Document Management and Data Protection Officer, AD 5. EASO, Valletta. Open until 19 January 2015

Vacancy for a post of Document Management and Data Protection Officer (AD 5) in the European Asylum Support Office (EASO)

REF.: EASO/2014/TA/011

Publication External

Title of function Document Management and Data Protection Officer

1. WE ARE

The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation 439/20101, strengthens European Union (EU) Member States practical cooperation on asylum, enhances the implementation of the Common European Asylum System (CEAS) and supports Member States whose asylum and reception systems are under particular pressure.

1 Regulation (EU) No 439/2010 of the European Parliament and of the Council of 19 May 2010 (OJ L 132, 25.5.2010, p.11).

Specifically, EASO focuses on three main tasks:

1. Supporting practical cooperation among Member States on asylum mainly through training, quality activities, country of origin information (COI), statistics and analysis, specialized expert networks, practical cooperation workshops, thematic support on unaccompanied minors, trafficking in human beings and gender;

2. Supporting Member States under particular pressure through emergency support, including the deployment of asylum support teams to assist EU Member States in managing asylum applications and in putting in place appropriate reception facilities;

3. Contributing to the implementation of the CEAS by collecting and exchanging information on best practices, drawing up an annual report on the asylum situation in the EU covering the whole asylum procedure in EU Member States and adopting technical documents, on the implementation of the new EU asylum acquis.

The organisation chart of EASO can be consulted in the EASO Work Programme on EASO website (www.easo.europa.eu).

The headquarters of EASO are located in Valletta Harbour (Malta). 2

2. WE PROPOSE

The Document Management and Data Protection Officer will work under the Head of the General Affairs and Administration Unit to develop and implement the agency’s document management strategy. He/She will develop policies and procedures for document management; organise an intermediary archive rooms for hard/copy files; help implement in cooperation with ICT an electronic document management system. Furthermore, he/she will act as EASO Data Protection Officer and monitor the application of Regulation (EC) No 45/2001 on the protection of personal data.

His/her main duties will be to:

1. Assist the Head of the General Affairs and Administration Unit in planning and implementing document management strategy;

2. Draft, update and implement policies and retention schedules for document management;

3. Organise an intermediary archive rooms with shelves and coordinate the transfer of hard/copy files from Centres/Unit to this archive room;

4. Implement in close cooperation with IT colleagues, an electronic document management system;

5. Help design enhancements to the Electronic Document Management System (EDMS), collecting requirements from Centres/Units;

6. Develop file plans and indexing, where appropriate, to simplify the use of the Electronic Document Management System (EDMS);

7. Help guarantee document authenticity, particularly in an electronic environment;

8. Review and recommend requests for records equipment, services and supplies;

9. Advise the Head of the General Affairs and Administration Unit on Personal Data Protection issues in line with Regulation (EC) No 45/2001 and monitor its application by the European Asylum Support Office;

10. Act as the Data Protection Officer of the European Asylum Support Office;

11. Abide by the Charter of Tasks and Responsibilities of the Data Protection Officer;

12. Carry out other related tasks as requested.

3. WE LOOK FOR

A) Eligibility criteria

Candidates will be considered eligible for selection on the basis of the following formal criteria to be fulfilled by the deadline for applications:

1. Have a level of education which corresponds to completed university studies of at least 4 years attested by a diploma2 or

2 Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration.

a level of education which corresponds to completed university studies of at least 3 years attested by a diploma, and after having obtained the diploma, appropriate professional experience of 1 year;

2. Be nationals of one of the Member States of the European Union or of associate countries that have concluded arrangements on their participation in EASO;

3

　

3. Be entitled to their full rights as citizens;

4. Have fulfilled any obligations imposed on them by the laws on military service;

5. Possess a thorough knowledge of one of the official EU languages and a satisfactory knowledge of another of these languages to the extent necessary for the performance of the duties pertaining to the post;

6. Meet the character requirements for the duties involved3;

7. Be physically fit to perform the duties linked to the post4.

3 Before the appointment, the successful candidate shall be asked to provide an extract from their police file.

4 Before the appointment, a successful candidate shall be medically examined by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of article 28(e) of the Staff Regulations of the Officials of the European Communities.

