Position Details
Traineeship (graduate level)
Reference
2014-320-TRA EXT
Function
The Information Management Services Division of the European Central Bank (ECB) is seeking
applications from recent graduates in archives, library and/or records management (or students who
are close to completing their studies) to participate in a traineeship for a period of up to six months,
with a possible extension for a further six months subject to individual performance and organisational
needs.
The 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
of the selection decision.
information when required and 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
record 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 (ESRB) and
the single supervisory mechanism (SSM).
Depending on his/her expertise, the successful applicant will be entrusted with a selection of the
following tasks:
Information and Records Management:
assisting in the development and update of ECB information management policies, procedures
and guidance;
assisting in the streamlining of the current materials and development of communication and
awareness to encourage staff adherence to ECB information management policies and
procedures;
assisting in the compilation of an inventory of ECB information-holding systems and helping to
assess their adherence to ECB information management policies and procedures;
supporting the Records Management Specialists or Information Management Policy Experts
with ongoing tasks and projects;
assisting in the testing of EDRM releases, digital asset management products and mobile
access via tablet or smart phone devices;
provision of functional support to EDRMS users and key users and analysis of statistics;
Archives:
archival arrangement and description of media and other archival material;
supporting the acquisition and appraisal of records and archives;
Library:
assisting with the planning and preparation of the move of collections to the ECB's
new premises;
supporting the acquisition and maintenance of electronic information resources;
participating in ongoing Library projects, such as those involving the testing and implementation
of the new library management system and the web-scale discovery tool, the update of library
procedures and related process and training material, the establishment of a new Library
website, as well as tender procedures for various services related to periodicals, serials,
e-books and mobile devices;
supporting the complex workflows related to routine Library tasks and proposing improvements
to Library workflows and services.
Qualifications and experience
Applicants must have the following knowledge and competencies:
a bachelor's-level
qualification in archives, library and/or records management, or, if the first
degree is not in this field, a master
’s or higher degree in archives, library and/or records
management, or enrolment in postgraduate studies in these subjects.
an advanced command of English;
a basic knowledge of at least one other official language of the EU;
a working knowledge of MS Office, in particular Word, Excel, PowerPoint and Access;
a working knowledge of an integrated library management system (preferably Alma) and a
web-scale discovery system (preferably Primo) would be an asset;
a working knowledge of a document management system (preferably Open Text Livelink)
would be an advantage.
Competencies
The successful candidate will have the following behavioural competencies:
ability to analyse large and sometimes complex information sources from a variety of sources
and is capable of extracting and summarising findings;
assesses current solutions and recommends superior alternatives;
uses simple/clear words and images to communicate ideas;
ensures timely responses in order to serve clients;
shares information and supports team members in the achievement of common goals;
takes the initiative in improving policies, processes and products;
prioritises tasks and pays attention to detail, even when under time pressure.
Closing Date for Applications:
20.11.2014
Further Information
Traineeship of 12 months duration.
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-screening exercise and a telephone interview.
Before applying, applicants should check that they meet the conditions set out in Article 3 of the rules
governing the traineeship programme:
http:// www.ecb.europa.eu/ecb/jobs/pdf/traineeship_programme.pdf.
Further information on the ECB's traineeships can be found at
https://www.ecb.europa.eu/ecb/jobs/apply/html/index.en.html.
Applicants are accepted from nationals of the Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months
of the selection decision.
