Executive Director in planning and implementing information management
technology;
Implement a record management system;
Collect, record, index, file, sort, and preserve documents in accordance with current
international standards, using electronic document and archive management systems;
Develop file plans and indexing approaches, where appropriate, to simplify the use of,
access to, and integration of information within the Support Office;
Draft, update and implement schedules for records created and maintained by the
Support Office;
Help guarantee document authenticity, particularly in an electronic environment;
Review and recommend requests for records equipment, services and supplies;
Advise the Executive Director on Personal Data Protection issues in line with
Regulation (EC) No 45/2001 and monitor its application by the Support Office;
Act as the Data Protection Officer of the Support Office;
Carry out other related tasks as requested.
3. WE LOOK FOR
A) Eligibility criteria
Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:
1. Have a level of education which corresponds to completed university studies of at
least three years attested by a diploma;
(Only diplomas and certificates that have been awarded in EU Member States or that
are the subject of equivalence certificates issued by authorities in the said Member
States shall be taken into consideration)
2. By the closing date for applications candidates must have, over and above the
qualifications mentioned in Section 3.A.1, at least three years of professional
experience of which two years with tasks closely related to those described in
Section 22;
3. Be citizens of a Member State of the European Union;
4. Be entitled to their full rights as citizens;
5. Have fulfilled any obligations imposed by the applicable laws concerning military
service;
6. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of a second of these languages to the extent necessary for the performance of the duties pertaining to the post;
7. Be physically fit to perform the duties linked to the post3.
B) Selection criteria
Essential
1. Sound knowledge and proven professional experience in the areas mentioned in the
job description under Section 2;
2. Excellent written and oral command of English;
3. Ability to work in a team and under pressure;
4. Excellent organisational skills;
5. Good analytical capabilities and problem-solving skills;
6. Ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet, etc.);
7. Knowledge of the mission and organisation of the Support Office.
Advantageous
1. Post-graduate degree obtained in a field relevant for the above mentioned tasks and duties;
2. Knowledge of other official languages of the European Union;
3. Professional experience in a position related to the aforementioned duties, preferably in a European Institution, Agency or Body;
4. Previous experience within an international and multicultural environment.
2 Professional experience is counted only from the time the candidate obtained the diploma required for being eligible. At a later stage, the candidate will be asked to provide supporting documents confirming the length and the level of his/her professional experience.
3 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.
4. SELECTION AND APPOINTMENT
The Regulation which provides the legal basis for the Support Office was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).
The present publication is organised under the responsibility of the European
Commission (Directorate General for Home Affairs).
Eligibility of candidates will be assessed by a Selection Committee according to
compliance with all eligibility criteria by the closing date for the submission of
applications.
The best-qualified eligible candidates whose application shows evidence of all required competences and skills listed under the Selection Criteria may be asked to undergo a preselection test and/or a written competency test. Successful candidates will be invited for an interview, which will be held for the most part in English.
The interview will consist of the following components:
- General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);
- Knowledge of European integration, the institutions and in particular of the role of the EU agencies;
- Specific competences with reference to the applicants' profiles in line with the
selection criteria of the present Vacancy Notice.
Candidates invited to an interview will be required to bring with them originals and
copies or officially certified copies of the documents listed below:
• A document proving their citizenship (e.g. passport);
• Certificates attesting their educational and professional qualifications, in
particular those giving access to the profile in question, including an extract from
their police file;
• Documentary evidence of their professional experience after the date on which the
candidate obtained the qualification giving access to the profile in question,
clearly indicating the starting and finishing dates, whether full or part time, and
the nature of the duties carried out.
The Selection Committee will propose a short list of successful candidates to the
Appointing Authority, who will decide on the appointment of the successful candidate
and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.
The reserve list for this post will be valid until 30 April 2012 and may be extended at the discretion of the Appointing Authority.
Prior to contract signature, the successful candidate will be asked to undergo a
compulsory medical examination by one of the institutions' medical officers in order that the Support Office may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.
5. EQUAL OPPORTUNITIES
The Support Office applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation.
6. CONDITIONS OF EMPLOYMENT
The Officer will be appointed by the Executive Director, upon recommendation of the
Selection Committee, following the selection procedure.
He/she will be recruited as a temporary agent pursuant to Article 2(a) of the CEOS for a period of five years which may be renewed. The temporary agent post in question will be placed in group AD 5.
Successful candidates who are recruited will undergo an initial probation period of six months.
The pay consists of a basic salary in EURO weighted by the correction coefficient (for Malta currently 82.2%) supplemented with various allowances, including family
allowances. The salaries of staff members are subject to a Community tax deducted at
source. Staff members are exempt from national tax on salary and are members of the
Community social security and pension schemes.
For further information on working conditions of temporary staff please refer to CEOS:
http:/ec.europa.eu/civil_service/docs/toc100_en.pdf.
The place of employment is Valletta Harbour (Malta).
7. APPLICATION PROCEDURE
For applications to be valid, candidates must submit:
• a detailed curriculum vitae in Europass CV format in English;
• a letter of motivation (1 page maximum).
Applications, preferably in English, should be sent solely by email to HOMESELECTIONS-EASO@ec.europa.eu quoting the reference number of the vacancy notice.
Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.
Please note that the selection process may take several months.
Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of
experience, etc.) should not be sent at this stage but must be submitted at a later stage of the procedure when requested.
In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.
Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The authority in charge of concluding contracts reserves the right to disqualify any candidate who disregards this instruction.
Closing date:
The closing date for submission of the applications is 18 May 2011 at 13:00 (Local time). The Support Office will disregard any application received after that date.
If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified.
8. DATA PROTECTION
The purpose of processing of the data you submit is to manage your application(s) in
view of a possible pre-selection and recruitment at the Support Office.
The Support Office does not make public the names of successful candidates on reserve
lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Support Office management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you will be processed in line with Regulation(EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data.
9. APPEAL PROCEDURES
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and the CEOS, at the following address:
The Executive Director
European Asylum Support Office
c/o European Commission
DG Home Affairs
M0 59 01/005
1049 Brussels
Belgium
The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.
Tuesday, April 19, 2011
Records Management Assistants, G-3 (4 posts). UNFCCC, Bonn. Open until 27 April 2011
SHORT TERM EMPLOYMENT
INFORMATION SERVICES (IS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA02/IS
PUBLICATION DATE: 06 April 2011
DEADLINE FOR APPLICATION 27 April 2011
TITLE AND GRADE: Records Management Assistant, G-3 (4 posts)
INDICATIVE MONTHLY SALARY: EUR 2,313 to 2,659 net plus other UN benefits
DURATION OF APPOINTMENT: 11 months with starting date as soon as possible
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Records Management Clerk is a member of the records management implementation
project team within the Knowledge Management Unit. The project team is charged with the task of
implementing records management programme across the Climate Change Secretariat - in terms of the
substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Records Management Clerk reports to the Records Management Officer and is responsible
for supporting staff in secretariat programmes to manage the physical records according to records
management polices and procedures, implementing the authorized records disposition and supporting
the operation of the IS records centre. The particular duties include:
1. Liaise with record-creating offices on the transfer of records to IS/KM records centre;
2. Analyse records against retention schedules and precedents in support of disposition decisions
3. Process records transfer from record-creating offices and programme record storages into the IS/KM
records centre;
4. Analyze, organize, and register inactive and permanent records according to the filing classification
scheme;
/….
