Tuesday, May 17, 2011

Records Management Officer, P-2. IFAD, Rome. Open until 27 May 2011

Record Management Officer (1 position)
Vacancy announcement number:
Date of issue: 05/13/2011
Deadline for applications:

Administration Services Div.

Organizational unit:



Duty Station (details)
Duration of Assignment
1-year fixed term
(possibility of renewal is subject to availability of funds)
Organizational Context
IFAD is an International Financial Institution and a Specialized Agency of the United Nations whose mission is to enable poor rural people to overcome poverty. IFAD’s headquarters is in Rome, Italy, and its staff work with poor rural people, their governments, communities and organizations in more than 80 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes.
Division Context
The Records Management and Archives Unit is responsible for the management of IFAD official records, capable of supporting IFAD business functions and activities.

The mandate of the Digital Records Management Team (DRMT) - is the effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence. Digital preservation will gradually replace manual filing through the progressive dematerialization of paper records. Vital records will continue to be maintained also in paper form in the archives.
Duties and Responsibilities

The Records Management Officer ensures that records are managed in the most effective manner, in line with quality management standards and with programmes and projects developed at corporate level. He/she is a specialist in Records Management issues and advises the Administrative Officer on programmatic issues. He/she is also a facilitator of cooperation with all departments in IFAD HQ and in ICOs, for the implementation of the Electronic Records Management System (ERMS).


Under the direct supervision of the Administrative Officer, the Records Management Officer provides specialist advice throughout IFAD in making full use of efficiency gains that can be won through the services provided. He/she supervises and trains staff and coordinates the Unit day-to-day operational activities. In particular, he/she performs the following duties:

1. Contributes to the management of the Section by planning and managing the work of the team;

2. Administers the Electronic Records Management System (ERMS) ensuring that basic tools for records indexing and routing are constantly updated and consistent with MoReq2 Specifications.;

3. Advises DRMT staff on the use of best practices and applications of international standards, monitors accuracy and consistency in the description of institutional records;

4. Prepares and presents Records Management and Archives training programmes for IFAD staff, both at HQ and ICOs;

5. Drafts and revises Manual Sections, user instructions and technical guidelines for input storage access and retrieval of official records both active and archived;

6. Guides the development and implementation of ICT tools in line with business requirements and quality management including the setting and improvement of work standards, processes and procedures;

7. Collaborates with ICT to ensure integration of other corporate systems with ERMS;

8. Oversees services rendered by external suppliers for records and archives (e.g. disposal and shredding, equipment maintenance, provision of non-stock material for archival use);

9. Makes sure that vital records necessary for business continuity are identified and preserved;

10. Recommends, implements and manages reformatting, refreshing and migration projects to ensure the long-term preservation of archival material in accordance with International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines;

11. Oversees that corporate records are flagged in accordance to the disclosure policy in force;

12. Oversees and coordinates periodical or ad-hoc records surveys held either in HQ and/or ICOs;

13. Liaises with other UN and IFI Document Centres and Archives to facilitate exchanges, network activities and resource sharing; act as focal point for cooperative programmes.

14. In the absence of the Administrative Officer, substitutes for him in the performance of daily administrative matters;

15. Performs other related duties.
Education and Experience
• First Level University degree (or equivalent) in archives/records management preferred; or information management, business administration, political science, international relations, history or similar field.
• Professional qualification in archives, records management, information management, or library science information management and classification is an asset.
• Minimum of three years increasingly responsible professional experience in the field of archives/records or information management, preferably within an international organization.
• Knowledge and experience in the management of electronic record-keeping and archival systems is required; familiarity with international metadata standards and the management of multi-media records are advantages.
• Practical experience in the implementation and use of ERMS.
Tech/Functional Competencies
Analytical skills: you have analytical ability and thorough understanding of records management best practices and international standards;
Team-worker: you are capable to coordinate team work and you are able to establish and maintain effective working relations with people of different national and cultural backgrounds;
Planner and Organizer: you are able to prioritize activities and work under pressure with tight deadlines
• Excellent written and verbal communication skills in English, including the ability to set out a coherent argument in presentations and group interactions;
• Working knowledge of another official language (Arabic, French or Spanish) is an advantage.
Other Information
Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.
IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge.
Interested candidates are requested to apply through IFAD's online system by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.
Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

