Thursday, October 17, 2013

Information Management Specialists (Records Management). ECB, Frankfurt. Open until 4 November 2013

Information Management Specialists (Records Management) Reference 2013-204-EXT Function The successful candidates will form part of the Information Management Policy & Records Management Team (IMP) in the Information Management Services Division (IMS) of the European Central Bank’s Directorate General Secretariat. In particular, the IMS Division is responsible for: developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection; managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB’s information retention policy; managing the ECB library and providing staff with print and electronic publications and information services; supporting the further development of Enterprise Content Management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management; providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and, in the future, the Single Supervisory Mechanism. The IMP team is responsible for developing, maintaining and raising awareness of the ECB’s information management policies and practices and for providing the ECB’s business areas and ESCB committees with records management advice and guidance. The Information Management Specialists (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB’s information management policies and guidance and the relevant international standards (including the International Standard for Records Management (ISO 15489)). The successful applicants will be entrusted with the following main tasks: providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in business areas; drafting and disseminating written guidance on document and records management topics; implementing the ECB’s filing and retention plan, including the mapping of folders to the ECB’s filing plan; reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures; conducting monitoring activities and reporting compliance with ECB information management policies, procedures and guidance; identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management; facilitating the controlled move of physical records to the custody of the ECB Archives; contributing to information management projects and initiatives; acting as Data Protection Coordinator and keeping abreast of data protection developments; sharing best practices and helping to achieve consistency across the IMP team. As this position will require extensive access to ECB documentation, the successful candidates may be subject to the ECB’s insider trading rules. To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates. Qualifications and experience Applicants must have the following knowledge and competencies: a bachelor’s degree in Information Management (with a focus on archives & records management) or another closely related field; three years’ professional experience in the field of information/records management or a closely related discipline; a thorough understanding of and experience as a proactive key user/super user of Enterprise Content Management products, ideally the OpenText Content Server; an understanding of the ECB and ESCB or banking supervisory-related document centric business processes would be an asset; an ability to analyse the information management aspects within business processes; ideally, experience working within a quality management framework; an advanced command of English; a good knowledge of at least one other official language of the EU; a working knowledge of MS Office, in particular Word, Excel, PowerPoint and Access. Competencies The successful candidate will have the following behavioural competencies: examines issues, information and all parties’ needs critically and recommends high-quality, feasible solutions that meet those needs and comply with good information management standards and practices; is able to successfully present and communicate convincing messages to a variety of backgrounds and levels; establishes and maintains cooperative working relationships with staff and management to help promote good information management in the ECB; ensures timely responses in order to serve clients; handles sensitive information in a discreet manner, respecting confidentiality; shares information and supports team members in the achievement of common goals; pursues projects with energy and drive, overcoming resistance and setbacks; manages multiple assignments and tracks progress on numerous processes simultaneously; adapts to changing plans and manages his/her own workload independently, but knows when to involve others or escalate any issues. Closing Date for Applications: 04.11.2013 Further Information Three-year fixed-term contract, with a possible conversion to a contract of indefinite duration subject to individual performance and organisational needs. It may be possible for a successful applicant to work on a part-time basis. How to apply Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages. The recruitment process may include a pre-sceening exercise, a written exercise, a presentation and interviews. Further information on the ECB's conditions of employment for fixed-term positions can be found at Applications are accepted from nationals of Member States of the European Union. The requirements laid down in the vacancy notice must be met by the closing date for applications. This position has been allocated to salary band: E/F

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