Monday, April 30, 2012

Registry and Records Assistant, G-4. OSCE, Vienna. Open until 21 May 2012

Job Title Registry and Records Assistant Organization Name OSCE Secretariat Location Vienna,AT Grade G4 Closing Date of application 21-05-2012 No. of Posts 1 Background The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records Management, and oversees the Prague Office. The OSG also ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of the Executive Management Section. Tasks and Responsibilities Under the direct supervision of the Chief, Records Management, you will provide support services related to the Secretariat records management functions, specifically: Registering and distributing all official incoming and outgoing communications in the correspondence registration database; Reading and analysing documents and assigning file codes based on content. Scanning and uploading electronic records in OSCE’s electronic document and records management system (DocIn) (includes assigning metadata to the records); Maintaining the central filing system of electronic and hard copy records; Monitoring electronic folders in DocIn; Reviewing and facilitating transfers of records from closed field operations in accordance with OSCE’s retention and disposal policy; Performing preliminary appraisal of records and weeding and disposing of obsolete records; Ensuring secure destruction for "restricted" records authorized for destruction; Providing reference services by handling information requests and assisting with retrieval of records; Directly supporting Secretariat staff regarding compliance with the Administrative Instruction related to Records and Document Management; Advising Secretariat staff on the practical use of DocIn; Performing other related duties as required. Necessary Qualifications Completed secondary education, additional qualifications in archives or records management are desirable; Minimum of three years of relevant experience preferably in archives or records management; Knowledge of electronic document and records management systems is desirable; Professional fluency in English with excellent communication skills; knowledge of another OSCE working language would be an asset; Superior customer service skills; Ability to work accurately and pay attention to detail; Ability to review and analyse documents and identify key information; Tact in dealing with internal and external parties and the ability to maintain a high level of confidentiality; Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; Ability to work in a team and establish working relationships with people of different national and cultural backgrounds. Remuneration Package Monthly remuneration, subject to social security deduction is EUR 2,924 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Van Breda medical insurance scheme and the OSCE Provident Fund. How To Apply If you wish to apply for this position, please use the OSCE's online application link found under The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply. Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation. No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Index Assistant, G-5. ILO, Geneva. Open until 13 May 2012

Vacancy No: 2012/09 Title: Index assistant Grade: G.5 Contract type: Fixed-Term Appointment Date: 11 April 2012 Application Deadline: 13 May 2012 Organization unit: DOSCOM Duty Station: Geneva, Switzerland The following are eligible to apply: - Internal candidates in accordance with paragraphs 15 and 16 of Annex I of the Staff Regulations. - External candidates: recruitment for this vacancy will be on a local basis, in accordance with Article 4.3 of the Staff Regulations *. *** The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. Successful completion of the Assessment Centre is required by external candidates. It might be required that applicants take a test to assess knowledge in Microsoft word, excel and/or power point. The Director-General reserves the right to appoint candidates at one level below the level of the advertised post. External candidates: Conditions of employment: The salary range of this grade is the following: 75,093 CHF p.a. (minimum) to 104,817 CHF (maximum). In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. *The recruitment process for GS position is subject to local recruitment regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who have the right to reside in neighbouring France. INTRODUCTION The position is located in the Communications and Files Section (DOSCOM) of the Department of Central Services, Security and Protocol (SERVSEC). The role of DOSCOM is to ensure the proper functioning of communication services (mail, diplomatic pouch, telephone, etc.), central file management, official correspondence (Registry), as well as the effective preservation of official correspondence and other legal, juridical and historical documents (Archives). The index assistant ensures that correspondence and files are correctly indexed in keeping with the filing plans for which they are also responsible. The introduction of the Physical and Digital Official Records Archival system (PanDORA) means that the index assistant will play a pivotal role in tailoring filing plans to meet the needs of users, in addition to guaranteeing authorized users access to the system. The index assistant will work under the direct supervision of the Chief of Section. Description of Duties Specific duties 1. Administer the filing plans for official files, make them compatible with the Electronic Records Management System and tailor them to the needs of the different departments of the International Labour Office. 2. Administer the access rights and profiles pertaining to the Electronic Records Management System. 3. Receive and verify requests to open new electronic files. Determine the appropriate references for the files. Extract key words that accurately describe the contents of the files. 4. Respond to all requests for information. 5. Train junior colleagues in all aspects of transferring, storing and managing files. These specific duties should be carried out in conjunction with the following generic duties adapted to the work programme in question. Generic duties 1. Receive, read and route official correspondence. File (index) all correspondence with appropriate file references. 2. Determine file numbers for new files. 3. Participate in updating user guides and work procedure guides. 4. Undertake research in files upon request. 5. Inspect contents of files to be archived for consistence with established rules and participate in the archiving process. Required Qualifications Education Completion of secondary education or of a formal qualification in library sciences or documentation. Experience Five to six years of clerical experience in the field of file and archive management and electronic document management. Languages Good knowledge of two working languages. Knowledge of any other language used at the conferences of the International Labour Office would be an advantage. Competencies Knowledge of related work procedures (for example, mailing and shipping) and knowledge of administrative procedures related to the management of files and archives. Good understanding of the structure of the International Labour Organization, its activities and its various bodies (International Labour Conference, Governing Body, International Labour Office, etc.). Good knowledge of the Microsoft Office suite and of the functioning of the Oracle database. Good knowledge of a computerized record management system. Good knowledge of an electronic documents management system. Ability to develop filing plans. Ability to adapt workload during peak periods while maintaining good relations with clients. Ability to work in a team. -------------------------------------------------------------------------------- Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: The system provides instructions for online application procedures. The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants. Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

