Friday, March 28, 2014

Information and Records Manager. ICRC, Geneva. Open until 25 April 2014

Information and records manager

18-03-2014 Offre d'emploi Ref.. hq-cim-aim-im

Lieu: Siège
homme - femme

Raison d'être du poste

L’Information & Records Manager agit en tant qu'expert de la gestion du cycle de vie documentaire.
Il participe activement à la définition de la politique de gestion documentaire de l'institution et la met en œuvre au siège (Genève). Dans ce cadre il agit de manière proactive auprès des unités et divisions du siège pour les aider à concevoir et mettre en œuvre leurs politiques de gestion documentaire.
Il conduit les activités autour des applications qui supportent les fonctions de gestion de l’information et des records: maintenance, exploitation, formation des utilisateurs et support, évolutions.

Responsabilités principales

Participation à la conception et à la mise en oeuvre de la politique de gestion de l’information et des records et à la définition des outils de référence :

• Élaboration des instructions, lignes directrices et procédures qui soutiennent la politique de gestion de l’information et des records.
• Promotion, mise en œuvre et suivi des outils et processus de gestion documentaire.
• Participation à la définition des besoins fonctionnels des applications de gestion documentaire
• Mise à jour des référentiels de gestion des records
• Définition des paramétrages et configurations des applications

Conseil et soutien en gestion de l’information et des records

• Analyse les besoins des producteurs et propose des solutions adaptées
• Formation initiale des utilisateurs
• Conseil à l’organisation et la structuration de l’information

Formation et expérience requises

• Formation en gestion de l’information (niveau bachelor ou master) ou expérience équivalente
• Expérience professionnelle de minimum 2 ans en gestion de l’information
• Expérience avérée en architecture de l’information et/ou gestion de référentiels
• Participation active à des projets à composantes informatiques
• Bonne connaissance des systèmes de type ECM ou de records management
• Expérience en formation d’utilisateurs, un atout

Compétences et profil souhaités

• Capacité d'analyse et de synthèse
• Autonomie et proactivité
• Sens des responsabilités
• Aptitude à travailler en équipe
• Bonnes capacités relationnelles
• Goût pour l’innovation et l’auto-apprentissage
• Capacité à s'exprimer et rédiger en français et en anglais
• Disponibilité pour effectuer des missions occasionnelles sur le terrain

Durée minimale sur le poste : 2 ans
Date d'entrée en fonction : dès que possible
Si ce poste vous intéresse et si vous remplissez les conditions, n'hésitez pas à soumettre votre dossier de candidature avant le 25/04/2014.

Archive Research Assistant. BIS, Basel. Open until 11 April 2014

Archive Research Assistant

Office location:Basel
Department:General Secretariat
Unit:Information Management Services
Service:Information & Collaboration
Employment - Duration:6 months
Contract type:Fixed-term
Application Deadline:11/04/2014


Purpose of the job:
Works under the supervision of the Archivist / Research Assistant as part of a small team responsible for managing the BIS historical archives.
Principal accountabilities:
  • Assist with and carry out listing and simple cataloguing of archive materials, including labelling and rehousing boxes and files
  • Assist with preparing and transferring documents to acid-free storage materials
  • Update archive catalogue as required
  • Assist with other activities as required, eg disposal, moves, space management, inventories of selected material
  • Work on records management-related topics (eg assisting with research requests)Assist with quality control activities and records disposal
Qualifications and work experience required:
  • Good level of general education: secondary education (Matura), banking and/or commercial education
  • At least two years’ experience working in an archive or related environment
Skills required:
  • Ability to work independently
  • Absolute discretion in working with confidential and restricted information
  • Hands-on, practical approach
  • Accuracy and attention to detail essential
  • Familiarity with electronic archive cataloguing systems (knowledge of scopeArchiv would be a plus)
  • Qualification in records and/or archives management (or related discipline) desirable
  • Team player with good communication and interpersonal skills
  • Excellent knowledge of English (with good knowledge of German or French a plus)

Intern, Information Management. UN Secretariat, ARMS. Open until 4 April 2014



Department/ Office: Office of Central Support Services

Location: NEW YORK

Posting Period: 20 March 2014-4 April 2014

Job Opening number: 14-IMA-DM OCSS-33013-R-NEW YORK (O)






Special Notice


A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed. The Cover Note must include:

       Title of degree you are currently pursuing

       Graduation date (when will you be graduating from the programme)

       List the IT skills and programmes that you are proficient in

       List your top three areas of interest/department preferences

       Explain why you are the best candidate for that specific department(s).

