Monday, October 31, 2011

Information Management Officer, P-3. OCHA, Geneva. Open until 27 December 2011

Job Title:
Department/ Office:
Duty Station: GENEVA

Posting Period:
28 October 2011-27 December 2011
Job Opening number:

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

Org. Setting and Reporting

This position is located in the Advocacy and Visual Media Unit, Office for the Coordination of Humanitarian Affairs (OCHA), Geneva, Switzerland. The Programme Officer reports to the Head of Advocacy and Visual Media Unit, or designate.


Within the limits of delegated authority, the incumbent will discharge the following functions: Manage information to support OCHA and the UN system, as well as partner organizations, prevent, mitigate, manage, and recover from humanitarian disasters and emergencies. Determine the primary data and information elements that are required internally and externally to support humanitarian decision-making. Support strategic and operational decision making by processing and analyzing data and information and presenting it in the format most useful for analysis (e.g. reports, maps). Develop a client-oriented approach with all relevant stakeholders to help identify their priority information requirements. Design and implement a dissemination plan for all information products produced by OCHA (e.g. situation reports, data, maps). Provide training to OCHA staff on OCHA’s information systems and standards. Undertake data preparedness activities in support of OCHA’s response preparedness and contingency planning efforts. Establish and maintain an information network to facilitate humanitarian information exchange and the promotion of data and information sharing protocols, in particular those developed and endorsed by the Inter-Agency Standing Committee. If necessary, oversee technical staff in the development of databases and other applications to support the collection and processing of context specific data (e.g.: affected population, displaced populations, demographic and vulnerability data, results of common rapid needs assessment etc.). Support the advocacy, communication and reporting functions of the office through the collection, processing, storage and retrieval of documents, including images, of emergencies and vulnerability, as well as relief operations. In collaboration with the Information Services Section and Advocacy and Visual Media Unit, apply global information management standards, policies and procedures to guide related activities within the OCHA Office. Any other duties as may be requested by the Head of AVMU.


PROFESSIONALISM: Knowledge of the use of information management in humanitarian emergency, crisis management or disaster management contexts; ability to analyze and articulate the information management requirements of complex situations requiring a coordinated response between disparate actors; demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters); and 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 communications; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

CLIENT ORIENTATION: considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

PLANNING AND ORGANIZING: 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; and uses time efficiently.

MANAGING PERFORMANCE: delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff.


An advanced university degree (Master's degree or equivalent) in Business Administration (Information Management), Disaster and Emergency Management, Geographic Information Systems, Information Management, Statistics, or Social Sciences, or related area. A first level university degree (Bachelor's degree or equivalent) combined with qualifying relevant professional experience (at least seven years) may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible professional experience in managing information in a crisis management, disaster management, emergency management, humanitarian emergency or recovery context. Relevant international field experience in any of these areas is desirable. Qualifications and/or certification in the following applications are desirable: MS Access, MS Excel, ArcGIS, Adobe Creative Suit, or similar applications.


English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of Arabic, French, or Spanish is desirable.

Assessment Method

Competency based interview. Technical test may be required.

Special Notice

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

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.

No Fee


Content Archivist. Aramco, Dhahran.

Req Number 70027200
Job Title Content Archivist
Admin Area Saudi Aramco Affairs
Business LineIndustrial Relations
AOC Job Category King Abdulaziz Centre
Position Description The King Abdulaziz Center for World Culture, housed in an iconic building, is a fully integrated institution of lifelong learning, inspiration and cross-cultural engagement. The Center is a Saudi Armco initiative, and it will contain temporary exhibits, feature walls, catering facilities, a library, a museum, and the Children‘s Discovery Zone, with its own oasis garden and play area.
In a public building of this nature, the visitor experience is everything. Saudi Aramco has taken great pride in demanding the very best