Sunday, April 29, 2012

Archives/Records Officer. IMF, Washington DC. Ongoing Recruitment

Archives/Records Officer (Ongoing Recruitment) (Job Number: 1200335) Description This vacancy announcement is for pipeline building purposes. We will subsequently select candidates for vacancies expected during 2012/2013 from this pipeline. The International Monetary Fund (IMF) Archives and Records Management program is responsible for the implementation of the institutional records management program, preserving the Fund's archival records, and implementation of the Fund's Transparency Policy. Archives and Records Officers work in one of three teams: •Records Management and Archives Reference Team: responsible for the management and use of the electronic records system, the maintenance and update of institutional file plan and retention schedules, records disposition, education and support of departmental staff in recordkeeping, and archives reference services for IMF staff and the public. •Archives Development Team: appraises, declassifies, arranges, and describes archival collections and manages the archives repository. •IT Advisory Team: manages business analysis, development and support for technology needs of archives and records management functions including the Archives Management System, the eRecords system, digitization projects, long-term preservation of digital archival material, in liaison with departmental IT function. Qualifications •Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management, Library and Information Science, or related field and a minimum of 3-5 years relevant professional experience. •Experience with the application of international standards for archives management to post-1945 archival collections in both paper and electronic form supported by ICA or ISO; knowledge of ISAD (G) and RAD archival description preferred. •Experience with records management principles and practices for paper and electronic records; familiarity with ISO 15489 - International Standard for Records Management •Experience with creating and managing information systems and databases •Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels •Strong analytical and problem-solving skills •In addition to the above qualifications, a broad understanding of the work of the IMF

Friday, April 20, 2012

Digital Archivist. IMF, Washington DC. Open until 24 april 2012

Digital Archivist (Job Number: 1200295)



The International Monetary Fund (IMF) is seeking to appoint a Digital Archivist for a one-year contractual position. The Digital Archivist position is part of a team of archivists and records managers that strive to deliver a world-class archives and records management program.

Duties and Responsibilities:

Under the general supervision of the Archives and Records IT Advisor, the Digital Archivist manages systems supporting all formats of archival content. This role includes development and implementation of specific components to ensure the authenticity, reliability, and current as well as long-term accessibility to both its born-digital and digitized archives. Work is accomplished through close collaboration with the Archives Development Team.

Specific responsibilities include:

· Manage the Archives Management System (based on Adlib Archives software), which includes coordinating support and enhancements for the archival descriptions catalog, accession and

appraisal database, declassification database, reference request database, and box management with barcoding and on and offsite storage. Coordinate maintenance and enhancements with

Archives Systems vendor and with IMF IT contacts.

· Manage the Public Web Archives solution (internally and externally), including the monthly updates, user support and enhancements.

