Assistant - Archives, B.3-B.4. NATO HQ, Brussels. Open until 2 October 2013

NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 10(2013) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT/ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ACQUISITION AND HOLDING MANAGEMENT UNIT TITLE Assistant, Archives GRADE B.3/B.4 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 with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives management 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. The Assistant, Archives is assigned to the NATO Archives and reports to the Head, Acquisition and Holdings Management Unit. He/She provides archival and records management support to a designated clientele. The Assistant also provides support to outreach activities such as exhibitions and seminars organised by the NATO Archives. Furthermore, the Assistant is responsible for ensuring the application of appropriate preservation measures for audiovisual material placed in the NATO Archives. As directed, the Assistant will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO records, archives and Information Management (IM) policy and procedures. The Assistant is responsible for the correct and uniform application of relevant working procedures and of information security regulations. Sound research, analytical and writing skills, 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;  have at least three years of experience in archives or records management functions, especially in managing audiovisual holdings;  have knowledge and experience of international best practices and standards in the field of archives and records management, and have experience in the life-cycle management of records;  have experience in archives appraisal and in conducting documentary research as well as experience in the writing of related reports and summaries;  have experience with ICT systems, current office software packages, and their application to information processing, recordkeeping and archiving;  demonstrate professional competence and mastery of records and archives management functions;  have an understanding of the specific preservation and access requirements for audiovisual and digital material  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. DESIRABLE The following would be considered an advantage:  experience at the national or international level, especially in international organisations;  experience in outreach activities such as exhibitions, seminars and on-line awareness campaigns;  professional training or experience in archives, records or library sciences or in history. 3. MAIN ACCOUNTABILITIES Information Management Collect semi-current and inactive records from various originators throughout NATO. Organise and register new acquisitions and holdings and write preliminary descriptions for them in accordance with applicable procedures and guidance. Maintain the semi-active and inactive records of NATO until their final disposition. Identify and appraise records possessing long-term value while facilitating the destruction of information of temporary value. Ensure the completeness and long-term reliability of documents held by the NATO Archives in all formats. Planning and Execution Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the storage and preservation of semi-active and inactive records in all formats (paper, audiovisual, microfilm and digital). Stakeholder Management Respond to internal requests for information and provide quality service. 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 Research and write descriptions of archival holdings in accordance with international archival standards. Prepare inventories, finding aids and other reference tools in paper and electronic forms. Facilitate access to semi-active and inactive records by internal users. Conduct research, and write draft reports and summaries. Project Management Prepare, assist and execute multi-media exhibitions and seminars promoting NATO’s history. This includes conducting research, writing exhibition scenarios, selecting material, liaising with stakeholders and participating in the organisation of the events. Expertise Development 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. Remain up to date on any new developments within the audiovisual and digital media preservation and access domains, adapting to evolving technical as well as managerial methodology as necessary. Organisational Efficiencies Provide quality service and suggest improved means of service delivery. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of the Acquisition and Holdings Management Unit and has frequent contact with Divisional staff to deliver routine information and records management support and provide advice on related practical and procedural aspects; in this context he/she also works closely with internal and external stakeholders. 5. COMPETENCIES The incumbent must demonstrate:  Clarity and Accuracy  Customer Service Orientation  Empathy  Flexibility  Initiative  Organisational Awareness  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. NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. There are certain specific circumstances in which a serving staff member may be appointed directly to the higher grade. These are described in the IS directive on twin-graded posts. Advancement to the higher grade is not automatic and at least a minimum period of 3 years’ service (2 years for an A.1/A.2 post) is required before promotion to the higher grade can be considered. *** 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: WEDNESDAY, 2nd OCTOBER 2013.  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 10(2013) EM/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.