2
5. Assess the collection, identify the preservation requirement and undertake necessary actions for the
preservation of historic and legacy records;
6. Scan the archival records and capture them with adequate metadata into the records management
system, ensure the scanned images are accurate representations of original document, taking
corrective action when necessary;
7. Supports records disposal operations;
8. Perform other related duties as required.
Requirements
• Completed secondary education. Specialized training in information science, records and archives
management is an asset.
• A minimum of three years experience in documents registration, modern archives management,
record keeping, information management or related area; Practical experience in maintaining records
for public institutions is desirable;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
INFORMATION SERVICES (IS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA02/IS
PUBLICATION DATE: 06 April 2011
DEADLINE FOR APPLICATION 27 April 2011
TITLE AND GRADE: Records Management Assistant, G-3 (4 posts)
INDICATIVE MONTHLY SALARY: EUR 2,313 to 2,659 net plus other UN benefits
DURATION OF APPOINTMENT: 11 months with starting date as soon as possible
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Records Management Clerk is a member of the records management implementation
project team within the Knowledge Management Unit. The project team is charged with the task of
implementing records management programme across the Climate Change Secretariat - in terms of the
substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Records Management Clerk reports to the Records Management Officer and is responsible
for supporting staff in secretariat programmes to manage the physical records according to records
management polices and procedures, implementing the authorized records disposition and supporting
the operation of the IS records centre. The particular duties include:
1. Liaise with record-creating offices on the transfer of records to IS/KM records centre;
2. Analyse records against retention schedules and precedents in support of disposition decisions
3. Process records transfer from record-creating offices and programme record storages into the IS/KM
records centre;
4. Analyze, organize, and register inactive and permanent records according to the filing classification
scheme;
/….
2
5. Assess the collection, identify the preservation requirement and undertake necessary actions for the
preservation of historic and legacy records;
6. Scan the archival records and capture them with adequate metadata into the records management
system, ensure the scanned images are accurate representations of original document, taking
corrective action when necessary;
7. Supports records disposal operations;
8. Perform other related duties as required.
Requirements
• Completed secondary education. Specialized training in information science, records and archives
management is an asset.
• A minimum of three years experience in documents registration, modern archives management,
record keeping, information management or related area; Practical experience in maintaining records
for public institutions is desirable;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
Friday, April 8, 2011
Manager, Data and Discovery. Archives NZ, Wellington. Open until 13 April 2011
Manager, Data and Discovery (Archives NZ)
Vacancy Number: 11/041
Business Group: Archives NZ
Branch: Knowledge, Information, Research and Technology (KIRT)
Location: Wellington
Type: Permanent, Full-Time 40 hours per week
Salary: $75,806 to $98,101
Closing Date: 5pm, Wednesday 13 April 2011
The Department of Internal Affairs – Te Tari Taiwhenua
The new Department of Internal Affairs was established on 1 February 2011, and amalgamates the roles and functions previously undertaken by the former Department of Internal Affairs, Archives NZ, the National Library of New Zealand, the Office for the Community and Voluntary Sector (formerly within the Ministry of Social Development) and the Government Chief Information Office (formerly within the State Services Commission).
The Department has a unique role in nurturing the development of the country’s nationhood, identity and culture. The Department maintains the collective memory of the nation and connects it to the present and future. As New Zealand’s oldest government department, it has a continuous link back to the Colonial Secretary’s office and the signing of the Treaty of Waitangi.
Purpose
The Department of Internal Affairs serves and connects people, communities and government to build a safe, prosperous and respected nation.
For more detailed information about Internal Affairs, go to our website: www.dia.govt.nz.
Branch Overview
The Knowledge, Information, Research and Technology branch promotes efficient and innovative access to, and management, storage, preservation, and conservation of knowledge, information and heritage collections and taonga, for the benefit of government and New Zealanders.
The new branch combines National Library, Archives NZ, and Government Technology Services together into a single branch, along with information-related services and the Government Chief Information Office.
Business Group Overview
Archives NZ ensures that the needs of people and government for the public record – as a tool of government accountability and as evidence of their experience – are met now and in the future.
To achieve this Archives NZ helps ensure the accountability and efficiency of government and its agencies by providing oversight of the creation, management and disposal of government records; and by identifying, preserving, and enabling access to government records with long term value. Thus Archives NZ helps protect the rights and entitlements of New Zealanders, while also contributing to the developing New Zealand identity and understanding of shared pasts.
Position Summary
The Manager Data and Discovery sets the strategic direction for the documentation and description of public records in order to meet the needs of users. They provide professional leadership to enhance practice and connectivity in the management of data relating to public sector records within Archives NZ, via its own online services and in the wider digital world.
The Manager Data and Discovery is a strategic role, developing policy and frameworks for archival descriptions and documentation and the development of finding aids. They establish what it is required from information and how it is accessed and develop structures and archival description systems that make holdings discoverable through a range of channels.
They ensure the whole structure of government recordkeeping is accurately reflected in Archives NZ’s descriptive model, providing a resource to enhance public sector recordkeeping and archival management practice.
They ensure that effective tools, systems and processes are developed and available to implement archival management and documentation policies and are responsible for quality assurance.
They provide leadership in the development of archival standards and practice across the archive and information management professions, representing Archives NZ in key National and International bodies and fora.
The Manager Data and Discovery leads and develops a team of professionals to ensure that Archives NZ has the capability to provide professional and intellectual leadership of the NZ archive community.
You work with:
Within Archives NZ:
• Other members of the Archives Management Group
• Chief Archivist’s Office
• Arrangement & Description Manager
• Regional Archivists
• Managers of Access Services
• Manager, Appraisal
• Manager, Government Recordkeeping Programme
• Archivists from all sections of the Archives NZ Business Group
External Relationships:
• All Government departments and agencies
• Archivists, librarians and staff in related fields in other repositories and organisations
• Public Sector and technology staff responsible for online services
• National and international archives professional associations and organisations
• Major archives user groups
• Iwi and other online communities
• Members of digital working and collaborative groups
Key tasks and results for this position
1. Strategic and intellectual leadership
o Maintain an overview of developments in information management, archival practice and technologies to identify impacts and opportunities for Archives NZ
o Maintain an overview of government organizations, structures and functions
o Lead and co-ordinate discussion within Archives NZ to establish the Archives NZ view on the documentation and description of records and how this will be implemented
o Lead the development of online channels of archives discovery
o Develop policy and a descriptive framework and model for the description of Archives NZ collections
o Lead development of documentation and metadata management frameworks for the changing digital environment
o Provide business leadership in the development of archives management systems
o Mentor and coach archivists to develop and maintain Archive New Zealand’s expertise in collection management and discovery
o Represent Archives NZ and provide professional leadership in multi institution initiatives on descriptive standards, connected data and access to collections
2. Set descriptive standards for Archives NZ
o Set and maintain appropriate standards in line with international trends and best practice
o Promote and communicate relevant standards to ensure consistent, fit for purpose documentation
o Support and train staff across the department in the application of standards
o Data submitted into Archway meets acceptable standards
o Ensure that data is of the appropriate quality for its purpose
3. Lead and manage Archive NZ’s documentation programme
o Lead and manage the development of archival description systems and finding aids
o Lead the programme to document functions, agencies and jurisdictions of government
o Ensure information about current agencies is up to date and administer changes under Section 23 of the Public Records Act 2005
o Ensure documentation is maintained
o Ensure the ability of researchers to search for and evaluate records
o Ensure the usability of data and its use by customers and across systems
o Provide business expertise and advice
4. Approved repositories
o Administer the application process for approved repositories
o Advise approved repositories on standards of documentation
o Carry out inspections of approved repositories
5. Cultural Responsiveness
o Ensure that frameworks for description of collection encompass differing world views
o Incorporate a bi-cultural perspective into the framework for the description of NZ holdings
o Establish systems that enable multi language discovery
o Incorporate Responsiveness to Māori (RtM) competencies and processes into Collections and Discovery business plans and work programmes
o Model RtM competencies and ensure that standards and practices are responsive to Maori
