Coordinator, Public Disclosure, B5. NATO HQ, Brussels. Open until 3 December 2012

Brussels, 22 October 2012 B 18(2012) NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 18(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ PUBLIC DISCLOSURE UNIT TITLE Coordinator, Public Disclosure GRADE B.5 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 of NATO Information 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 and coordinating the Organization’s public disclosure programme throughout NATO and for outreach activities that promote the NATO Archives. Furthermore, the Coordinator contributes to the development of information management policies, standards and procedures; the physical and intellectual management of NATO’s archival holdings; and, manages or carries out projects as required. The Coordinator manages the operational activities of the Public Disclosure Unit as directed, and participates in the execution of all related tasks. He/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO archival and information management policy and procedures. Within the Unit, the Coordinator 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:  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 six years of relevant professional experience; at least two of which must be at the national or international level;  have experience in providing access to documents and reference services to various types of archives' users and handling sensitive information;  have experience in implementing archival description programmes;  have experience in organising and participating in archival outreach activities such as exhibitions, conferences and publications;  possess knowledge and experience of handling and preserving digital information of permanent value;  possess knowledge of international standards related to archives and information management;  possess experience managing projects related to records and archives and information management within tight deadlines;  possess experience in drafting strategic policies, directives and guidelines;  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;  experience processing Freedom of Information Act requests;  knowledge of additional languages. 3. MAIN ACCOUNTABILITIES Expertise Development Maintain relevant professional expertise current with developments in the field of archival management. Apply expertise to assist NATO staff as appropriate. Provide input and review policies, directives and guidelines with relation to current, semi-active and archival information. Information Management Initiate, develop and implement archival processing, description, reference and preservation procedures for the Unit. Initiate, guide and advise on the information management procedures for the Unit and Archives Committee. Knowledge Management Identify NATO information of permanent value that is at least thirty years old; examine the information against the NATO exemption list and coordinate the systematic and ad-hoc disclosure process. Describe archival records according to established international and Organizational standards so as to maintain access thereto. As part of the NATO Archives outreach activities, manage the NATO Archives collection online and web portal; coordinate and manage reference services to internal and external (academic) researchers; and initiate and coordinate other activities to promote the NATO Archives. People Management Initiate developmental plans to meet individual or team objectives. Manage and motivate staff of the Public Disclosure Unit to achieve results. Project Management Identify, analyse, design and contribute expertise to small and medium-sized projects, in the areas of archives and records management and related to the outreach and promotion of NATO Archives to the research community. Stakeholder Management Identify potential key stakeholders for archival management throughout the Organization and in the research community. Analyse specific requests for access to NATO documents by researchers and competent authorities. Whenever appropriate, seek the advice of the records’ originators concerned. Establish and maintain continuing consultative relationships with professional colleagues both within and outside the Organization. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the NATO Archivist and is responsible to him/her for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop. He/she works together with the other Head of Unit and Senior Assistant of the NATO Archives to ensure coherence of work priorities and procedures. He/she has frequent contacts with competent national authorities concerning the declassification and disclosure of NATO information. He/she has regular contacts with researchers interested in NATO history, and provides regular updates to the research community on outreach activities and NATO Archives. He/she maintains contact with counterparts in the International Military Staff to ensure a commonality of approach and practical cooperation wherever possible. 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’ duration; possibility of another contract thereafter. 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: Monday, 3rd December 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 18(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, age(1) 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.

Information Management Assistant, B3. NATO HQ, Brussels. Open until 25 October 2012

Brussels, 13th September 2012 NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 16(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/INFORMATION PROCESSING/WORKFLOW TITLE Information Management Assistant GRADE B.3 1. SUMMARY The Information Management Assistant is assigned to a unit of the Archives and Information Management Services and provides information management support to a designated clientele. As directed, he/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. He/she is responsible for the correct and uniform application of relevant working procedures and of information security regulations; sound judgement and some interpretation of regulations are expected. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  have a high school diploma or equivalent education and professional training; professional training or experience in library/information sciences or in international relations would be an asset;  have at least four years of experience in information support functions - formal training in information or library sciences will also qualify. Experience at the international level, especially in international organisations, is an asset;  have knowledge of international best practices and standards in the field of information management and familiarity with the life-cycle management of records;  have knowledge of documentary research and of the drafting of related reports and summaries;  have solid practical knowledge of IT applications and of current office software packages, in particular, the MS Office suite, Adobe PDF and document management systems;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper-Intermediate”) in the other. 3. MAIN ACCOUNTABILITIES Planning and Execution Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Perform quality checks and prepare statistics for the Unit as required. Be a member of a roster, which will entail ensuring work and service continuity. Information Management Respond to requests for information, conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance. Knowledge Management Apply an organisational file plan, maintain files, and prepare files for records disposition. Stakeholder Management Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support. Expertise Development Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic Information Management practices. Contribute to the improvement of routine work processes. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of a 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 other Archives and Information Management staff to ensure optimal customer support. 5. COMPETENCIES The incumbent must demonstrate:  Clarity and Accuracy  Customer Service Orientation  Empathy  Flexibility  Initiative  Organizational 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 25th OCTOBER 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 16(2012)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 and the Organization’s insurers.  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.