· Provide business analysis support for Archives related projects including requirements gathering, workflow design, and optimized solutions, with the goal of improving the efficiency of the ARM

staff and making the collections more readily accessible to the researchers.

· Develop or recommend and implement standards, procedures and workflows with regard to conversion and reformatting, storage and maintenance, methods of access and dissemination, and

quality control.

· Manage all digital media, including from analog to digital. Provide for tracking and storage of media. Provide assessment of format and media stability as required and implement optimum storage

solutions going forward.

· Develop and manage a long-term preservation program for digital archival records (both digitized and born-digital) based on archival standards, work done to date at the IMF, and ongoing

developments in the field. The process includes managing source, preservation and access copies, addressing file formats as well as media types, and ensuring access to objects through the

Archives Management System.

· Improve delivery of information in the IMF Archives (i.e., develop, maintain, and expand the Archives' website and web-based resources and tools). Write/edit website content using SharePoint.

· Participate in developing the strategy for evaluation and migration or deletion of older content, through a proof of concept using automated categorization tools to identify content with potential

enduring value in various systems such as Document Management System, Autonomy Email Archive, and network file shares. Tasks include development of procedures to transfer archival digital

objects from these repositories as well as the eRecords system to the Archives.

· Research current options for web archiving, particularly for SharePoint sites, as part of the digital archives.

· Plan for and oversee digitization of archival materials based on priority as funding is available.

· Develop user and system documentation as well as test scripts for Archives applications according to IMF IT guidelines. Provide testing of applications as needed for upgrades.

· General duties may include: reporting, maintaining project files and assisting with tasks as assigned on systems related efforts



· Working knowledge of and experience with archives management systems and related technologies; experience with Adlib archives software is desirable;

· In-depth knowledge of professional archival standards, methods, and procedures in archives management and preservation of both paper and electronic form such as ISAD(G) and RAD for

archival description; experience with digital archives management, preservation, and access standards and research is highly recommended;

· Excellent English written and verbal communications skills, including writing user/technical documentation;

· Experience in project management and business analysis, including strong analytical and problem-solving skills; experience with RFP and software evaluation processes is also desirable.

· Strong interpersonal skills and ability to work as a member of a team is required; and an ability to interact with staff from diverse cultures and backgrounds is highly desirable;

· Knowledge of web technologies, HTML, XML standards pertaining to documents, content, and data, and technical experience in handling multi-media objects including video;

· Experience with Microsoft Applications - Word, Excel, PowerPoint, Visio, Project, SharePoint.

Educational Requirements:

Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management, Library and Information Science, or related field and a minimum of two years relevant professional experience is required. Or a bachelor degree in a related field together with a minimum of six years relevant professional experience is required.

Project Clerk. OPCW, The Hague. Open until 1 May 2012

Project Clerk (GS-4)

Post Level


Closing Date

1 May 2012

Vacancy Ref


Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is until 31 December 2012, carrying limited benefits. 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.


Declarations Branch


Verification Division


2 April 2012

Principal Functions


To provide support to the staff of the Documents Registration and Archiving Section in relation to specific projects related to information management by:

. Assisting with the re-arrangement of hard-copy correspondence and other series;
. Assisting with data quality work arising from reviews of registered records;
. Assisting with preparatory work for development of record-keeping practice and creation of documentation required for records management;
. Assisting with application of records management requirements to legacy records;
. Assisting with any other elements of on-going projects (e.g., related to retention schedules for classified information, or improved management of location);
. Performs other duties as required.

Knowledge and Skills

· High School diploma or equivalent diploma of higher secondary education;
· Knowledge of record-keeping or documentation, and of archives and records management;
· Strong computer literacy (MS Office applications);
· Flexibility and willingness to multi-task;
· Ability to handle a large volume of work in an efficient and timely manner;
· Ability to plan and organise; problem-solving skills;
· Good interpersonal skills and ability to work harmoniously in a multi-cultural environment.
· Tact, accuracy and discretion;
· Customer-service orientation.


· At least three years of clerical and administrative experience in an information-service environment, such as archives, records centre or library. Demonstrable knowledge of basics of information management;
· Previous work experience of the activities described under the Principal Functions;
· Experience within a multicultural, international organisation would be an asset.


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.

Annual Salary
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions).