6. Develop and manage the Data and Discovery business Plan and related work plans and work programmes.
7. Contribute to corporate initiatives through participation on internal committees and working groups.
8. Assist in the strategic and business planning of the wider Archives Management Group.
9. Lead and develop the capability of the Data and Discovery team:
o Be responsible for the day-to-day management of the unit
o Lead and participate in the development a team of specialist professional through regular coaching and contributing to their training and development
o Develop and maintain an Archives NZ wide, continuity and succession plan, for capability in collections and discovery
Person Specification
In terms of knowledge and experience, Archives NZ requires the person to have:
Essential (must have these to do the job)
• Substantial experience in information or archival management
• Relevant post graduate qualification e.g. Information or Archives Management
• Current knowledge of international issues and developments in archival description, particularly in relation to electronic records and electronic finding aids
• Experience with archives or collections management systems or other digital discovery tools
• Successful experience leading and developing teams of professional specialists
• Knowledge of web based standards, channels and data management systems with the confidence and crediblity to challenge established practice
• Demonstrates energy and drive and achieves results
• Highly tuned communication skills across a range of mediums ands able to present credibly to a range of audiences and stakeholders
• Successful experience in relationship management at a senior level
In addition, evidence of the Essential Behaviours (below) is also required.
Desirable (not essential but useful)
• An understanding of data modelling
• Knowledge of how digital library systems interface with internal and external descriptive and discovery systems
• Recognised as a thought leader with networks in NZ and international academic communities
Essential Behaviours
Essential Behaviours are a common set of essential behaviours for all staff. They reflect key organisational values and expectations of the every day performance and skills of staff in generic areas of work.
• Respecting Others
Contributes to a positive organisational culture through co-operative working relationships and respect for diversity.
• Doing the Job
Manages own work practices to achieve results.
• Providing Quality Customer Service
Identifies internal and external customer needs in order to meet / exceed customer expectations
• Valuing Partnership with Maori
Actively supports the organisation’s goals and commitments to Maori.
• Demonstrating Public Service Values
Acts in a professional manner to promote the credibility of Archives NZ and the wider public service.
Essential Behaviours for Managers
• Managing the Work
Understands and applies the best management practices to control physical and financial resources, manage quality, manage workflows and projects.
• Managing People
Recruits, develops and manages performance of staff to meet organisational needs. Utilises staff skills and provides satisfying, meaningful work for staff
• Providing Leadership
Demonstrates a commitment to the purpose, values and principles of Archives NZ through actions and communication to staff.
• Thinking Strategically
Thinks proactively, rising above the detail to see the big picture over the long term.
Identifies problems and solutions and seeks opportunities to improve and develop services.
The State Services Code of Conduct
The code of conduct for the State Services - Standards of Integrity and Conduct sets out four areas of obligation expected of public servants in their relationships with Government, their chief executive, colleagues and the public:
Fair
• We must treat everyone fairly and with respect
• We must be professional and responsive
• We must work to make government services accessible and effective
• We must strive to make a difference to the well-being of New Zealand and all its people
Impartial
• We must maintain the political neutrality required to enable us to work with current and future governments
• We must carry out the functions of our organisation, unaffected by our personal beliefs
• We must support our organisation to provide robust and unbiased advice
• We must respect the authority of the government of the day
Responsible
• We must act lawfully and objectively
• We must use our organisation's resources carefully and only for intended purposes
• We must treat information with care and use it only for proper purposes
• We must work to improve the performance and efficiency of our organisation
Trustworthy
• We must be honest
• We must work to the best of our abilities
• We must ensure our actions are not affected by our personal interests or relationships
• We must never misuse our position for personal gain
• We must decline gifts or benefits that place us under any obligation or perceived influence
• We must avoid any activities, work or non-work, that may harm the reputation of our organisation or of the State Services
Interpretative guidance will be provided for you and can also be found on the State Services Commission Website: www.ssc.govt.nz.
Review Statement
This Job Profile was prepared / reviewed by:
Alicia Wright – Acting Group Manager, Archives Management
Signature and date
Checked by HR:
Genevieve Orr – Manager, Human Resources
Signature and date
Change Statement
From time to time it may be necessary to consider change in the position requirements in response to the changing nature of our work environment - including technological requirements or statutory changes.
Such change may be initiated as necessary by the Manager.
It is recommended that this Job Profile is regularly reviewed - as part of the preparation for the Annual Performance Agreement.
Vacancy Number: 11/041
Business Group: Archives NZ
Branch: Knowledge, Information, Research and Technology (KIRT)
Location: Wellington
Type: Permanent, Full-Time 40 hours per week
Salary: $75,806 to $98,101
Closing Date: 5pm, Wednesday 13 April 2011
The Department of Internal Affairs – Te Tari Taiwhenua
The new Department of Internal Affairs was established on 1 February 2011, and amalgamates the roles and functions previously undertaken by the former Department of Internal Affairs, Archives NZ, the National Library of New Zealand, the Office for the Community and Voluntary Sector (formerly within the Ministry of Social Development) and the Government Chief Information Office (formerly within the State Services Commission).
The Department has a unique role in nurturing the development of the country’s nationhood, identity and culture. The Department maintains the collective memory of the nation and connects it to the present and future. As New Zealand’s oldest government department, it has a continuous link back to the Colonial Secretary’s office and the signing of the Treaty of Waitangi.
Purpose
The Department of Internal Affairs serves and connects people, communities and government to build a safe, prosperous and respected nation.
For more detailed information about Internal Affairs, go to our website: www.dia.govt.nz.
Branch Overview
The Knowledge, Information, Research and Technology branch promotes efficient and innovative access to, and management, storage, preservation, and conservation of knowledge, information and heritage collections and taonga, for the benefit of government and New Zealanders.
The new branch combines National Library, Archives NZ, and Government Technology Services together into a single branch, along with information-related services and the Government Chief Information Office.
Business Group Overview
Archives NZ ensures that the needs of people and government for the public record – as a tool of government accountability and as evidence of their experience – are met now and in the future.
