Temporary Documents and Records Management Assistant, G-3. OSCE, ODIHR, Warsaw. Open until 31 December 2012

Description Job Title Temporary Documents and Records Management Assistant Organization Name OSCE Office for Democratic Institutions and Human Rights Location Warsaw,PL Grade G3 Closing Date of application 31-12-2012 No. of Posts 1 Background This is a short-term position. The financial remuneration is calculated and paid based on the number of hours worked during a calendar month. The planned duration of the project is for a period of one year. The Office for Democratic Institutions and Human Rights (ODIHR) is OSCEfs principal institution 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fs assistance projects and other activities are implemented in participating States in accordance with ODIHRfs 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 backlog of retroactive records weeding and digitalization.@DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval.@ Due to a highly increased workload over the last year in relation to other taskings, DRM seeks temporary assistance to process the backlog of material. Finalized processing is required for full compliance with official OSCE Records Management policies and initiatives as outlined in the revised versions of FAI3 and the Records Management Manual, both in development for 2013. Tasks and Responsibilities Under the direct supervision of the Documents and Records Management Officer, the incumbent is responsible for following duties: Scanning old correspondence and uploading scanned PDF files to ODIHR Correspondence database entering all necessary metadata; Checking all letters migrated to ODIHR Correspondence database for all the necessary metadata and attachments; retroactive editing of letter entries to ensure completeness of information; Re-housing documentation currently on file into acid-free archival boxes for permanent retention; Weed paper material stored in records rooms and re-house them in archival boxes; Scan election observation forms older than 2 years; together with a member of the DRM unit review elections media for retention or disposal; Assess for retention, scan, and upload documents relating to project coordination within ODIHR and extra-budgetary donations; Upload significant documents to OSCE database; save PDF scans of project documents on local network drive; Necessary Qualifications Completed secondary education; At least two years of demonstrated experience working with documents in a library, archive, international organizations or other related organizations; Ability to critically absorb and assess materials, apply current selection standards, process information on a variety of subjects and in various formats, and communicate clearly with colleagues and people requesting information; Working knowledge of standard computer applications including scanning software, Adobe and MS Office; ability to maintain simple databases; Experience with and knowledge of basic archival and/or records management principles and activities; Good knowledge of English; knowledge of Polish and of other OSCE languages, particularly Russian, is desirable. Ability to co-operate effectively with people of different national and cultural backgrounds. Remuneration Package Hourly remuneration is approximately 23.53 PLN per hour. OSCE salaries are exempt from taxation in Poland. How To Apply If you wish to apply for this position, please use OSCEfs online application link found under http://www.osce.org/employment . 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. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE, as an equal opportunity organization, encourages female candidates to apply. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 . No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.