Net Salary

EUR 35,900


Interested applicants who are unable to submit an application online at , due to technical problems, are requested to send an e- mail to explaining the problem.
Only applications received before the closing date will be considered.
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.

Archival and Records Management Consultant - Elections. UNDP, Monrovia. Open until 24 April 2012

Location : Monrovia, LIBERIA
Application Deadline : 24-Apr-12
Additional Category Millennium Development Goals
Type of Contract : Individual Contract
Post Level : International Consultant
Languages Required :
Starting Date :
(date when the selected candidate is expected to start) 01-Jun-2012
Duration of Initial Contract : 2 months
Expected Duration of Assignment : 2 months

After successful conduct of 2011 August Referendum and October Presidential and Legislative elections, there is an urgent need to work with the National Elections Commission (NEC) to conduct capacity building projects and enhance the NEC staff knowledge and ability to manage upcoming elections.

The UNDP 2012 capacity building programme aims to improve electoral institutions, more specifically, the programme will contribute to strengthening capacity of the electoral management body; enhancing electoral processes and improving conformity of the legal and administrative framework with international standards. Establishment of the Election Resource Centre with increased electoral resource materials in the library and strengthening of the archiving system and its database is an essential and integral part of 2012 NEC capacity building programme.

Archiving has paramount importance for keeping the institutional memory of the election administration. It supports the development of election materials including operational procedures, manuals and public outreach materials for future elections. A well equipped Library will enable NEC staff access to election literature and academic books from different country experiences and observes how electoral issues are dealt with by other democracies across the globe.

Duties and Responsibilities

Functions / Key Results Expected:

The Archival & Record Management Consultant will fulfill a number of functions, including providing technical support in establishment of the NEC Election Resource Centre Library, as well as setting up an Archiving system to ensure that key materials from the NEC are kept and catalogued for future reference. Archiving will be supported with special data base for archiving of soft copies of electoral materials. The Resource Centre will be an archiving place for public outreach materials (hard copies) and all posters/banners used for elections.

The Archival & Record Management Consultant will fulfill a number of functions, including providing technical support in establishment of the NEC Election Resource Centre Library, as well as setting up an Archiving system to ensure that key materials from the NEC are kept and catalogued for future reference. Archiving will be supported with special data base for archiving of soft copies of electoral materials. The Resource Centre will be an archiving place for public outreach materials (hard copies) and all posters/banners used for elections.

Under the overall supervision of UNDP Chief Technical Advisor, Election Resource Centre the Archival & Resource Management Consultant will carry out the following tasks:
Develop library and archiving plan and will carry out an assessment of current management of information and archives;
Work with the NEC Election Resource Centre Manager to devise a step-by-step plan for collection, cataloguing, utilization and management of materials. The plan will use a phased approach, starting with a modest amount of materials and simple system and building up the resources over the course of the project;
Work with the NEC IT section on the library and archiving database development so that exploration of materials in the data base is easy for users;
Conduct on-the-job capacity enhancement trainings for ERC manager and other staff of the Election Resource Centre in information management and archiving. Technical consultant will utilize the best practice in information management and archiving.

Deliverables/Outputs :

Development of Library and Archiving plan: Week 2 of the consultancy, 10% of total contract sum: Work with NEC Resource center manager and other NEC officials to make assessment of the available resource at NEC and development strategic plan for ERC establishment
Development of library and archive databases: Week 4 of the consultancy, 10% of total contract sum
Together with ERC Manager, work with NEC IT section on developing library and archiving databases in order to make research of materials easier for users;
Furnishing and equipping of ERC: Week 6 of the consultancy, 20% of total contract sum
Prepare procurement list of materials and work with UNDP/NEC procurement units to purchase ERC all necessary equipments & materials for its functioning
On-the-job training for ERC staff: Week 7 of the consultancy, 20% of total contract sum
Conduct on-the-job capacity enhancement trainings for ERC manager and other staff of Election Resource Centre in information management and archiving
Final Report: Week 8 of the consultancy, 40% of total contract sum
A Final report containing an assessment of the capacity of the ERC and future steps to be achieved will be provided by Consultant by the end of the contract.