To achieve this Archives NZ helps ensure the accountability and efficiency of government and its agencies by providing oversight of the creation, management and disposal of government records; and by identifying, preserving, and enabling access to government records with long term value. Thus Archives NZ helps protect the rights and entitlements of New Zealanders, while also contributing to the developing New Zealand identity and understanding of shared pasts.
Position Summary
The Manager Data and Discovery sets the strategic direction for the documentation and description of public records in order to meet the needs of users. They provide professional leadership to enhance practice and connectivity in the management of data relating to public sector records within Archives NZ, via its own online services and in the wider digital world.
The Manager Data and Discovery is a strategic role, developing policy and frameworks for archival descriptions and documentation and the development of finding aids. They establish what it is required from information and how it is accessed and develop structures and archival description systems that make holdings discoverable through a range of channels.
They ensure the whole structure of government recordkeeping is accurately reflected in Archives NZ’s descriptive model, providing a resource to enhance public sector recordkeeping and archival management practice.
They ensure that effective tools, systems and processes are developed and available to implement archival management and documentation policies and are responsible for quality assurance.
They provide leadership in the development of archival standards and practice across the archive and information management professions, representing Archives NZ in key National and International bodies and fora.
The Manager Data and Discovery leads and develops a team of professionals to ensure that Archives NZ has the capability to provide professional and intellectual leadership of the NZ archive community.
You work with:
Within Archives NZ:
• Other members of the Archives Management Group
• Chief Archivist’s Office
• Arrangement & Description Manager
• Regional Archivists
• Managers of Access Services
• Manager, Appraisal
• Manager, Government Recordkeeping Programme
• Archivists from all sections of the Archives NZ Business Group
External Relationships:
• All Government departments and agencies
• Archivists, librarians and staff in related fields in other repositories and organisations
• Public Sector and technology staff responsible for online services
• National and international archives professional associations and organisations
• Major archives user groups
• Iwi and other online communities
• Members of digital working and collaborative groups
Key tasks and results for this position
1. Strategic and intellectual leadership
o Maintain an overview of developments in information management, archival practice and technologies to identify impacts and opportunities for Archives NZ
o Maintain an overview of government organizations, structures and functions
o Lead and co-ordinate discussion within Archives NZ to establish the Archives NZ view on the documentation and description of records and how this will be implemented
o Lead the development of online channels of archives discovery
o Develop policy and a descriptive framework and model for the description of Archives NZ collections
o Lead development of documentation and metadata management frameworks for the changing digital environment
o Provide business leadership in the development of archives management systems
o Mentor and coach archivists to develop and maintain Archive New Zealand’s expertise in collection management and discovery
o Represent Archives NZ and provide professional leadership in multi institution initiatives on descriptive standards, connected data and access to collections
2. Set descriptive standards for Archives NZ
o Set and maintain appropriate standards in line with international trends and best practice
o Promote and communicate relevant standards to ensure consistent, fit for purpose documentation
o Support and train staff across the department in the application of standards
o Data submitted into Archway meets acceptable standards
o Ensure that data is of the appropriate quality for its purpose
3. Lead and manage Archive NZ’s documentation programme
o Lead and manage the development of archival description systems and finding aids
o Lead the programme to document functions, agencies and jurisdictions of government
o Ensure information about current agencies is up to date and administer changes under Section 23 of the Public Records Act 2005
o Ensure documentation is maintained
o Ensure the ability of researchers to search for and evaluate records
o Ensure the usability of data and its use by customers and across systems
o Provide business expertise and advice
4. Approved repositories
o Administer the application process for approved repositories
o Advise approved repositories on standards of documentation
o Carry out inspections of approved repositories
5. Cultural Responsiveness
o Ensure that frameworks for description of collection encompass differing world views
o Incorporate a bi-cultural perspective into the framework for the description of NZ holdings
o Establish systems that enable multi language discovery
o Incorporate Responsiveness to Māori (RtM) competencies and processes into Collections and Discovery business plans and work programmes
o Model RtM competencies and ensure that standards and practices are responsive to Maori
6. Develop and manage the Data and Discovery business Plan and related work plans and work programmes.
7. Contribute to corporate initiatives through participation on internal committees and working groups.
8. Assist in the strategic and business planning of the wider Archives Management Group.
9. Lead and develop the capability of the Data and Discovery team:
o Be responsible for the day-to-day management of the unit
o Lead and participate in the development a team of specialist professional through regular coaching and contributing to their training and development
o Develop and maintain an Archives NZ wide, continuity and succession plan, for capability in collections and discovery
Person Specification
In terms of knowledge and experience, Archives NZ requires the person to have:
Essential (must have these to do the job)
• Substantial experience in information or archival management
• Relevant post graduate qualification e.g. Information or Archives Management
• Current knowledge of international issues and developments in archival description, particularly in relation to electronic records and electronic finding aids
• Experience with archives or collections management systems or other digital discovery tools
• Successful experience leading and developing teams of professional specialists
• Knowledge of web based standards, channels and data management systems with the confidence and crediblity to challenge established practice
• Demonstrates energy and drive and achieves results
• Highly tuned communication skills across a range of mediums ands able to present credibly to a range of audiences and stakeholders
• Successful experience in relationship management at a senior level
In addition, evidence of the Essential Behaviours (below) is also required.
Desirable (not essential but useful)
• An understanding of data modelling
• Knowledge of how digital library systems interface with internal and external descriptive and discovery systems
• Recognised as a thought leader with networks in NZ and international academic communities
Essential Behaviours
Essential Behaviours are a common set of essential behaviours for all staff. They reflect key organisational values and expectations of the every day performance and skills of staff in generic areas of work.
• Respecting Others
Contributes to a positive organisational culture through co-operative working relationships and respect for diversity.
• Doing the Job
Manages own work practices to achieve results.
• Providing Quality Customer Service
Identifies internal and external customer needs in order to meet / exceed customer expectations
• Valuing Partnership with Maori
Actively supports the organisation’s goals and commitments to Maori.
• Demonstrating Public Service Values
Acts in a professional manner to promote the credibility of Archives NZ and the wider public service.
Essential Behaviours for Managers
• Managing the Work
Understands and applies the best management practices to control physical and financial resources, manage quality, manage workflows and projects.
• Managing People
Recruits, develops and manages performance of staff to meet organisational needs. Utilises staff skills and provides satisfying, meaningful work for staff
• Providing Leadership
Demonstrates a commitment to the purpose, values and principles of Archives NZ through actions and communication to staff.
• Thinking Strategically
Thinks proactively, rising above the detail to see the big picture over the long term.
Identifies problems and solutions and seeks opportunities to improve and develop services.