The Content Archivist will oversee the development of the Archives and Special Collections. Reporting to the Chief Archivist, the archivist responsibilities includes the acquisition, arrangement, preservation, maintenance, exhibition and interpretation of collections. The candidate will be in charge of developing educationally outreach programs and provide assistance with the implementation of policies and procedures. The candidate will be responsible for the encoding of archival finding aids, creating MARC records by using the library integrated system and developing the content for the website, blog and online subject guides.
Minimum RequirementsA Master’s degree in Library Science, archival studies or Master of Art with at least 5 years of experience in archives management is required.
Demonstrated knowledge of archival cataloguing and record management theory and practice. Familiarity with data structure standards relevant to the control of archival collections (e.g. EAD, Dublin Core, ISAD G, MARC 21).
Awareness of library and archives automated information management systems.
Excellent communication skills
Duties & ResponsibilitiesClassifying, cataloging and managing physical collections.
Crafting a process for effective archiving and management of material onto the Archiving Management
Liaising with senior managers to assess, transfer and manage existing historical paper records and other archival material from departments within the company
Manage existing temporary storage to ensure smooth transition to the archive in the Center
Working with the Information Technology coordinators to review the specifications of the Archiving Management Systems and metadata schemas
Liaise with other Components at the Center (Museum, Library, etc...) to ensure full integration of the functions, systems and services
Developing content for the Archives Gallery
About UsSaudi Aramco’s Industrial Relations (IR) Business line is dedicated to building, maintaining and enhancing the relationships the Company develops with people and institutions inside the Kingdom and around the world. It is through the IR business line that the Company cares for the health, wellbeing and security of its employees and their families, maintains the high quality of life found in Company communities, operates the school system for the children of expatriate employees, and communicates with various audiences through a variety of media, including print publications, events, films and websites. Saudi Aramco operates one of the largest and most successful industrial and professional training programs on the planet to ensure that its employees are provided with the training they need to meet emerging challenges. The Company’s wide-ranging corporate citizenship activities, which focus on the areas of environmental protection, knowledge, community and the economy, are also the responsibility of the IR business line.
Auto req ID4156BR

Application Instructions:

Contact Name: Russell Ross
Contact Tel: 713-432-4797
Contact Fax:
Contact Email:
Address: 9009 West Loop South, MS-112, Houston, TX

Monday, October 17, 2011

Senior Information Resources & Services Assistant (Records & Archives). ADB, Manila. Open until 27 October 2011

Senior Information Resources & Services Assistant (Records & Archives)

Facilities and Asset Management Division, Office of Administrative Services

Closing date: 27 Oct 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:
To assist the Records and Archives section of the Information Resources and Services Unit in the management of ADB's records in electronic and paper formats and filing system, as well as in providing training and advice to various departments/offices in ADB headquarters (HQ) and resident missions/representative offices (RMs/ROs) primarily on electronic records and documents management.
Expected Outcomes:
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluate the results of these tests and report the findings to facilitate needed improvements in the system.

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

Advisory and Training

Advises concerned staff in departments/offices in ADB HQ, Board offices and RMs/ROs on various aspects of records management. Provides inputs in developing policies and procedures for ERMS users. Orients and guides staff on various aspects of managing paper and electronic records. Prepares and updates course materials for training programs, including eLearning materials.

Recommends improvements in file maintenance procedures, proposes revisions and other updates to the records management and maintenance manual and subject classification guide. Updates and maintains records database/s.

Trains service providers on document preparation, appraisal and proper disposition of records.

Records Management Audit

Participates in records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.


Performs other duties as may be assigned and reflected in the incumbent's work plan.

Educational Requirements:
Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience And Other Requirements:
Work experience
At least 5 years overall experience in library, records and/or information management
Technical knowledge

Sound working knowledge and understanding of ADB's records management system, policies and procedures
Sound working knowledge of digital imaging and electronic documents conversion processes
Sound working knowledge of ADB's ISO 14001/EHSMS 18001 best practices particularly on records management
Proficient in ADB standard software programs and information technologies

People and leadership skills

Able to liaise and work effectively with staff within own work location
Able to work collaboratively with teams as a constructive team member
Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
Deals with routine queries and correspondence in accordance with procedures
Proactively seeks relevant development opportunities and submits for approval
Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation

Adjusts style and approach to respect and serve different clients
Conveys messages by asking questions and using different approaches
Identifies when a client issue requires escalation
Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving

Proposes solutions to minimize delays and setbacks in completing work
Reviews all task objectives and achieves core deliverables
Uses time management and organizational skills to promptly complete work to the required standard
Delivers beyond the stated task objectives
Working Together

Consistently works effectively with individuals of different views, culture, nationality, gender, and age
Consistently seeks assistance when requirements are unclear
Provides timely updates on relevant information
Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing

Uses effective written and oral communication in preparing documents, presentations and interactions
Asks questions to understand how to follow up on feedback
Locates relevant information to expedite workflow
Innovation and Change

Adopts new policies, systems and processes in a timely fashion
Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff and senior National Staff

Thursday, October 13, 2011

Information Management Officer, P-3. OCHA, Geneva. Open until 24 October 2011

Information Management Officer P-3
Job—Closing date: 24 Oct 2011 — UN Office for the Coordination of Humanitarian Affairs Date of issue: 11 October 2011

Post title and level: Information Management Officer P-3

Duty station: Geneva, Switzerland

Duration: Three Months

Expected Entry of Duty: As soon as possible

Vacancy Notice number: OCHA/G/50/2011

Deadline for applications: 25 October 2011



The Inter-Agency Standing Committee (IASC) Secretariat carries out substantive tasks on: (a) humanitarian coordination and liaison among 17 IASC members (UN and non UN humanitarian agencies) on key humanitarian issues, (b) advocacy and information management on key inter-agency humanitarian issues, (c) monitoring and reporting of humanitarian trends and of implementing decisions stemming from inter-agency meetings and (d) provision of technical and policy support to IASC Task Forces.