       Explain your interest in the United Nations Internship Programme In your Personal History Profile, be sure to include all past work experiences, IT skills, and three references.


Due to the high volume of applications received, ONLY successful candidates will be contacted.


Org. Setting and Reporting


The Archives and Records Management Section is seeking interns interested in gaining professional, hands-on experience with archives and records, specifically paper, photo, and electronic/digital materials. The internship is for a minimum of two months with a possibility for extension. The internship is unpaid and full-time. Interns work five days per week (35 hours) under the supervision of the Chief of the Archives and Records Management Section.




This opportunity is designed for an intern to work with experienced information professionals. Interns will be assigned to the archives or the records management unit based on individual backgrounds and preferences. Interns will work on a variety of projects centred on archival collections and records management activities. Depending on assignment, project tasks may include the following:

       Processing and/or cataloguing archival collections and accessioning records

       Assisting in the digitization of archival materials

       Providing customer service for archives patrons and UN staff

       Assisting in the ongoing creation and maintenance of digital and electronic content.


Interns will also collaborate with staff on social media (Facebook, Flickr, etc.) in the effort to promote archives/records management resources and services.




Core Competencies:



       Speaks and writes clearly and effectively

       Listens to others, correctly interprets messages from others and responds appropriately

       Asks questions to clarify, and exhibits interest in having two-way communication

       Tailors language, tone, style and format to match the audience

       Demonstrates openness in sharing information and keeping people informed



       Works collaboratively with colleagues to achieve organizational goals

       Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others

       Places team agenda before personal agenda

       Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position

       Shares credit for team accomplishments and accepts joint responsibility for team shortcomings


Client Orientation:

       Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view

       Establishes and maintains productive partnerships with clients by gaining their trust and respect -Identifies clients’ needs and matches them to appropriate solutions

       Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems

       Keeps clients informed of progress or setbacks in projects

       Meets timeline for delivery of products or services to client




To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:

       Applicants must meet one of the following requirements: (a) be enrolled in a graduate school programme (second university degree or equivalent, or higher); (b) be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent); or (c) have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation;

       Be computer literate in standard software applications;

       Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and

       Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.


Work Experience


Applicants are not required to have professional work experience for participation in the programme.




Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage


Assessment Method


Potential candidates will be contacted by the hiring manager directly for further consideration.


United Nations Considerations


The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.


No Fee




To Apply


No applications over email will be accepted. To apply, visit and search for job opening #33013. Applications are due by 4 April, 2014.

Tuesday, March 25, 2014

Enterprise Content Management Senior Application Solution Analyst, P-4. ILO, Geneva. Open until 6 April 2014

Vacancy No: RAPS/1/2014/INFOTEC/01

Title: Enterprise Content Management Senior Application Solution Analyst

Grade: P.4

Contract type: Fixed-Term Appointment
Date: 7 March 2014

Application Deadline (midnight Geneva time) 6 April 2014
Organization unit: DDG/MR INFOTEC

Duty Station: Geneva, Switzerland
The following are eligible to apply:

- ILO Internal candidates in accordance with paragraphs 15 and 16 of Annex I of the Staff Regulations.

- External candidates

- Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage.

In accordance with the Staff Regulations and letters of appointment, staff members would be
expected to take up different assignments (field and Headquarters) during their career, the desirable length of an assignment in any specific position being three to five years., following which the incumbent should be willing to move to another assignment and/or duty station.

Within the context of the Office's renewed efforts to promote mobility, staff members seeking mobility are encouraged to apply to vacancies. Mobility will be given special consideration at the screening and evaluation stages.

The ILO values diversity among its staff. We welcome applicants from qualified women and men, including those with disabilities.

Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries is in Appendix I.

Successful completion of the Assessment Centre is required for all external candidates.

Conditions of employment are described in Appendix II.
The position is located in the Application Management Services (AMS) within the Information and Technology Management Department (INFOTEC). INFOTEC is responsible for information management and utilization of technology for the ILO. AMS is responsible for the IT application portfolio of the ILO. Applications and services supported include ERP, Document and Records Management, Collaboration, Business Intelligence/Dashboard solutions and point solutions as needed.