The State Services Code of Conduct
The code of conduct for the State Services - Standards of Integrity and Conduct sets out four areas of obligation expected of public servants in their relationships with Government, their chief executive, colleagues and the public:
Fair
• We must treat everyone fairly and with respect
• We must be professional and responsive
• We must work to make government services accessible and effective
• We must strive to make a difference to the well-being of New Zealand and all its people
Impartial
• We must maintain the political neutrality required to enable us to work with current and future governments
• We must carry out the functions of our organisation, unaffected by our personal beliefs
• We must support our organisation to provide robust and unbiased advice
• We must respect the authority of the government of the day
Responsible
• We must act lawfully and objectively
• We must use our organisation's resources carefully and only for intended purposes
• We must treat information with care and use it only for proper purposes
• We must work to improve the performance and efficiency of our organisation
Trustworthy
• We must be honest
• We must work to the best of our abilities
• We must ensure our actions are not affected by our personal interests or relationships
• We must never misuse our position for personal gain
• We must decline gifts or benefits that place us under any obligation or perceived influence
• We must avoid any activities, work or non-work, that may harm the reputation of our organisation or of the State Services
Interpretative guidance will be provided for you and can also be found on the State Services Commission Website: www.ssc.govt.nz.
Review Statement
This Job Profile was prepared / reviewed by:
Alicia Wright – Acting Group Manager, Archives Management
Signature and date
Checked by HR:
Genevieve Orr – Manager, Human Resources
Signature and date
Change Statement
From time to time it may be necessary to consider change in the position requirements in response to the changing nature of our work environment - including technological requirements or statutory changes.
Such change may be initiated as necessary by the Manager.
It is recommended that this Job Profile is regularly reviewed - as part of the preparation for the Annual Performance Agreement.
Thursday, April 7, 2011
Knowledge Management Officer, AD7. EIGE, Vilnius. Open until 5 May 2011
Knowledge Management Officer
Temporary Agent (AD 7) – 5 year renewable contract
Reference: EIGE/2011/TA/01A/AD7
The European Institute for Gender Equality (EIGE) [1] is republishing 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 6th April 2011 and will close on 5th May 2011 at 23:00 Eastern European Time.
1. The role of the Institute
Based 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 duties
Under 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;
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 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 required
3.1 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
Essential:
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 issues.
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.
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.
Advantageous:
Knowledge of EU policies related to gender equality.
Previous exposure to international and/or multicultural /multilingual environment.
Experience of building expert networks particularly in areas related to gender equality.
Work experience in an EU institution/agency.
Knowledge of procurement rules and procedures applicable to EU institutions and bodies.
4. Selection procedure and application
The 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 eige.hr@eige.europa.eu. The subject title should include the vacancy reference number.
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 employment
The 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 interest
The 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 opportunities
EIGE applies a policy of equal opportunities and accepts applications without distinction on any grounds.
8. Appeal procedures
If 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 – http://eur-lex.europa.eu/) 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.
Temporary Agent (AD 7) – 5 year renewable contract
Reference: EIGE/2011/TA/01A/AD7
The European Institute for Gender Equality (EIGE) [1] is republishing 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 6th April 2011 and will close on 5th May 2011 at 23:00 Eastern European Time.
1. The role of the Institute
Based 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 duties
Under 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;
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 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 required
3.1 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
Essential:
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 issues.
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.
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.
Advantageous:
Knowledge of EU policies related to gender equality.
Previous exposure to international and/or multicultural /multilingual environment.
Experience of building expert networks particularly in areas related to gender equality.
Work experience in an EU institution/agency.
Knowledge of procurement rules and procedures applicable to EU institutions and bodies.
4. Selection procedure and application
The 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 eige.hr@eige.europa.eu. The subject title should include the vacancy reference number.
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 employment
The 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 interest
The 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 opportunities
EIGE applies a policy of equal opportunities and accepts applications without distinction on any grounds.
8. Appeal procedures
If 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 – http://eur-lex.europa.eu/) 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, April 5, 2011
Information Management Assistant, FGIII. FRONTEX, Warsaw. Open until 29 April 2011
Vacancy notice – 11/CA/FGIII/7.1
(Agency’s Contract Staff)
Post:
Information Management Assistant
Sector/Unit/Division:
Frontex Situation Centre/Operations Division
Grade :
FGIII
Location:
Warsaw, Poland
Starting date:
as soon as possible
Level of Security Clearance:
CONFIDENTIAL
Closing date for applications
29 April 2011
1. BACKGROUND
Applicants are invited for this position at the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (Frontex), established under the Council Regulation (EC) No 2007/2004 of 26 October 2004.
Frontex is located in Warsaw, Poland and its main tasks are the following:
a) coordinate operational cooperation between Member States in the field of management of external borders;
b) assist Member States in the training of national border guards, including the establishment of common training standards;
c) carry out risk analyses;
d) follow up the development of research relevant for the control and surveillance of external borders;
e) assist Member States in circumstances requiring increased technical and operational assistance at external borders;
f) provide Member States with the necessary support in organizing joint return operations.
For more information, please refer to our webpage: http://www.frontex.europa.eu
2. THE FRONTEX SITUATION CENTRE
Background
The Frontex Situation Centre is a new Unit in the Frontex Operations Division. The Unit has taken up its functions in basic scope at the beginning of 2009. However the full operational functioning of the Unit depends partly on the availability of specific (software) tools for which development is currently ongoing.
The Information Management Assistant is expected to play a supporting role to the Unit’s business area of information exchange, in particular to the Central Frontex Point of Contact and to the Information Exchange Platform, as well as to the area of Open Sources monitoring and creation of media related products.
Mission
The Frontex Situation Centre seeks to provide – to Frontex, its clients and partners - a constantly updated picture, as near to real-time as possible, of the illegal migration situation at the external borders of the EU with a view to facilitate the management of the reaction capability of coordinated operational activities.
Business functions
As the central point of contact for Member States and other partners and customers, the Frontex Situation Centre provides a 24h/7days capability in the area of Monitoring, Information/Communication and Support to coordination. More specifically the processes relate to:
information exchange & correspondence management;
media monitoring;
facilitation of the coordination of operational activities;
emergency/crisis management support;
mission awareness & back-up support for officers in the field;
situation monitoring.
3. DUTIES
Reporting to the Information Management Officer in charge of ‘Communications‘, the Information Management Assistant will be responsible for:
3.1. Information Exchange Support:
As the Central Frontex Point of Contact:
managing the day-to-day information exchange with Frontex’ co-operation partners and liaising with internal and external customers;
inserting and reviewing of data into the Situation Centre’s data-bases;
running cross-checks on data against the available internal and external systems;
creating statistics and reports on the use and contents of the Situation Centre’s data-bases;
assisting in financial and procurement-related issues.
Product Management support (Information Exchange Platform):
performing full support to product life cycle management for the information exchange portal;
performing access management for internal and external customers;
supporting in structure and content management for various customers;
supporting in creation and updating of related business documentation;
supporting to requirements collection & management for initiating product updates.
3.2. Media Monitoring Support:
Reporting to the Information Management Officer in charge of ‘Media Monitoring’, the Information Management Assistant will support:
media monitoring (Open Sources) and creating media related products;
supporting in the maintenance of the Frontex Media Monitor portal.
The recruited Contract Agent must be flexible and be prepared to work in rotation, including during weekends and from home.
3.3. On a punctual basis, the Information Management Assistant may be required to:
assisting in the administrative management within the Unit;
performing any other supporting tasks assigned to the Unit.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
a. Eligibility criteria:
To be eligible, a candidate must have:
a level of post-secondary education attested by a diploma, or;
a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years;
Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience)!