The Information Management Officer position is located within Inter-Agency Standing Committee (IASC) Secretariat, Office of The Director, United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) Geneva.


Within delegated authority, under the supervision of the Chief of the IASC Secretariat, the incumbent will be responsible for the following:

Work together with the IASC Secretariat in further developing and implementing the web components of the IASC communication strategy; Work with the IASC Secretariat to develop the specifications for the IASC website to move the site to SharePoint; Develop the concept for a specific survey to assess the use of the IASC website; In close consultation with IASC Secretariat colleagues create systems to enable: Updating information on static pages of the IASC website; Preparing mock pages about revised page designs for review by the IASC Secretariat; Uploading documents on the IASC website; Populating pages of the IASC Subsidiary Bodies in collaboration with the IASC Subsidiary Body Chairs; Regular updates of the calendar on the IASC website; Strengthen information management systems to enable the Secretariat to monitor humanitarian developments throughout the world and through careful information analysis;Fulfil other tasks related to management of the ASC website, Information Management and Communication and other related tasks requested by the Chief of the IASC Secretariat.


PROFESSIONALISM: Knowledge of information technology / information management, particularly in systems analysis, web-base design and programming; Knowledge of information management, archival, record keeping and record disposition; Knowledge of electronic data maintenance, including appraisal, conservation and migration management; Records preservation and description; is Motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; Proven excellent drafting skills is desirable.

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 in the IASC Secretariat and with all agencies in the IASC in the pursuit of common 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.

Qualifications & Experience

EDUCATION: Advanced university degree (Master's degree or equivalent) in computer science, information systems, archival, information science, information systems, social science or related field; A first level university degree (Bachelor’s degree or equivalent) in combination with qualifying relevant professional experience may be accepted in lieu of advanced university degree.

WORKING EXPERIENCE: A minimum of five (5) years of progressively responsible professional experience in planning, design, development, implementation and maintenance of computer information systems or with archival, information science, information systems, or a related field.

LANGUAGE: For this particular post fluency in English (both oral and written) is required; Knowledge of another UN official language is an advantage.


Please note that applications received after the deadline will not be accepted.

All posts are subject to availability of funds.

Applications from qualified female candidates and from nationals of non- and under-represented countries are particularly encouraged.

Diploma of completed University degree may be requested in due course.

Applicants will be contacted only if they are under serious consideration.

This vacancy announcement may be used to fill similar positions at the same level in other field duty stations.

Candidates will be expected to move periodically to new functions throughout their careers and are subject to the assignment by the Secretary-General to any of the activities or offices of the United Nations.


All applicants are requested to email the following documents to Mark Prasopa-Plaizier at with a copy to

Cover letter, explaining why you consider yourself qualified and motivated for this particular position;
Completed Summarized Personnel Information Form;
Completed P-11 and P-11 Supplementary Forms.
All Application Forms can be found by clicking on the following link:

Please state your full name and the OCHA vacancy notice number (OCHA/G/50/2011) as the subject in your e-mail application and send one email application for every vacancy announcement.

"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts".

Saturday, October 8, 2011

Documents and Records Management Assistant, G-5. ODIHR, Warsaw. Open until 6 November 2011

Job Title Documents and Records Management Assistant

Organization Name Office for Democratic Institutions and Human Rights (ODIHR), Common Services, Documents and Records Management Unit

Location Warsaw,PL

Grade G5
Closing Date of application 06-11-2011
No. of Posts 1


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.

The Documents and Records Management Unit (DRM) is primarily responsible for managing all information produced and received by ODIHR. The unit processes information in all formats including paper documents, digital files and media items. The unit was established in 2009 and is currently handling a large backlog of processing activity. DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval. DRM staff currently includes three full-time employees and a temporary assistant.

Tasks and Responsibilities

Under the general supervision of the Documents and Records Management Officer the incumbent will perform the following duties:

Work with DRM Officer to maintain paper and digital files for ODIHR departments and units.
Review the content of documents; determine appropriate retention period and destruction date using OSCE Retention Schedule.
Weed and process paper and digital files for the office.
Coordinate shredding pickups and occasional document transfers to the OSCE Prague Office.
Help to implement office-wide standards and policies for information organization including but not limited to: office-wide digital and paper files; correspondence; financial documents; conference documents; digital repositories and network drives.
Provide individual and/or group guidance on records management to all ODIHR staff as requested.
Train ODIHR staff on various aspects of records management including paper and digital information management and the use of DocIn (OSCE electronic repository).
Organize and manage physical and digital research resources and library materials for ODIHR.
Coordinate and support documents distribution at two annual ODIHR conferences and contribute to their post-event processing.
Provide staff orientation and separation briefings and attend meetings/events for the DRM Officer when necessary.
Contribute to developing new DRM initiatives and projects within the department and office.

Necessary Qualifications

Completed secondary education; supplemental training in records or information management, information classification and retrieval is an asset.
At least four years of relevant working experience. Primary preference- library, museum, historical society, archive, records center; Secondary preference- international organization, NGO, embassy or other relevant organization.
Excellent knowledge of English, including communication skills sufficient to interact with ODIHR staff and external researchers; working knowledge of other official OSCE languages or Polish is an asset.
Demonstrated working knowledge of relevant computer applications such as MS Office applications and Adobe software is essential; demonstrated working knowledge of databases and other relevant software programs is an asset.
Ability to think critically and work independently, under pressure and in confidence.
Consistent accuracy and attention to detail in all aspects of the position are essential.
Tact in dealing with external parties and colleagues requesting information, files or searches with archiving software.
Ability to conduct training sessions for ODIHR staff; topics may include databases and search tools, archival standards, and records management procedures.
Ability to work with people of different cultural backgrounds.
Readiness to work in an environment that may contain dust/dirt and to perform tasks that involve lifting, bending and repetition;
Ability to independently lift boxes and objects weighing up to 20 kg.

Remuneration Package

Monthly remuneration, subject to social security deductions, is approximately 6,500 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme (current approximate deduction for a staff member is 39 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

How To Apply

If you wish to apply for this position, please use OSCE’s online application link found under

Only the OSCE on-line applications will be accepted and short-listed applicants contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE, as an equal opportunity organization, encourages female candidates to apply.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Tuesday, October 4, 2011

Description Archivist (Short Term Consultant). World Bank, Washington. Open until 17th October 2011

POSITION: Description Archivist (Short Term Consultant)

LOCATION: World Bank Group Archives – Washington, DC

START DATE: 1 November 2011

PERIOD OF EMPLOYMENT: 1 November 2011 – 30 June 2012

POSITION SUMMARY: Under the direction of the Chief Archivist, the Description Archivist is responsible for arrangement and description of fonds held by the World Bank Group Archives as assigned by the Team Lead. Specific duties include: arranging records into series using functional analysis; describing records at the fonds and series level according to the International Standard for Archival Description (ISAD(G)) and World Bank Group specific-rules; creating finding aids; posting finding aids and other descriptive information on-line; updating information in the WBG Archives’ business system (TRIM); completing limited physical processing; and performing other duties as required.

Education: Master of Archival Studies degree; or equivalent combination of education and experience.

Experience: Experience in arrangement and description projects using the International Standard for Archival Description (ISAD(G)) or the Rules for Archival Description (RAD) is required. Experience as a working level archivist preferred. Knowledge of the Microsoft Office software suite, TRIM, and/or web publishing is an asset.

Other: The ideal candidate can work diligently alone, and can also work cooperatively with team members. The candidate should demonstrate excellent organization skills and be able to manage large multi-part projects. The candidate must be able to communicate clearly in English both verbally and in writing. Knowledge of a second language is an asset. Must be able to lift 15 pounds.

COMPENSATION: Competitive daily fee based on skills and experience. Note that compensation for non-US nationals is not subject to tax. Work visas for non-US nationals will be arranged. Relocation costs are negiotiable.

SUBMISSION: Please submit curriculum vitae along with 1 - 2 samples of ISAD or RAD descriptions completed by the candidate by close of business October 17th, 2011 to April Miller:

The World Bank Group Archives is part of the Library and Archives of Development, and is responsible for preserving the institutional memory of the World Bank Group, assisting internal and external clients find and use information, and promoting international standards for records management practices within the Bank Group. The Archives is responsible for retention and disposition policies for Bank Group records, for providing secure storage and retrieval services, and for facilitating research using archival records through the Arrangement and Description program and the Access to Information Program. The Archives serves a unique international audience as it serves the external economic development community and the staff of this large multi-lateral organization.