Competencies & Experience:

Substantial experience in library, archiving and books cataloging development;
Ability to conduct trainings on library and archive development and maintenance;
Well developed interpersonal skills and sensitivity to local custom and traditions;
Good management skills;
Strong strategic and creative thinking;
Personal interest, commitment, efficiency, flexibility and willingness to work in a highly motivated team of professionals;
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
Ability to adapt to difficult working environment, under pressure and with limited timeframes.
Demonstrates integrity by modeling the UN values and ethical standards;
Promotes the vision, mission and strategic goals of elections programme;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism;
Substantial experience in library, archiving and books cataloging development.

Required Skills and Experience


Masters Degree in Library and Information Science or relevant field with equivalent practical experience.
Language Requirement:
Fluency in written and spoken English is compulsory.

Thursday, April 5, 2012

Associate Archivist, P-2. ITLOS, Hamburg. Open until 31 May 2012


The International Tribunal for the Law of the Sea (ITLOS), an international court with its seat in Hamburg, Germany, has the following vacancy:
Associate Archivist (P-2)

Functions: Under the supervision of the Head of Library and Archives the main tasks of the incumbent, who will manage the day-to-day operation of the Archives, will include:
• Processing judicial, session, and administrative records which includes, appraisal, scanning, indexing and accurately filing to facilitate storage and efficient preservation and retrieval; and where appropriate secure disposal.
• Maintaining physical control over all Tribunal archival records, taking all necessary steps to ensure proper handling and security of records.
• Administering the Electronic Document Management System (EDMS) and ITLOS Departmental Archival Database (IDAD) whilst ensuring that basic tools for accurate records indexing and retrieval are constantly updated and consistent with internal specifications.
• Drafting, recommending and implementing policies and procedures for the management of the Archives Unit.

Qualifications and Experience: Advanced University degree in the fields of archives and information management with a minimum of 2 years international relevant working experience; advanced computer literacy and in-depth knowledge and experience of relevant technology together with its application to archives and records management. An excellent knowledge of English or French with working knowledge of the other language is required.
The Tribunal reserves the right to appoint a candidate at one level below the advertised post.

Remuneration: An initial two-year fixed term contract, attractive tax-free salary with United Nations benefits and allowances. Applications should be sent to: Head of Personnel, International Tribunal for the Law of the Sea, Am Internationalen Seegerichtshof 1, 22609 Hamburg, Germany, Fax: 0049 (40) 3560 7245, or to The completed ITLOS personal history form (P11) should be received by the Tribunal no later than 31 May 2012. Only short-listed applicants will be contacted. The P11 form can be found on the Tribunal’s website at

Archivist, P-3. UNHCR, Geneva. Open until 26 April 2012

Job Title:

Job ID:
Geneva, Switzerland
APA Location:
Geneva, Switzerland

Salary Grade: Hardship Level: H
Family Type Location: Family

Duties and Qualifications



The Archives of the United Nations High Commissioner for Refugees exists to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public.

The incumbent is in charge of the implementation of a global records management system, and is responsible for ensuring that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization.

Duties are conducted within the general direction of the Senior Archivist. The incumbent is resposible for professional archival management of the user support team. The incumbnet works in close coordination with the Electronic Records Archivist and the Reference Archivist.


Accountability (key results that will be achieved)

- UNHCR has a global records management system in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory.

Responsibility (process and functions undertaken to achieve results)

- Develop, update and implement records management strategies, policies, procedures and guidelines.
- Ensure proper records disposition and retention of UNHCR records.
- Determine, update and raise awareness on UNHCR¿s standards for recordkeeping.
- Ensure UNHCR staff members are aware and have the training necessary to comply with their recordkeeping obligations.
- Manage the User Support team.

Authority (decisions made in executing responsibilities and to achieve results)

- Design, implement and manage a global records management system for UNHCR that includes electronic and paper recording systems.
- Establish recordkeeping systems for headquarters and offices on the Field.
- Establish coordination mechanisms for a global documents and records management operation.
- Decide content and methodology of learning programmes related to records management.
- Be the functional administrator of UNHCR Enterprise Document and Records Management System.
- Update the UNHCR master file plan and link it to retention and disposition rules.
- Apply disposition and destruction schedules to UNHCR records.