In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the candidate.
produce evidence of thorough knowledge of one of the languages of the Community and of satisfactory knowledge of another language of Community to the extent necessary for the performance of his/her duties;
be a citizen of one of the Member States of the European Union or the Schengen Associated Countries;
enjoy full rights as a citizen;
have fulfilled any obligations imposed on them by the laws of their home country concerning military service;
be physically fit to perform their duties3.
For reasons related to the Frontex working requirements, be available at short notice for the job.
b. Selection criteria
(1) Professional competencies
The candidate will be required to demonstrate that he/she has:
relevant knowledge and experience in working in the area of Information/Correspondence Management;
experience in monitoring Media (Open Sources), journalism and perform related reporting;
IT proficient in MS applications – Word, Excel, PowerPoint and SharePoint, as well as in Internet tools.
Besides the following attributes would be an asset:
knowledge of the EU legal framework;
relevant knowledge and experience in law-enforcement co-operation and the use of databases;
experience in applying business procedures.
(2) Personal qualities
The candidate will be required to demonstrate that he/she:
has a high level of capability to organise and manage work, including the ability to cope with stress in relation to demanding tasks, heavy workload and time pressure;
has a constructive, positive and service oriented attitude;
3 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulation of Officials of the European Communities
has a high level of initiative and creativity;
has very good team working skills;
is able to cooperate with various internal and external customers from different cultural backgrounds.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The Information Management Assistant will be required to make a declaration of commitment to act independently in Frontex` interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. The candidate will therefore be required to include confirmation of their willingness to make such declarations with their applications.
6. EQUAL OPPORTUNITIES
Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
7. SELECTION PROCEDURE
The selection procedure includes the following steps:
after registration, each application is checked in order to verify whether it meets the eligibility criteria;
all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;
the best-qualified candidates, who obtained the highest number of points within the evaluation, are short-listed for an interview;
the interview will be held in English;
during the interviews session, the Selection Committee examines the profiles of candidates and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted candidates may be required to undergo written competency tests and complete part of the process in their second EU language;
candidates invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;
as a result of the interviews, the Selection Committee recommends the most suitable candidates for the post in question. The list of suitable candidates established by the Selection Committee may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid until 30th June 2013 (the validity period may be extended). Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee employment.
Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.
8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The Information Management Assistant will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.
Successful candidate will be recruited as a Contract Agent pursuant to article 3a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Contract Agent post in question will be placed in group FGIII.
The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Poland currently 77.1%) and paid in PLN according to a fixed exchange rate (currently 4.1603).
The final net calculation is as follows:
Grade FGIII
Grade 8
Grade 9
Basic net salary
(without any allowances)
1 631 EUR
1 845 EUR
Household allowances
169 EUR
174 EUR
Dependent child allowances for each child
287 EUR
287 EUR
Expatriation allowances (depending on family situation)
390 – 468 EUR
390 – 509 EUR
Preschool allowance
70 EUR
70 EUR
In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary)– depending on particular situation, and family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.
Staff pays a Community tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes.
For further information on working conditions of temporary staff please refer to CEOS: http://ec.europa.eu/civil_service/docs/toc100_en.pdf
The employment contract will be offered for a period of three years, with a probationary period of nine months. The contract may be renewed.
Frontex 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 post. For this one, the required level of clearance is CONFIDENTIAL.
Applicants who currently hold a valid and positive security clearance at the above-mentioned level do not need to obtain a new one. They shall then provide a copy of the security clearance to Frontex and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously.
In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants’ state of nationality.
Failure to obtain the required security clearance certificate before the expiration of the probationary period or in case such agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment, Frontex has the right to terminate the latter.
9. PROTECTION OF PERSONAL DATA
Frontex ensures that applicants' personal data are processed in accordance with 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 (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to candidates. This applies in particular to the confidentiality and security of such data.
The legal basis for the selection procedures consists for the Contract Agents in the Conditions of Employment of Other Servants of the European Communities4.
The purpose of processing personal data is to enable selection procedures.
The selection procedure is conducted under the responsibility of the Human Resources Sector of the Administrative Services Unit, within the Administration Division (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.
The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR Sector, to the Selection Committee, and, if necessary, to the Legal Affairs Unit.
Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.
Processing begins on the date of receipt of the application. Data storage policy is as follows:
- for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years;
4 CEOS, in particular the provisions governing conditions of engagement in Title IV, Chapter 3.
- for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year;
- for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment.
All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of candidatures' submission.
Should the candidate have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.
Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).
10. APPEAL PROCEDURE
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
Frontex
Human Resources Sector
Rondo ONZ 1
00-124 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).
11. APPLICATION PROCEDURE
In order for an application to be considered eligible, candidates are requested to submit their applications signed by the candidate in 1 original and 3 copies, using Frontex Standard Application Form uploaded under the reference No of the post and posting them in a simple A4 format envelope.
Applications shall be accompanied by 1 original Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the candidate. In the Eligibility Checklist the candidate verifies his/her compliance with the eligibility criteria for the specific post.
Applications delivered via e-mail will not be accepted and treated as non-eligible.
Please send your applications, duly completed in English, to the following address:
Rondo ONZ1, 00-124 Warsaw, Poland
Telephone +48 22 544 95 00 Fax +48 22 544 95 01
You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.
Please do not spend money on expensive bindings for your papers as they are usually separated and the bindings thrown away.
The closing date for the submission of applications is 29 April 2011 with the
postmarked date serving as a proof.
Incomplete applications or sent to Frontex after the above deadline will be disqualified and treated as non-eligible.
Moreover, the candidates who use the same application form to apply for more than one post will be disqualified.
Due to the large volume of applications, Frontex regrets that only candidates selected for the interviews will be notified. The status of the recruitment procedure could be found on our webpage.
Please note that the time period between the closing date for applications submission and the end of the short listing candidates for the interview may take up to two months.
(Agency’s Contract Staff)
Post:
Information Management Assistant
Sector/Unit/Division:
Frontex Situation Centre/Operations Division
Grade :
FGIII
Location:
Warsaw, Poland
Starting date:
as soon as possible
Level of Security Clearance:
CONFIDENTIAL
Closing date for applications
29 April 2011
1. BACKGROUND
Applicants are invited for this position at the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (Frontex), established under the Council Regulation (EC) No 2007/2004 of 26 October 2004.
Frontex is located in Warsaw, Poland and its main tasks are the following:
a) coordinate operational cooperation between Member States in the field of management of external borders;
b) assist Member States in the training of national border guards, including the establishment of common training standards;
c) carry out risk analyses;
d) follow up the development of research relevant for the control and surveillance of external borders;
e) assist Member States in circumstances requiring increased technical and operational assistance at external borders;
f) provide Member States with the necessary support in organizing joint return operations.
For more information, please refer to our webpage: http://www.frontex.europa.eu
2. THE FRONTEX SITUATION CENTRE
Background
The Frontex Situation Centre is a new Unit in the Frontex Operations Division. The Unit has taken up its functions in basic scope at the beginning of 2009. However the full operational functioning of the Unit depends partly on the availability of specific (software) tools for which development is currently ongoing.
