Head, Acquisition and Holdings Unit, A.2. NATO HQ, Brussels. Open until 3 September 2012

Brussels, 18 July 2012 A 25(2012) NOTIFICATION OF AN "A" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N A 25(2012) LOCATION NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ACQUISITION AND HOLDINGS MANAGEMENT UNIT TITLE Head, Acquisition and Holdings Management Unit GRADE A.2 1. SUMMARY The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information of permanent value, the overall management of NATO archival holdings and the implementation of the NATO Records Policy and Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information. Under the general guidance of the NATO Archivist, the incumbent will be responsible for implementing the Policy on the Retention and Disposition of NATO Information; contributing to the development of information management policies, standards and procedures; and the physical and intellectual management of NATO’s archival holdings. Within this framework the main functions of the Head will include: developing retention and disposition policies and procedures; coordinating appraisal reviews of NATO information; providing advice to NATO civil and military bodies and operations on records and archives questions; initiating and supervising descriptions of archival holdings; and implementing preservation measures for records in all formats. In addition, the Head directs the Acquisition and Holdings Management Unit (AHU) and replaces the NATO Archivist during absences. The Head presents to the Archives Committee on the implementation of the Policy on the Retention and Disposition of NATO Information and on other special projects as required. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  Possess a university degree, preferably with an emphasis on records and archives management or contemporary history/international relations or have equivalent relevant professional experience;  have at least four years of relevant working experience; at least two of which must be at the national or international level;  possess experience implementing retention and disposition programmes in large organisations;  possess experience managing projects related to records and archives and information management within tight deadlines;  possess experience in writing strategic policies, directives and guidelines;  possess knowledge of international standards related to records and archives;  possess knowledge and experience of electronic records and electronic records keeping systems, and knowledge of the challenges of electronic records and archival preservation;  have experience in briefing and training;  be familiar with current office software suites, particularly database products related to records and archives management;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other. DESIRABLE The following would be considered an advantage:  a thorough knowledge of the Organization and Alliance activities;  experience working in records and archives management in a security conscious environment;  knowledge of additional languages. 3. MAIN ACCOUNTABILITIES Expertise Development Develop and update retention and disposition schedules that identify and preserve NATO information of permanent value as well as facilitate the timely destruction of information identified as having no permanent value. Contribute to the development of a trusted digital repository for the long-term preservation of digital holdings. Ensure the retrievability of inactive records in all formats by developing and maintaining taxonomies and accurately preserving metadata for these records Project Management Identify, implement and successfully complete projects in relation to semi-active and inactive NATO information. Contribute to the development of records, archives and information management policies and their implementation in the International Staff (IS) and across the Organization. Information Management Coordinate and conduct archival appraisal of archival holdings, Implement and maintain an integrated file plan and taxonomy for both paper and electronic records. Stakeholder Management Respond to requests for information contained within the archives. Provide advice and guidance to NATO civil and military bodies and operations on records and archives management. Knowledge Management Describe archival holdings according to established international and Organizational standards so as to maintain access thereto. Ensure the preservation of semi-active and inactive records in all formats. Manage the space of archival repositories and ensure that all files are registered and traceable. Coordinate transfers of NATO information of permanent value. Authorize and supervise the destruction of NATO information of temporary value. People Management Direct and supervise the work of the Acquisition and Holdings Unit (AHU) staff and prepare and maintain a work plan for the unit. Direct and supervise the NATO Archives staff when the NATO Archivist is absent. This includes attending management meetings, meetings with experts and meetings with national representatives. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the NATO Archivist and directs and supervises the staff of the Acquisition and Holdings Management Unit. He/she is required to work closely with the Head, Public Disclosure and the Archives Liaison Assistant, as well as with staff working in Information Management (IM) at NATO headquarters and throughout the Organization. Direct reports: 3 5. COMPETENCIES The incumbent must demonstrate: Analytical Thinking Achievement Clarity and Accuracy Conceptual Thinking Customer Service Orientation Empathy Impact and Influence Initiative Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also 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: Monday 3rd September 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. A 25(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.