- Advanced university degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations.
- At least 6 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non sensitive materials. Of the 6 years, minimum 3 years of experience should be in an international environment in the same functional area directly relevant to the current position.
- In depth knowledge of current trends in modern archives and records management, as well as a thorough knowledge of archives and records management methodologies.
- The position requires a sound operational knowledge of office automation and electronic records management.
- Familiarity with current trends in archival research.
- Training and experience in records management.
- Good communicator with strong interpersonal and negotiation skills to deal with persons of various cultural and educational backgrounds.
- Excellent computer skills.
- Excellent knowledge of English (written/oral/comprehension) and working knowledge in another UN language, preferably French.


- Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR.
- Proficiency in other UN language(s).
Operational Context
Training and experience in Records Management and Archives: the incumbent is expected to have experience in records management projects, and it is highly recommended that she/he has experience implementing enterprise document and records management suits. Although he/she is not expected to be a specialist in Archival reference, the incumbent would need to have a good understanding of Archives procedures, specially reference, arrangement and description and preservation. The incumbent should be familiar with the functional administration functions, such as user creation, permissions management or table maintenance.

Leadership: The incumbent will manage a team of six general service staff.

Multi-task and capacity to organize and prioritize work: the post requires a person with a capacity to prioritize and multi-task, and should be able to find the right balance between the different activities to be performed: team coordination, analysis of needs, design of records management solutions for units, presentation and training, monitoring compliance, help desk and covering the work of the other Archivists.

Support function: The incumbent will manage a help desk and coordinate a group of staff that provides support to units and field offices. The incumbent will have to provide support to users and offices in the Field, remotely and personally going on mission.

Training and Communication Skills: The incumbent is expected to present projects, train staff members and trainers, and promote records management best practices in formal and informal ways. The incumbent will train colleagues, professionals and support staff.

Team work: the incumbent will be part of a team of four archivists, each one with its own specific area of expertise but at the same time very closely interlinked. The incumbent is expected to be ready to share, discuss, train and learn with the colleagues in the search for solutions adapted to UNHCR needs.

Closing Date
Please note that the closing date for the March 2012 Compendium is Thursday 12 April 2012 for internal vacancies and Thursday 26 April 2012 for external vacancies (closing date Geneva midnight).

Wednesday, April 4, 2012

Managing Director. DLM Forum Foundation. Open until 30 April 2012

DLM Forum Foundation

Appointment of a Managing Director

Introduction and Rationale

The DLM Forum seeks to expand its activities by establishing and operating a professional operational office, run by a Managing Director who will implement the policies set by the Executive Committee.
The Executive Committee has the constitutional role as the board of directors of the DLM Forum Foundation to decide the policies required to meet the Forum’s mission and goals. The Managing Director will be appointed by and work under the direction of the Executive Committee of the DLM Forum Foundation to implement these policies. The Managing Director will have the necessary operational discretion and will work with a small but capable
operational resource that will be put at his/her disposal.

More information on the Executive Committee and the operation of the DLM Forum Foundation can be found on the DLM Forum website. (See

Appointment and responsibilities

The Managing Director will be responsible for:
• Acting as the day to day contact point of the DLM Forum, i.e. the person that represents the DLM Forum Foundation at the appropriate levels and has the communication and personal skills to establish executive-level relationships.
• Advising the Executive Committee concerning strategic planning, budget allocation, likely outcomes in line with the strategic goals of the DLM Forum. This includes:
o Implementation of the policies determined by the Executive Committee.Where
necessary the Managing Director will formulate and propose a set of concrete
actions and a timetable to the Executive Committee to implement the general policy directives it has issued.
o Responsibility for meeting deadlines.
o Informing the Executive Committee of possible consequences of undertaking actions prior to their execution.
o Regularly reporting to the Executive Committee during implementation.
o Managing all aspects of the administration of the Forum within the agreed budget.
• Maintaining contact with members and being proactive in taking actions to increase membership and members' activities.
• Liaising with international and national organisations of information governance, public agencies, industry associations, regulators, foundations, the European Commission, etc.