The position provides expertise in the application design/implementation and business process modelling related to Enterprise Content solutions (document, records, collaboration, knowledge, etc.) and acts as a liaison between INFOTEC and business units in determining how to best implement software to streamline, automate and facilitate process efficiency and improvement. The position will report to the ECM lead within AMS.
Description of Duties
Specific Duties:

1. Engage business partners, gather/review business requirements and project proposals to translate them into functional designs and solution suggestions taking into consideration ILO information and technology standards, strategies, technologies and solutions. Peer reviews functional and solution designs to ensure efficient use of resources and application/technology integration.

2. Design and implement ECM solutions (collaboration, content, document, record and archival management) that include classification, retrieval and retention processes with workflows, versioning and publishing as needed. Ensure solutions align information dissemination methods, consumers and security so that information is provided appropriately at the right times externally, internally or to specific consumer subsets within application solutions. Integrate and align solutions with the existing technology/solution framework so the ILO ECM strategy is coherently implemented. Evaluate the design, quality, stability and maintainability of solutions including standard and custom processes/solutions developed to meet organizational needs.

3. Prepare documentation (procedures, processes, user manuals, test cases, etc.) according to standards and need. Perform system testing and facilitate user acceptance testing with business partners. Provide 2nd/3rd level support to ECM solutions to resolve functional/process/procedural questions, application bugs, custom code errors, etc. Engage database/system administration and development teams for the implementation of patches, upgrades and custom code application. Adhere to accepted ILO norms for software migration, documentation and controls.

4. Lead task forces and working groups within the Office. Manage projects, implement and adhere to project management standards including preparation of status reports, project plans, effort estimations, etc. Prepare briefing materials and presentations as needed to governance bodies and user communities. Develop and manage operational work plans including resource estimations, timelines and recurring effort after go-live. Develop and evaluate project proposals within the IT governance framework ensuring resources, technologies and processes are understood and aligned within a success oriented implementation approach. Ensure staff and non-staff resources are prioritized, allocated properly and effectively utilized to achieve assigned goals and in relation to approved work plans and operations. Prepare and manage procurement activities within the ILO regulatory framework including the drafting of Terms of Reference, evaluation of offers, receipt of service, etc. Implement quality controls, risk management strategies and issue resolution procedures to ensure that projects are on schedule and within budget; analyses, assesses, documents, monitors and manages any potential risk to overall group objectives and notifies management of risk requiring escalation and mitigation; ensures overall integrity of the delivered solution through formalized peer reviews.

5. Engage business partners to implement good change management and training practices when implementing solutions. Communicate transparently with partners and users to effectively inform them of application/process changes. Ensure technology solutions have quality user interface designs and fit to the target user community. Engage partners and vendors to align IT operations and services to fulfil the ILO strategies and mandates within the established governance mechanisms.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

1. Solution/process analysis and design: Provide expert advice to the Section Head and recommends a course of action for ECM solutions in the following areas: solutions scoping, requirements analysis, gap analysis, feasibility, functional design, application configuration, integration testing, user acceptance testing, production deployment, support and training.

2. Standard setting: Define standards and procedures for validating the integrity and operational viability of existing business processes. Work with the Section Head to ensure all associated procedures and documentation are being maintained according to evolving business requirements. Ensure that appropriate software development and configuration practices are implemented and managed according to accepted standards within the software development lifecycle and methodologies like ITIL.

3. Solution support: Investigate reported application problems and work with peers to test, diagnose and isolate the root cause of problems. Prepare incident reports for further investigation by technical operations and development experts. Coordinate further diagnosis and tests as necessary to assist with and recommend workarounds where appropriate.

4. Relationship management: Work to develop client relationships by listening, understanding and anticipating needs, and suggesting appropriate solutions to ensure client satisfaction and alignment with the client's business needs. Effectively communicate and provide status in a transparent manner to all parties engaged in particular initiatives.
Required Qualifications
Advanced university degree in IT, Information Management, Business Administration or other related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
At least seven years of professional experience in Business applications with a minimum of five years in information management and/or ECM applications (i.e. Sharepoint, Oracle WebCenter, etc.).

Specific ECM application experience should include expertise in more than one of the following components: collaboration, document management, records management, knowledge management, digital asset management, web content management or archiving.

A minimum of three years of relevant experience should be at the international level.
Excellent command of English and good knowledge of French or Spanish.
In addition to the ILO core competencies, this position requires:

Technical competencies
Sound understanding of ECM implementation methodologies and best practices.