The Information Management Assistant is expected to play a supporting role to the Unit’s business area of information exchange, in particular to the Central Frontex Point of Contact and to the Information Exchange Platform, as well as to the area of Open Sources monitoring and creation of media related products.
Mission
The Frontex Situation Centre seeks to provide – to Frontex, its clients and partners - a constantly updated picture, as near to real-time as possible, of the illegal migration situation at the external borders of the EU with a view to facilitate the management of the reaction capability of coordinated operational activities.
Business functions
As the central point of contact for Member States and other partners and customers, the Frontex Situation Centre provides a 24h/7days capability in the area of Monitoring, Information/Communication and Support to coordination. More specifically the processes relate to:
information exchange & correspondence management;
media monitoring;
facilitation of the coordination of operational activities;
emergency/crisis management support;
mission awareness & back-up support for officers in the field;
situation monitoring.
3. DUTIES
Reporting to the Information Management Officer in charge of ‘Communications‘, the Information Management Assistant will be responsible for:
3.1. Information Exchange Support:
As the Central Frontex Point of Contact:
managing the day-to-day information exchange with Frontex’ co-operation partners and liaising with internal and external customers;
inserting and reviewing of data into the Situation Centre’s data-bases;
running cross-checks on data against the available internal and external systems;
creating statistics and reports on the use and contents of the Situation Centre’s data-bases;
assisting in financial and procurement-related issues.
Product Management support (Information Exchange Platform):
performing full support to product life cycle management for the information exchange portal;
performing access management for internal and external customers;
supporting in structure and content management for various customers;
supporting in creation and updating of related business documentation;
supporting to requirements collection & management for initiating product updates.
3.2. Media Monitoring Support:
Reporting to the Information Management Officer in charge of ‘Media Monitoring’, the Information Management Assistant will support:
media monitoring (Open Sources) and creating media related products;
supporting in the maintenance of the Frontex Media Monitor portal.
The recruited Contract Agent must be flexible and be prepared to work in rotation, including during weekends and from home.
3.3. On a punctual basis, the Information Management Assistant may be required to:
assisting in the administrative management within the Unit;
performing any other supporting tasks assigned to the Unit.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
a. Eligibility criteria:
To be eligible, a candidate must have:
a level of post-secondary education attested by a diploma, or;
a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years;
Professional experience shall be taken into account from the date on which the person fulfils the minimum qualifications for engagement.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience)!
In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the candidate.
produce evidence of thorough knowledge of one of the languages of the Community and of satisfactory knowledge of another language of Community to the extent necessary for the performance of his/her duties;
be a citizen of one of the Member States of the European Union or the Schengen Associated Countries;
enjoy full rights as a citizen;
have fulfilled any obligations imposed on them by the laws of their home country concerning military service;
be physically fit to perform their duties3.
For reasons related to the Frontex working requirements, be available at short notice for the job.
b. Selection criteria
(1) Professional competencies
The candidate will be required to demonstrate that he/she has:
relevant knowledge and experience in working in the area of Information/Correspondence Management;
experience in monitoring Media (Open Sources), journalism and perform related reporting;
IT proficient in MS applications – Word, Excel, PowerPoint and SharePoint, as well as in Internet tools.
Besides the following attributes would be an asset:
knowledge of the EU legal framework;
relevant knowledge and experience in law-enforcement co-operation and the use of databases;
experience in applying business procedures.
(2) Personal qualities
The candidate will be required to demonstrate that he/she:
has a high level of capability to organise and manage work, including the ability to cope with stress in relation to demanding tasks, heavy workload and time pressure;
has a constructive, positive and service oriented attitude;
3 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulation of Officials of the European Communities
has a high level of initiative and creativity;
has very good team working skills;
is able to cooperate with various internal and external customers from different cultural backgrounds.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The Information Management Assistant will be required to make a declaration of commitment to act independently in Frontex` interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. The candidate will therefore be required to include confirmation of their willingness to make such declarations with their applications.
6. EQUAL OPPORTUNITIES
Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
7. SELECTION PROCEDURE
The selection procedure includes the following steps:
after registration, each application is checked in order to verify whether it meets the eligibility criteria;
all the eligible applications are evaluated by the Selection Committee based on the selection criteria defined in the vacancy notice;
the best-qualified candidates, who obtained the highest number of points within the evaluation, are short-listed for an interview;
the interview will be held in English;
during the interviews session, the Selection Committee examines the profiles of candidates and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted candidates may be required to undergo written competency tests and complete part of the process in their second EU language;
candidates invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;
as a result of the interviews, the Selection Committee recommends the most suitable candidates for the post in question. The list of suitable candidates established by the Selection Committee may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid until 30th June 2013 (the validity period may be extended). Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee employment.
Please note that the Selection Committees work and deliberations are strictly confidential and that any contact with its members is strictly forbidden.
8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The Information Management Assistant will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.
Successful candidate will be recruited as a Contract Agent pursuant to article 3a of the Conditions of Employment of Other Servants of the European Communities (CEOS). The Contract Agent post in question will be placed in group FGIII.
The pay of staff members consists of a basic salary in EUR weighted by the correction coefficient (for Poland currently 77.1%) and paid in PLN according to a fixed exchange rate (currently 4.1603).
The final net calculation is as follows:
Grade FGIII
Grade 8
Grade 9
Basic net salary
(without any allowances)
1 631 EUR
1 845 EUR
Household allowances
169 EUR
174 EUR
Dependent child allowances for each child
287 EUR
287 EUR
Expatriation allowances (depending on family situation)
390 – 468 EUR
390 – 509 EUR
Preschool allowance
70 EUR
70 EUR
In addition to the basic salary, staff members may be entitled to various allowances, in particular an expatriation (16% of basic gross salary) or foreign residence allowance (4% of basic gross salary)– depending on particular situation, and family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.
Staff pays a Community tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes.
For further information on working conditions of temporary staff please refer to CEOS: http://ec.europa.eu/civil_service/docs/toc100_en.pdf
The employment contract will be offered for a period of three years, with a probationary period of nine months. The contract may be renewed.
Frontex 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 post. For this one, the required level of clearance is CONFIDENTIAL.
Applicants who currently hold a valid and positive security clearance at the above-mentioned level do not need to obtain a new one. They shall then provide a copy of the security clearance to Frontex and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, the renewal procedure shall be initiated expeditiously.
In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants’ state of nationality.
Failure to obtain the required security clearance certificate before the expiration of the probationary period or in case such agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment, Frontex has the right to terminate the latter.
9. PROTECTION OF PERSONAL DATA
Frontex ensures that applicants' personal data are processed in accordance with 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 (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to candidates. This applies in particular to the confidentiality and security of such data.
The legal basis for the selection procedures consists for the Contract Agents in the Conditions of Employment of Other Servants of the European Communities4.
The purpose of processing personal data is to enable selection procedures.
The selection procedure is conducted under the responsibility of the Human Resources Sector of the Administrative Services Unit, within the Administration Division (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.
