Section Head (multiple posts), Archives and Information Management, A.2/A.3. NATO HQ, Brussels. Open until 3 June 2014

 NOTIFICATION OF AN “A” GRADE VACANCY

NATO INTERNATIONAL STAFF

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

LOCATION: NATO Headquarters, Brussels, Belgium

DIVISION

EXECUTIVE MANAGEMENT

INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT

ARCHIVES AND INFORMATION MANAGEMENT

TITLE

Section Head (multiple posts)

GRADE

A.2/A.3

SECURITY CLEARANCE: CTS

VACANCY N°: 140155

The competition for this post will include :

 selective online test

 Evaluation in an external Assessment Centre

 written and language tests

 interview

 

1. SUMMARY

The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC), its Committees and the International Staff (IS) within the framework provided by the NATO Information Management Policy and NATO Security Policy. The Section Head manages the operational, business and administrative activities of the Section. The Section is responsible for ensuring the accessibility, availability and integrity of all official information produced by and for the NAC, its Committees and the IS. The Section Head is responsible for ensuring that information management policies and procedures pertaining to metadata and information life-cycle management are implemented and applied correctly.

The roles and responsibilities of the Section are being reviewed and refined. As well, NATO's Information Management policies and practices are being reviewed in support of an Enterprise Content Management (ECM) Project. The Section Head will participate in these review processes and the ECM project and will be responsible for implementing resulting changes within the Section.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

 have a university degree with specialisation in archival, library or information science or a relevant combination of academic qualifications and experience;

 have at least 5 years of progressively responsible experience in information management functions, especially in the implementation of data standards;

 have thorough experience in evaluating and implementing systems and procedures for archives and document/records management;

 have several years' experience in managing and supervising information and records management staff, and have proved to be an effective manager;

 have experience in implementing a change agenda, with involvement in change management processes;

 possess demonstrable conceptual, analytical and evaluative skills and the ability to conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations as required;

 have knowledge of and experience in international best practices and standards in the field of information management;

 possess records management experience in all aspects of the life-cycle management of records;

 have experience with ICT systems and their application to recordkeeping and archives management; in particular, experience working with ERDMS (Electronic Records and Documents Management System) and ECM;

 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 international level, especially in International Organisations.

 

3. MAIN ACCOUNTABILITIES

Organisational Efficiencies

Implement information life-cycle best practices in the Section, in particular those pertaining to organisation, accessibility, transmission, storage and protection.

People Management

Possess the personal authority to manage a diverse staff in Information Processing, including work allocation, training and problem resolution. Evaluate staff performance in accordance with the Performance Management guidelines and standards. Maintain the

 

professional growth and development of the staff through identifying training needs and requirements to ensure the maintenance of the appropriate skills sets and techniques.

Project Management

Participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.

Financial Management

Prepare the annual budget proposals for the Service and ensure all expenditures are accountable to the budget.

Policy Development

Develop, implement and maintain standards and procedures for maintaining information, using an information life-cycle approach in accordance with the NATO Information Management Policy (NIMP). Develop, promulgate and maintain work procedures and guidelines for use within the Section in accordance with the NIMP.

Stakeholder Management

Be capable of liaising with users of different levels of experience and expertise. Have the ability to identify and analyse clients' needs and to provide appropriate solutions to meet organisational requirements.

Expertise Development

Assist in the development of new standards, in the field of information management. Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders. Have an innovative approach to work and be able to adapt in an evolving technical and managerial environment.

Knowledge Management

Demonstrate professional competence and mastery of information management functions. Have demonstrated ability to handle complex business processes and information integration issues.

Representation of the Organization

Provide work-flow and distribution support to high-level diplomatic events in support of the consultation and decision process, including managing staffing to ensure ad hoc, urgent requirements can be met efficiently.

Planning and Execution

Promote and ensuring the adherence to NATO standards. Develop key operational and customer service performance metrics specific to the Information Processing Section.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head, Archives and Information Management and is responsible to 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 managers of Archives and Information Management to ensure coherence of procedures and work standards. The incumbent works together with counterparts in the International Military Staff to ensure a common approach and inter-operability wherever possible. He/she has frequent contacts with users and advises them on matters of information processing. The incumbent has frequent contacts with technical staff in ICTM to ensure that the Section's needs are communicated and understood. He/she has frequent contacts with NATO Nations, Partners and bodies to ensure that their information requirements are being fulfilled.

Direct reports: 5 (average)

Indirect reports: 15 (average)

5. COMPETENCIES

The incumbent must demonstrate:

 Achievement

 Change Leadership

 Conceptual Thinking

 Developing Others

 Impact and Influence

 Initiative

 Leadership

 Organisational Awareness

 Self-Control

 

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded):

Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.

Contract clause applicable:

In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.

The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also 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.

7. HOW TO APPLY:

Applications must be submitted using one of the following links, as applicable:

 For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);

 For all other applications: www.nato.int/recruitment

 

ADDITIONAL INFORMATION:

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

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, sexual orientation or age (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).

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a

non-smoking environment.