Sufficient understanding of relevant business process, operating strategies, policies and procedures, capability to gather, document and analyse information.

Ability to draw conclusions including impacts and resolution options, define strategies and suggest solutions.

Discernment to differentiate which issues are critical to overall organization drivers and which are not.

Ability to solve complex functional/process issues which cross organizational boundaries; ability to liaise and negotiate

Ability to operate within the software development lifecycle and to engage team members and partners through the various activities in this cycle. This will include negotiation, briefings and developing, reviewing and discussing Functional and Technical Designs, Test Scripts/Scenarios, etc.

Advanced application software skills including Microsoft Office tools to prepare presentations, spreadsheets, word processing and project management.

Stay abreast of technological changes with technologies and tools currently implemented in the ILO as well as market and technology developments that may impact the ILO in the future. This includes acquiring skills in new versions and technologies as needed within the job role and evolving organizational strategies.

Behavioural Competencies : Effective management skills including time and task management, development of project plans, project briefs, status reports, etc. and capable of working independently and within a team environment in order to meet deadlines. Capability to guide and coordinate the work of external collaborators, general service staff or young professionals. Excellent verbal and written communication skills.
Additional Information:
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place between May and July 2014. Candidates are requested to ensure their availability should they be short listed for further consideration.

Saturday, March 15, 2014

Consultant - Records Management Project. IAEA, Vienna. Open until 11 April 2014

Organizational Unit
Department of Management, Division of General Services
Organizational Setting
The Archives and Records Management Section (ARMS), in the Division of General Services and the Department of Management is responsible for the management of official records of the IAEA. It establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit. The Records Unit is responsible for registering incoming, outgoing, and internal paper-based and electronic records and correspondence.
Purpose of consultancy
The Records Management Consultant works under the overall supervision of and reporting to the Head of the Records Unit; and in close cooperation with the Supervisor of the Archives Unit. The purpose of the work is to evaluate and implement revisions of the current archives and records management tools, in particular the file plan and retention schedule.
The key functions for the consultant would be to:
 To review and revise the current file plan
 To review and revise the current retention schedule
To implement the file plan and retention schedule in two pilot Departments of the Agency

Duration: 6 months

Deadline: 11 April 2014


The key expected results at the end of the six month long project are:

Written report proposing a revised file plan as well as retention schedule including road map for their implementation in the pilot Departments;

Implementation of both the file plan and retention schedule in a pilot format in order to demonstrate the tools’ appropriateness and usability within the Agency;

Systematic control of paper and electronic records through the records audit and clean-up project with the intended shift to more efficient records storage facilities.


Advanced university degree in Archives/Records Management

Minimum of five years of records management experience.

Experience with file plan and retention schedule implementation is a requirement.

     Project management experience is a requirement.

Experience in an international organization is desirable.

To make an expression of interest in undertaking this short-term job opportunity, please submit a Personal History Form for this vacancy at the following link:

The remuneration for this consultancy is up to a monthly lump sum fee of €3500 based on qualifications and experience.

Personnel Records Clerk. OPEC, Vienna. Open until 31 March 2014

Deadline: 31 March 2014 - Job Code: 9.3.07

The Organization of  the Petroleum Exporting Countries (OPEC) has a vacancy based in Vienna, Austria, for a Personnel Records Clerk in its Finance & Human Resources Department.

 Main Responsibilities:
  • Handles and updates the data of the Human Resources Information System as well as the personal files.
  • Provides personnel related information to authorized staff on request in accordance with the Staff Regulations; receives and files each movement of the data.
  • Prepares “To Whom it May Concern” letters.
  • Secondary school certificate;
  • Two years of work experience;
Skills and Knowledge:
  • MS Office;
  • Typing;
  • Communication skills;
  • Interpersonal skills;
  • Customer service orientation;
  • Initiative and integrity;
  • Proficiency in written and spoken English

Commensurate remuneration package i.e. monthly basic salary of (€2,607 x 12 per year) with tax-free benefits and six-week annual leave.

Applicants should kindly complete the “Application Form” which can be downloaded from our website ( and send it to:
Finance & Human Resources Department
Helferstorferstrasse 17
A-1010 Vienna – Austria
Online applicants should quote “Job Code 9.3.07” in the “Subject” field. An automatic reply will be sent to confirm the successful submission of the documents.