The information provided by the applicants will be accessible to a strictly limited number of staff members of the HR Sector, to the Selection Committee, and, if necessary, to the Legal Affairs Unit.
Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits.
Processing begins on the date of receipt of the application. Data storage policy is as follows:
- for applications received but not selected: the paper dossiers are filed and stored in archives for 2 years;
4 CEOS, in particular the provisions governing conditions of engagement in Title IV, Chapter 3.
- for applicants placed on a reserve list but not recruited: data are kept for the period of validity of the reserve list + 1 year;
- for recruited applicants: data are kept for a period of 10 years as of the termination of employment or as of the last pension payment.
All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the admissibility criteria, the right of rectification cannot be exercised after the closing date of candidatures' submission.
Should the candidate have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.
Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).
10. APPEAL PROCEDURE
If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address:
Frontex
Human Resources Sector
Rondo ONZ 1
00-124 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).
11. APPLICATION PROCEDURE
In order for an application to be considered eligible, candidates are requested to submit their applications signed by the candidate in 1 original and 3 copies, using Frontex Standard Application Form uploaded under the reference No of the post and posting them in a simple A4 format envelope.
Applications shall be accompanied by 1 original Eligibility Checklist (see the last page of Vacancy Notice) duly completed and signed by the candidate. In the Eligibility Checklist the candidate verifies his/her compliance with the eligibility criteria for the specific post.
Applications delivered via e-mail will not be accepted and treated as non-eligible.
Please send your applications, duly completed in English, to the following address:
Rondo ONZ1, 00-124 Warsaw, Poland
Telephone +48 22 544 95 00 Fax +48 22 544 95 01
You will be requested to supply documentary evidence in support of the statements that you make for this application. Do not, however, send any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.
Please do not spend money on expensive bindings for your papers as they are usually separated and the bindings thrown away.
The closing date for the submission of applications is 29 April 2011 with the
postmarked date serving as a proof.
Incomplete applications or sent to Frontex after the above deadline will be disqualified and treated as non-eligible.
Moreover, the candidates who use the same application form to apply for more than one post will be disqualified.
Due to the large volume of applications, Frontex regrets that only candidates selected for the interviews will be notified. The status of the recruitment procedure could be found on our webpage.
Please note that the time period between the closing date for applications submission and the end of the short listing candidates for the interview may take up to two months.
Friday, April 1, 2011
Programme Officer (Information Management), P-4. OCHA, Kabul. Open until 29 April 2011
Job Title:
Programme Officer [Information Management], P4
Department/ Office:
OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS
Duty Station: KABUL
Posting Period:
30 March 2011-29 April 2011
Job Opening number:
11-IMA-ocha-19228-R-KABUL
--------------------------------------------------------------------------------
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), Kabul, Afghanistan. The Programme Officer reports to the Head of Office, OCHA Afghanistan.
Responsibilities
Within delegated authority, the Programme Officer (Information Management) will be responsible for the following duties:
Develops, implements and evaluates assigned humanitarian information management programmes/projects, etc.; 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.
Performs advisory and technical assignments in information management, including in the use Geographic Information Systems (GIS) in disaster preparedness, disaster response, complex emergencies and early recovery. These services will be provided to the Resident / Humanitarian Coordinator by assisting in developing of plans and strategies to manage information in support of the Afghanistan Humanitarian Country Team and Clusters/Sectors in the area of disaster preparedness, disaster response and complex emergencies.
Researches, analyzes and presents information gathered from diverse sources to support the work of the Humanitarian Coordinator and the OCHA Office.
Coordinates policy development, including the review and analysis of humanitarian issues and trends, preparation of evaluations or other research activities and studies within the region.
Generates survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
Initiates and coordinates outreach activities in the area of humanitarian information management; 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, in the area of humanitarian information management.
Carries out managerial responsibilities of the Information Management Unit relating to compliance with administrative requirements, programme planning and implementation, policy and procedure recommendations, budgeting, human resources and facilities management.
Performs other duties as required.
Competencies
PROFESSIONALISM: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of information in disaster preparedness, disaster response, complex emergencies and early recovery - Knowledge of the application of Geographic Information Systems (GIS) in complex emergencies, natural disasters and early recovery. Ability to identify issues, analyze humanitarian trends, 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 and analytical methods. 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 the audience. Demonstrates openness in sharing information and keeping people informed.
TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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 limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Education
Advanced university degree (Master’s degree or equivalent) in Business Administration, Disaster Management, Geography, Geographic Information Systems, Information 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 disaster management, humanitarian programme management, early recovery, transition, or other related area, including at least two years of experience at the international level. Experience in managing information in a disaster response and/or complex emergencies in countries affected by disasters or conflict is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official United Nations 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
Short-listed candidates will be required to take a technical test before being considered for a competency based interview.
Special Notice
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
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.
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], P4
Department/ Office:
OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS
Duty Station: KABUL
Posting Period:
30 March 2011-29 April 2011
Job Opening number:
11-IMA-ocha-19228-R-KABUL
--------------------------------------------------------------------------------
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), Kabul, Afghanistan. The Programme Officer reports to the Head of Office, OCHA Afghanistan.
Responsibilities
Within delegated authority, the Programme Officer (Information Management) will be responsible for the following duties:
Develops, implements and evaluates assigned humanitarian information management programmes/projects, etc.; 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.
Performs advisory and technical assignments in information management, including in the use Geographic Information Systems (GIS) in disaster preparedness, disaster response, complex emergencies and early recovery. These services will be provided to the Resident / Humanitarian Coordinator by assisting in developing of plans and strategies to manage information in support of the Afghanistan Humanitarian Country Team and Clusters/Sectors in the area of disaster preparedness, disaster response and complex emergencies.
Researches, analyzes and presents information gathered from diverse sources to support the work of the Humanitarian Coordinator and the OCHA Office.
Coordinates policy development, including the review and analysis of humanitarian issues and trends, preparation of evaluations or other research activities and studies within the region.
Generates survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identify problems/issues and prepares conclusions.
Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
Initiates and coordinates outreach activities in the area of humanitarian information management; 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, in the area of humanitarian information management.
Carries out managerial responsibilities of the Information Management Unit relating to compliance with administrative requirements, programme planning and implementation, policy and procedure recommendations, budgeting, human resources and facilities management.
Performs other duties as required.
Competencies
PROFESSIONALISM: Advanced knowledge and understanding of theories, concepts and approaches relevant to the management of information in disaster preparedness, disaster response, complex emergencies and early recovery - Knowledge of the application of Geographic Information Systems (GIS) in complex emergencies, natural disasters and early recovery. Ability to identify issues, analyze humanitarian trends, 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 and analytical methods. 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 the audience. Demonstrates openness in sharing information and keeping people informed.
TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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 limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Education
Advanced university degree (Master’s degree or equivalent) in Business Administration, Disaster Management, Geography, Geographic Information Systems, Information 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 disaster management, humanitarian programme management, early recovery, transition, or other related area, including at least two years of experience at the international level. Experience in managing information in a disaster response and/or complex emergencies in countries affected by disasters or conflict is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official United Nations 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
Short-listed candidates will be required to take a technical test before being considered for a competency based interview.
Special Notice
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
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.
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.
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