Records Officer, P-3. OPCW, The Hague. Open until 15 October 2011

Records Officer (P-3)

Post Level P-3
Closing Date 15 October 2011
Vacancy Ref E-VER/DEB/RO/F0196/P-3/6/03-11

This appointment is for a three-year duration with a six-month probationary period. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Branch Declarations Branch
Division Verification Division
Date 16 August 2011

Principal Functions Requirements
Under the supervision of the Head, Documents, Registration and Archiving Section, the incumbent performs the following duties:

. Ensures accurate electronic processing of declarations and verification - related documents in the Verification Information System by:
Developing, enhancing and maintaining validations systems to check the accuracy of processed data; designing and developing queries and reports to detect discrepancies in the indexing of information, or any other anomalies in attributed metadata.

. Controls the quality of declaration data provided to States Parties by:
Reviewing the declarations, amendments and other incoming correspondence from States Parties and determining which documents have to be provided to other States Parties, in accordance with the provisions of the Convention; reviewing the redaction of the declarations, ensuring that only the necessary information will be provided to other States Parties; ensuring that each requesting State Party receives the information it requires to be assured of the continued compliance with the Convention by other States Parties.

. Supervises the receipt and delivery of documents to and from States Parties, and the registration and control of same, ensuring compliance to the confidentiality regime by: Ensuring the correct description is maintained on the database to enable users to search and find documents more easily; resolving problems in the registration of incoming or the tracking of outgoing documents; briefing new delegates of States Parties on the procedure for transferring confidential information between the Secretariat and the State Party; ensuring that the databases that track the status of documents are up-to-date.

. Assists with the establishment of detailed working procedures for the processing, maintenance and data entry of electronic declarations and other verification related information, and assists with the implementation of same by: Reviewing existing standard operating procedures (SOP) and work instructions (WI) and updating them to ensure their effectiveness; assisting in the implementation of changes to the SOP or WI, by resolving problems and fine-tuning the changes.

. Ensures maintenance of proper confidentiality and security of the documents in Documents, Registration and Archiving Section by: Securing all confidential materials being processed in the section, bearing joint responsibility with the Head of Section for the use of the secure containers (safes and file cabinets) of the section; controlling the transfer of electronic files between the secure network and removable media; securing the diskettes of the Inspection Teams returning from missions; facilitating external translations and the electronic exchange of information with Member States.

. Strategic Planning by: Assisting the Head of DRA in developing strategic plans for the Section including annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels; proposing, managing and monitoring projects; staying up to date with regard to new information, records and archives management developments by reviewing the literature, participating in best practice groups and in dedicated conferences.

. Performs other duties as required.

Requirements:

Knowledge and Skills
. Advanced University degree which includes a major in information management or information technology. A relevant first level university degree in combination with qualifying experience (minimum seven years) may be accepted in lieu of the advanced university degree;

. Knowledge of chemistry desirable;

. Advanced computer literacy;

. Strong analytical skills, particularly in the area of business process analysis;

. Ability to plan and organise; problem solving skills;

. Flexibility and ability to work under pressure;

. Knowledge of and familiarity with the verification regime of the Chemical Weapons Convention is an asset;

. Tact, discretion and the ability to work harmoniously in a multi-cultural environment;

. Good interpersonal and communication skills
Experience

. At least five years of related experience in the management of electronic information processing, preferably in a public organisation;

. Work experience within an international organisation or within a governmental institute with similar focus would be an asset;

. Experience in document imaging and document workflow management is desirable.

Languages
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.