The deadline for receipt of applications is 31 March 2014. Acknowledgements will only be sent to short-listed candidates.

Monday, March 10, 2014

Project Management Associate, G-6. ICAO, Montreal. Open until 14 March 2014

POSITION INFORMATION Post Title: Project Management Associate Vacancy Notice: 2014/12/G 110800 Level: G-6 Deadline for applications: 14 March 2014 Duty Station: Montréal Date for entry on duty: After 14 March 2014 THE ORGANIZATIONAL SETTING Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), responsible for overseeing and regulating the document workflow, managing all submissions to and from outsourced contractors, as well as the associated processing of payments, and providing support for interpretation and translation, in the form of terminology and reference services; and Records and Distribution Management Unit (RDM), responsible for the provision of records management and archives service for Bureaus at Headquarters and Regional Offices, including official correspondence processing through the Electronic Document and Records Management System (EDRMS). The Project Management Associate reports directly to Chief, DPM (C/DPM) and is responsible for the coordination of EDRMS project activities, under the supervision of C/DPM. MAJOR DUTIES AND RESPONSIBILITIES Function 1 (incl. Expected results) Support the EDRMS project management function, achieving results such as: • Reliably and concisely prepare the business case for EDRMS-related projects, based on organization requirements, stakeholder analysis, risk assessment and alternative solutions. • Generate and maintain the Communications strategy for the projects. • Generate and update project plans, reports, risk and issues registers, according to project progress. • Generate procurement submissions (requests for proposal, tender documents), budgets and schedules. Function 2 (incl. Expected results) Coordinate and deliver EDRMS projects Communication and Change Management activities, achieving results such as: • Effectively and accurately communicate relevant project information to the client and project team. • Raise stakeholder awareness of the project, encouraging action, building consensus and changing behaviour as required. • Reducing and managing stakeholder resistance to implementation of a new process, technology or organizational change. • Deliver knowledge, training and tools for users through workshops, one-on-one and online training. Function 3 (incl. Expected results) Coordinate services for meetings, videoconferences and teleconferences, achieving results such as: • Contributing to the preparation of pre-, in- and post-meeting documents, preparation of reports and summaries, notes for the Chair of the Content Management Group as appropriate, coordinating with various Bureaux, editing presentations, business cases and other documentation for the meetings. • Preparing for meetings and videoconferencing by booking conference rooms. • Providing technical and logistical assistance for meetings arrangements and servicing. • Responding to inquiries, obtaining background information and drafting correspondence. Function 4 (incl. Expected results) Monitor project progress and performance, achieving results such as: • Review and update key performance indicators associated with project delivery. • Track the progress and quality of work being performed by project resources. • Use project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures. • Keep C/DPM and others informed about project status and issues that may impact project delivery. Function 5 (incl. Expected results) Compile and analyse business requirements, achieving results such as: • Prepare Business Process Modelling workflow diagrams. • Review business processes to identify opportunities for streamlining or alternative workflows. • Identify bottlenecks and redundancies for process optimization. • Follow-up with users on electronic workflow implementation. Function 6 Performs other related duties, as assigned. QUALIFICATIONS AND EXPERIENCE Educational background Diploma of college studies (DEC) or equivalent in the information technology, management or business administration fields. A university degree is a definite advantage. Professional experience and knowledge - Essential • Six years of relevant experience in Project Management. • Knowledge of organizational structure and Project Management methodologies. • Familiarity with contemporary Information Technology applications supplemented by proficiency on specific products: Microsoft SharePoint 2010 and Office Professional. • Drafting of project documentation, ability to revise business requirements and system documentation. Professional experience and knowledge - Desirable • Familiarity with PRINCE2. • Ability to quickly grasp new technologies and how they might be applied to Project Management goals. • Ability to advise on Information and Project Management practices. Language skills The work requires functional reading, writing and speaking abilities in English. Working knowledge of French is an asset. Knowledge of any of the following languages of the organization (Arabic, Chinese, Russian, Spanish) is desirable. Competencies 1. Planning and Organizing: The ability to develop clear goals, identify and prioritize activities and assignments, foresee risks and allow for contingencies when planning. 2. Communication: The ability to convey oral and written communication clearly and concisely; listening to understand, and asking questions to verify understanding. 3. Technological Awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology, and actively seek to apply technology to appropriate tasks. 4. Accountability: The ability to take ownership of responsibilities, supports subordinates, provides oversight and takes responsibility for delegated assignments. 5. Judgement/Decision-Making: Proven track record of discretion, integrity and maturity of judgement. Ability and willingness to take initiative. Proven ability to analyse key issues, recommend feasible solutions to day to day problems encountered. 6. Client Orientation: Ability to identify client needs and monitor ongoing developments inside and outside the clients’ environment to ensure proper operation and anticipate issues. CONDITIONS OF EMPLOYMENT It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: Level Net Base Salary per annum G-6 CAD 39,268 HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: NOTICE TO CANDIDATES ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.