Friday, May 13, 2011

Head, Classified Material Control, Archives and Information Management, B5. NATO HQ, Brussels. Open until 17 June 2011

Brussels, 10 May 2011
LOCATION: NATO Headquarters, Brussels, Belgium
The incumbent serves as Head of Unit within Archives and Information Management. He/she is responsible for the correct and timely processing of NATO Headquarters (HQ) documents in both paper and electronic formats. The incumbent is responsible for ensuring that the processing and dissemination of NATO HQ documentation occurs in accordance with NATO Security Policy, the NATO Information Management Policy and NATO HQ procedures. He/she will contribute to quality control measures thereby ensuring that the NATO HQ documentation meets agreed standards and is stored and disseminated with due regard to overall NATO information needs. The incumbent will also manage a team and allocate tasks and work in accordance with priorities and the required level of expertise. In addition, the incumbent is responsible for the maintaining the International Staff inventory of accountable materials in accordance with NATO Security Policy including monitoring the management and maintenance of the accountable materials held by individuals and organisations within the International Staff.
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The incumbent must:

have a university degree from an institution of recognised standing, or have equivalent professional experience;

have at least 5-10 years of experience in information functions and in the implementation of information life-cycle best practices, in particular those pertaining to organisation, accessibility, transmission, storage and protection;

have good practical knowledge of IT applications and of current office software packages with emphasis on the use of the MS Office suite and document management systems;

have knowledge and experience of international best practices and standards in the field of information management and be familiar with the life-cycle management of records;

be familiar with NATO documentation and related procedures as applied at NATO HQ;

have experience in supervising others and monitoring their work;

have knowledge and experience of the handling of classified and sensitive information in both electronic and paper formats;

be fluent orally and in writing in one of the official languages of the Organization, with a good working knowledge of the other;

be willing to work extended and/or flexible working hours.
The following would be considered an advantage:

familiarity with NATO Civilian and Military structures;

experience in the use of document management systems;
Planning and Execution
Contribute to the structured organization of information. Support initiatives towards improving data quality and data consistency. Implement policies and procedures for information management and information access, in particular those related to the NATO Information Management Policy (NIMP) and to NATO Security Policy. Ensure the quality control of the documents and document inventories. Implement instructions from customers and ensure the timely recording and dissemination of accountable materials, both in paper and in electronic format. Implement and monitor the systematic transfer of information between different networks and devices. Implement and monitor the systematic destruction of NATO accountable materials.
Project Management
Proactively manage unit workload according to objectives and agreed service levels. Ensure that unit activities are responsive to organizational business requirements. Monitor timely execution of tasks, determine or negotiate priorities and adapt priorities accordingly. Compile and analyze management statistics and report to hierarchy as required.
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Stakeholder Management
Respond to inquiries and contribute to the coordination of everyday information management issues with the NATO Office of Security, Committee Secretaries and other NATO HQ staff. Evaluate workload and negotiate priorities. Provide practical advice on policies and procedures related to marking, dissemination, retrieval, and secure access of information. Provide guidance to team members and advice NATO HQ staff on procedures and best practice with regard to document processing and other information management issues.
Organisational Efficiencies
Monitor unit activities and make constructive suggestions for more effective work arrangements, use of office tools, and dissemination procedures. Within agreed guidance, act on own initiative. Promote the unit to colleagues through presentations and reports. Recommend improvements to standing procedures.
People Management
Manage and motivate the staff of the Classified Material Control in their daily routine. Maintain commitment and focus. Balance workload and coach team members to ensure consistent level of skills and quality of output. Stay abreast of professional developments in the information management and security field and conduct topical briefing and training sessions. Recommend improvements to standing procedures.
Financial Management
Manage the budget of the unit in a cost-effective manner. Ensure it is aligned with strategic and operational plans.
Perform any other related duty as assigned.
The incumbent reports to the Head, Archives and Information Management and supervises the staff of the unit. He/she works closely with the Distribution Unit and the NATO Office of Security unit to ensure secure and timely distribution of NATO accountable documents. He/she liaises with members of the International Staff at all levels on matters pertaining to document security.
Direct reports: 3
The incumbent must demonstrate:


Analytical Thinking

Change Leadership

Clarity and Accuracy


Impact and Influence



Organisational Awareness
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The successful applicant will be offered an initial contract of 3 years' duration, which may be followed by an indefinite duration contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Information on NATO’s contract policy can be found under "Contract Policy" in the Recruitment Section of the NATO HQ Internet website www.nato.int/structur/recruit/working-for-nato.html
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)

Closing date for applications: Friday 17 June 2011

When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 11(2011) EM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail.

Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).

Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.

Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.
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Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser and the Organization’s insurers.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
• Please note that we can only accept applications from nationals of NATO member countries.
NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation.
NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.
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Friday, May 6, 2011

Unit Head, Information Resources and Services. ADB, Manila. Open until 16 May 2011

Unit Head, Information Resources and Services
Facilities and Asset Management Division, Office of Administrative Services
Job Purpose:
Undertake and ensure the effective and efficient management of ADB's information resources, including the library, records and archives collections, and other services and facilities associated with the unit. Work with broad policies and objectives, working directly with clients, with supervision for critical tasks.
Expected Outcomes:
a. Unit Operations Management
Develop the unit's annual work program and lead in its implementation, including the attainment of functional goals and refinement of operational processes, monitoring and reporting on progress, and managing the unit's human resources.
Plan and develop strategies to meet changing customer requirements and enhance logistics management in support of ADB's expanding operations.
Establish and sustain a culture of client orientation and service excellence
Prepare and administer the unit's annual budget
b. Information Resources and Services Management

Undertake the effective and efficient management of ADB's information resources, including the library, records and archives collections, and the unit's associated services and facilities.
Develop, implement, and sustain appropriate information management systems in accordance with ADB's requirements as well as internationally accepted library, records, and archives management practices.
Manage the full range of information resources functions, including assessment of new technologies in the information management field, implementation of integrated library and electronic document management systems, as well as service development and delivery.
Identify ADB's information needs and develop programs and services in response to it, specifically those services aligned with ADB's electronic document management system (eSTAR), the library's electronic online catalog and associate eResources, and services provided by the unit's reference librarians and sector information coordinators.
Manage a comprehensive reference library, records and archives services that include electronic services and systems as well as an up-to-date and historical collection of books, newspapers, periodicals and documents of international, regional and national interest, records centers and archives.
c. Knowledge Sharing

Participate in and contribute to relevant internal and external training and conferences and other activities for advocacy, dissemination and knowledge building.
d. Staff Supervision

Provide leadership and support to reporting staff.
Supervise the performance of reporting staff, providing clear direction and regular monitoring and feedback on performance.
Ensure the on-going learning and development of reporting staff.
Educational Requirements:
A university degree in information/library science, social sciences, or related fields, preferably at post-graduate level or its equivalent
Relevant Experience And Other Requirements:
Suitability to undertake the responsibilities mentioned above at the required level
At least 8 years of relevant experience in information services, with supervisory experience in electronic database / information resources project implementation and administration
Good working knowledge of electronic records management and library automation systems, including application of taxonomy development and maintenance and security classification frameworks
Excellent oral and written communication skills in English
International experience working in several countries, or within a multicultural and extremely diverse international workplace.
Core Competencies:
Application of Technical Knowledge and Skills
Regularly shares knowledge on new international best practice trends in comparator situations
Proactively applies relevant international best practices to own work
Convinces others to adopt international best practice by explaining the situational relevance and benefits
Client Orientation

Helps colleagues work effectively with clients in different contexts and from diverse backgrounds and country situations
Adapts own approach and style when interacting with clients, as opposed to requiring them to adapt
Draws upon international best practice in exploring solutions with clients
Confirms the clients' understanding and agreement before progressing
Achieving Results and Problem Solving

Draws on own and others' multi-country experience to identify viable courses of action when conducting analyses
Helps internal and external clients achieve quality results beyond presenting problems and precedent
Highlights possible solutions for project issues based on relevant multi-country and/or multi-client experience
Regularly contributes insights and experiences to colleagues in the Division to help them achieve quality results
Overcomes unexpected difficulties and challenges to produce desired outcomes
Working Together

Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing

Checks the audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution based on lessons and multi-country experience
Independently amends and clarifies messages and documents
Innovation and Change

Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
The position reports to: Director, Facilities and Asset Management Division (OAFA)
The following staff positions report to the Unit Head, Information Resources and Services: National Staff and Administrative Staff

Women are encouraged to apply.