Job Description

The Managing Director will have authority delegated by the Executive Committee and operational responsibility to enable and be accountable for the following responsibilities:
a) Develop and, after the approval of the Executive Committee, implement a rolling three year plan to guide the operational direction of the Forum.
b) Develop and manage member services of value to the members with a view to increasing the membership of the DLM Forum. This includes events, publications and information services that will enable the DLM Forum to become the most important forum for Archiving, Records Management and Information Governance in Europe.
c) Manage the finances of the DLM Forum. Responsibility for producing budgets, quarterly reports and annual returns to meet the Companies House requirements.
d) Establish relationships with partner organisations, through skilled negotiation and “quid pro quo” approaches where possible.
e) Recruit and manage staff as appropriate.
f) Plan and propose services, activities and events, to the Executive Committee.
g) Implement the services, activities and events approved by the Executive Committee.
These include as a minimum:
• Bi-annual members’ meetings (usually held in the country of the EU presidency)
• Triennial conferences (a valuable and highly regarded industry event offered by the DLM Forum since 1996)
• Two or more major branded DLM Forum events per year (specialising in the
important themes of Information Governance);
• Education & skills development conferences, seminars and exhibitions, workshops and training sessions, managed learning environments, publications.
h) Develop and coordinate research projects for the DLM Forum alone or in partnership with other organisations in the fields of Archiving, Records Management and Information Governance. Examples include user needs analysis, records management economic modelling, ontology development, knowledge engineering, classification, and information retrieval.
i) Prepare and coordinate applications for research and funding to EU and other bodies.
i) In cooperation with the chair of the MoReq Governance Board (MGB), provide support for the activities of the MGB and Forum working groups within its approved budget.
k) Promote, both to DLM Forum members and to the wider community, the importance of Information Governance, including records management and archival practice. Promote
the creation and adoption of specifications, standards and good practices in Information Governance in Europe and beyond.

Skills and Experience Required

The crucial skills required of the Managing Director are:
a) Practical experience in the archiving, records management and the IT industry from either a government or a commercial background.
b) Commercial skills, in running the P&L of an organisation or business, and growing that business, while reporting to and supporting Board members at executive level.
c) Experience in developing, proposing, negotiating and implementing project proposals for funding programmes.
d) Experience of establishing and running successful events and conferences; with expert negotiating skills for running events, publications and services, where the resources required to make the activity successful are not under the direct control of the Managing
f) Ability to set up and run a professional office, assisted by staff, that he/she will recommend to the Executive Committee, who will approve it as part of a comprehensive and realistic annual budget.
g) Communication and language skills, i.e. fluency is required in English and at least one other European language (French, German or Spanish preferred).
The successful candidate will be required to sign the code of ethics of the DLM Forum Foundation. (See

Negotiable Package of €60k plus bonus Location: Europe

Following a policy review the DLM Forum seeks to recruit a Managing Director who will provide expertise and services to implement its strategic vision, by directing the operational execution of the policies of the Executive Committee of the DLM Forum.

The DLM Forum is a not-for-profit Foundation that was created through an initiative of the European Commission in 1997 with support from the National Archives of European Union member states. The DLM Forum is a pan-European subscription-based community of public archives and parties interested in archives, records and information management throughout Europe and beyond. Its current members include suppliers, end users, consultants, regulatory bodies and associations. The DLM Forum sets standards and guidelines for Information Governance including electronic archiving and records management and MoReq2010, the first of a new generation of specifications that provides Information Governance for users in all government and commercial organisations and for vendors across Europe.

By helping to raise its profile and reputation, the Managing Director will promote the activities of the DLM Forum across Europe and to a wider audience. The successful candidate will be expected to implement a strategy that delivers even more value to its members.

The Managing Director will possess relevant experience in archiving, records management and/or the IT industry from either a government or a commercial background. Experience of setting up events; developing educational services; commissioning and delivering value-added publications and relevant high-quality online services to a subscription-based membership is required.

The Managing Director will report to the Executive Committee. The work requires flexibility in working patterns and will take on average three days per week; overseas travel is a part of the role. The successful candidate will be expected to set up an administrative office in a mutually agreed location, manage revenue collection, provide clerical support and meet defined budgets and goals.

We prefer a candidate who also has experience in developing, proposing, negotiating and implementing project proposals for the European Union and other funding providers.

Due to the pan-European nature of the Forum we would expect the candidate to be fluent in English and preferably another European language.

Remuneration will be negotiable and will be based on the scope of services provided within a basic package plus a bonus that will reflect financial performance.