Legal Documentalist (Documentation Assistant). EIB, Luxembourg. Open until 14 March 2014

Job ID: 101140 Entity: European Investment Bank Location: Luxembourg Full/Part Time: Full-Time Regular/Temporary: Regular The EIB, the European Investment Bank, is seeking for its Legal Directorate (JU) - Legal Department, Corporate (JU CORP) - Institutional, Corporate and Litigation Division (ICL) at its headquarters in Luxembourg, an: Legal Documentalist (Documentation Assistant) Appointment will be made on the basis of a fixed term contract of 4 years Purpose The Legal Documentalist (Documentation Assistant) will ensure the effective management of legal documentation (identification, registration, filing, conservation and update of legal and confidential documents/files) in order to support the activities and to assist in the smooth running of the legal services provided by the division. S/he will carry out specialised and comprehensive legal documentation searches on available sources inside and outside the Bank. This will sometimes require working under pressure and strict deadlines. S/he will also play a key role within the secretariat of the division, working on a wide range of secretarial and administrative tasks and backing-up the second assistant of the division upon need. Operating network The Legal Documentalist (Documentation Assistant) will report to the Associate Director in charge of the Institutional, Corporate and Litigation Division and will collaborate with the other members of the division, having contacts also with other Services within and outside the Legal Directorate (e.g. for legal information sources). Accountabilities The Legal Documentalist (Documentation Assistant) will take leading responsibility for legal document searches inside / outside the Bank and for the management of legal documentation (identification, organisation, filing, monitoring and retrieval of documents) within the ICL division. More in detail, s/he will: Carry out, with accuracy and timeliness, the legal document searches required by the lawyers Assist in defining procedures and identifying improvements for the organisation, filing and retrieval of legal documents (continuously improving the filing system in order to meet users' needs) Assist in identifying information sources useful to the division Create and update an index of keywords to improve research requests and retrieval of documents (including electronic searches in the electronic document management system of the bank, based on the Livelink software) Assure the maintenance and update of filing systems and that files contain the required information from a variety of legal sources/databases Analyse the context and content of legal documents for filing or documentation purposes and ensure all documents are filed with accuracy and precision; collect/research information as necessary Ensure quality-control of document scanning and appropriate electronic filing Within the framework of the Data Protection Regulations, ensure the accurate identification, registration, and secure storage of legal and confidential documents and files (e.g. concerning staff members, Court of Justice cases, and decisions by governing bodies of the Bank) Play a key role in the secretariat of the division, handling a wide range of administrative tasks, proofreading documents for internal / external purposes, and backing-up other administrative staff upon need Qualifications Certified secondary level education; certificate/diploma of complementary studies (2 years or more) in archiving, information, library science or related subjects will be an advantage Minimum 5 years relevant work experience Background in legal documentation or prior work experience in a legal practice will be an advantage Knowledge and practical experience of archive and records management, concepts, methods and standards Knowledge of legal documentation Knowledge of European Union databases (EUR-lex, Prelex etc.) will be an advantage Good working knowledge of the EIB standard IT applications (e.g. Outlook, Word, Excel, Livelink) Good working knowledge of English and French (*); knowledge of other EU languages will be an advantage Competencies Ability to establish priorities for the achievement of results Ability to organize well and work reliably / accurately under pressure Attentiontodetail High level of discretion and confidentiality Analysis and problem solving Flexibility and adaptability Good written and oral communication skills Ability to work in a team and excellent team spirit Strong interpersona lskills, communicating easily with persons at all levels, within and outside the DivisionIDirectorateIBank Strong sense of responsibility, initiative and commitment (*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in one of the two languages. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of the relevant language and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages. Deadline for applications: 14th March 2014 We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability