Archives Clerk, Public Disclosure, B.2. NATO, Brussels. Open until 5 July 2012

Brussels 31st May 2012 NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 09(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVIST/ARCHIVES SECTION-PUBLIC DISCLOSURE TITLE Archives Clerk, Public Disclosure GRADE B.2 1. SUMMARY The Archives Clerk, Public Disclosure is assigned to the NATO Archives and reports to the Head, Public Disclosure Unit. He/she provides (a) support to the Organization’s public disclosure programme, (b) archival reference services to internal and external researchers (c) assists with outreach activities that promote the NATO Archives. He/she will also provide support to the meetings and workshops of the Archives Committee. The Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  have a good general education at least to higher secondary level or have equivalent relevant professional experience;  have experience in archives and/or records management functions or related duties, especially at the international level. Formal training in archives, records or library sciences will qualify;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other;  be prepared to travel and/or work unsocial working hours when required. DESIRABLE The following would be considered an advantage:  knowledge of international best practices and standards in the field of archives and records management;  knowledge of arrangement and description of archival holdings or special collections;  knowledge of reference services;  knowledge of ICT systems, modern office equipment, current office software packages, and their application to archival processing and recordkeeping;  professional training or experience in archives, records or library sciences or in history. 3. MAIN ACCOUNTABILITIES Information Management As directed, prepare descriptions of archival holdings of permanent value, and assist with the systematic and ad-hoc requests for declassification and disclosure. Contribute to the archival processing, and digitisation of records of permanent value. Update and maintain relevant and accurate records concerning declassification and public disclosure. Maintain the Virtual Reading Room and NATO Archives web portal. Planning and Execution Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the preservation and access to paper and electronic records of permanent value. Stakeholder Management Assist with archival reference services to internal and external researchers, respond to requests for information, and assist with NATO Archives outreach activities including exhibits and seminars. Have the ability to identify and describe clients' needs and to comment on possible solutions. Have the personality to work with diverse staff and with users of different levels of experience and expertise. Knowledge Management Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP), the NATO Records Policy, the Policy on the Public Disclosure of NATO Information and to NATO Security Policy. Research and write descriptions of permanent archival holdings in accordance with international archival standards. Prepare finding aids and other reference tools in paper and electronic forms. Suggest improved means of service delivery. Expertise Development Conduct research, and write draft reports and summaries. Demonstrate professional competence and mastery of archives and records management functions. Have an innovative approach and be able to adapt in an evolving technical and managerial environment. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of the Public Disclosure Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with internal and external researchers and ensures quality reference service. 5. COMPETENCIES The incumbent must demonstrate:  Clarity and Accuracy  Customer Service Orientation  Empathy  Flexibility  Initiative  Organisational Commitment  Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years, which may be followed by another contract. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another 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. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. *** HOW TO APPLY  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: Thursday, 5 July 2012  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 09(2012) EM/ICTM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.  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.  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.  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