For a full description of the position visit Applications downloads

Please send your CV and a Statement of Interest to: Eric Ketelaar, Secretary, DLM Forum. e-mail

The deadline for applications is 30th April 2012. Interviews will be held in early May 2012.

Archivist - Audio-Visual Redaction Coordinator, FS-5. ICTR, Arusha. Open until 12 May 2012

Job Title:
Department/ Office:
International Criminal Tribunal for Rwanda
Duty Station: ARUSHA

Posting Period:
13 March 2012-12 May 2012
Job Opening number:
12-IMA-ICTR-22385-R-ARUSHA (E)

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

Org. Setting and Reporting

United Nations International Criminal Tribunal for Rwanda -- Registry -- Judicial and Legal Services Division -- Court Management Section -- Judicial Records and Archives Unit


Under the supervision of the Chief, Judicial Records and Archives Unit, the Audio-Visual Redaction Coordinator is responsible for providing direct supervision to the teams responsible for the redaction of the audio-visual recordings of the judicial proceedings of the ICTR. The audio-visual redaction teams are tasked with reviewing all archival audio-visual recordings of the courtroom proceedings to identify and remove any sensitive information contained in the recordings in order to prevent the disclosure of information relating to protected witnesses. This includes closely reviewing all relevant judicial records, applying the established redaction principles to the review process to ensure compliance with established procedures and transparency of the redaction process. The redaction process includes the removal any potentially identifying information from the relevant language versions of the digital copies of the audio-visual records using digital audio-visual editing software and asset management systems to create redacted versions of the audio-visual records. Under the supervision of the Audio-Visual Redaction Coordinator, the audio-visual redaction teams are responsible for creating redacted version of the digital audio-visual recordings of the ICTR’s judicial proceedings and integrating those recordings into the electronic record-keeping system (TRIM) to enhance their accessibility.

The Audio-Visual Redaction Coordinator is responsible for ensuring that all records have been reviewed and processed in a timely and efficient manner. This includes monitoring the workflow of the audio-visual redaction teams, scheduling assignments, providing regular progress reports on all activities of the teams, conducting regular needs assessments and training programmes for the Audio-Visual Redactors, assessing and monitoring their performance, and overseeing the provision of required resources for the reaction process.

The Audio-Visual Redactor Coordinator is also responsible for the quality of the redaction process, including performing quality control and assurance on all redacted files and monitoring and verifying the input of data into TRIM and other workflow management tools. The Audio-Visual Redaction Coordinator is responsible for ensuring conformity to established procedures and practices and providing technical recommendations to enhance and improve the redaction methodology. This will include the development of information sharing policies and data protection procedures and will require familiarity with audio-visual editing technology and digital asset management systems.

The incumbent will work in close collaboration with the Audio-Visual Archivist and Juridical Records and Archives team to ensure the long term preservation of the records of the ICTR including any other duties as may be assigned by the supervisor or hierarchy.


1. Accountability: The ability to schedule tasks, coordinate the activities of the Audio-Visual Redaction Team, review the quality of the work of the team, and to monitor the progress of the project and provide regular reports to the Unit and Section Chiefs.

2. Teamwork: The ability to work well with colleagues, and the willingness to exchange information, knowledge and skills.

3. Technological Awareness: Previous experience audio editing or a related field and sufficient technological awareness to quickly become proficient in the use of audio editing software.

4. Planning and organizing: A demonstrated ability to assist in the planning and implementing of the project and excellent organizational skills are required.

5. Creativity: The ability to develop innovative solutions to technical and procedural challenges.

6. Commitment to continuous learning: The ability to learn new techniques and become familiar with new technologies to enable the incumbent to participate in all phases of the audio-visual redaction project.


High school diploma or equivalent. A university degree in the fields of Audio-Visual Archiving, Film Production, Information Management, Library Science, Law, Humanities, or Administration would be a definite asset.

Work Experience

A minimum of eight years of experience, two of which are supervisory, in one of the following fields are required:

- audio editing, recording or production,
- electronic editing/ redaction of legal material
- information management or archiving
- international judicial environment.


Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of Kinyarwanda is an advantage

Assessment Method

Applicants will be evaluated against the core competencies for the post, as well as against their technical knowledge in the field.

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