B) Selection criteria

If the eligibility criteria set out above are met, candidates will be assessed on the basis of the following selection criteria. The most suitable candidates evaluated on the basis of the selection criteria will be invited to an interview.

Essential

1. Professional experience with tasks related to those described under functions and duties.

Advantageous

1. Professional experience in a position related to the aforementioned duties, preferably in a European Institution, Agency or Body;

2. Post-graduate degree obtained in a field relevant for the above mentioned functions and duties;

3. Previous experience within an international and multicultural environment;

If selected for interview, candidates may also be assessed in the interview on the basis of the following criteria:

1. Ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet etc.);

2. Ability to work under pressure and meet deadlines on multiple tasks;

3. Excellent analytical capabilities and problem-solving skills;

4. Good communication skills and well developed interpersonal skills;

5. Strong service-oriented attitude and flexibility;

6. Accuracy and attention to details;

7. Knowledge of the mission and organisation of EASO.

4

Excellent written and oral command of English, as well as ability to use electronic office equipment and applications (word processing, spread sheets, presentations, electronic communication, internet etc.) are essential. Candidates will be also assessed on the above by written test.

4. SELECTION AND APPOINTMENT

The Regulation which provides the legal basis for EASO was adopted in May 2010 (Official Journal of the European Union L 132 of 29.5.2010).

Eligibility of candidates will be assessed by a Selection Committee according to compliance with all eligibility criteria by the closing date for the submission of applications.

The applications of the eligible candidates will also be assessed against the selection criteria. Following that assessment, the best ranked candidates may be invited for a written competency test and an interview, which will be held for the most part in English.

The interview will consist of the following components:

 General aptitude and language abilities to the extent necessary for the performance of their duties in accordance with Article 12.2(e) of the Conditions of Employment of other Servants of the European Communities (CEOS);

 Specific competences with reference to the applicants' profiles in line with the selection criteria of the present Vacancy Notice.

Candidates invited to an interview will be required to bring with them originals and copies or officially certified copies of the documents listed below:

 A document proving their citizenship (e.g. passport);

 Certificates attesting their educational and professional qualifications, in particular those giving access to the profile in question;

 Documentary evidence of their professional experience after the date on which the candidate obtained the qualification giving access to the profile in question, clearly indicating the starting and finishing dates, whether full or part time, and the nature of the duties carried out.

The Selection Committee will propose a short list of successful candidates to the Appointing Authority, who will decide on the appointment of the successful candidate and the establishment of a reserve list for the post advertised. Candidates shall note that inclusion on the reserve list does not guarantee recruitment. Recruitment will be based on availability of posts and budget.

The reserve list for this post will be valid until 31 December 2015 and may be extended at the discretion of the Appointing Authority.

Prior to contract signature, the successful candidate will be asked to undergo a compulsory medical examination by one of the institutions' medical officers in order that EASO may be satisfied that he/she fulfils the requirement of Article 28(e) of the Staff Regulations of the Officials of the European Communities.

5. EQUAL OPPORTUNITIES

EASO applies an equal opportunities policy and accepts applications without distinction on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation. 5

6. CONDITIONS OF EMPLOYMENT

The temporary agent will be appointed by the Executive Director, upon recommendation of the Selection Committee, following the selection procedure.

He/she will be recruited as a temporary agent pursuant to Article 2(f) of the CEOS for a period of 5 years which may be renewed. The temporary agent post in question will be placed in group AD 5.

Successful candidates who are recruited will undergo an initial probation period of nine months.

The pay for a Temporary Agent, AD 5 (step 1) consists of a basic salary of 4 384,38€weighted by the correction coefficient (for Malta currently 84.4%) supplemented with various allowances, including family allowances. The salaries of staff members are subject to a Community tax deducted at source. Staff members are exempt from national tax on salary and are members of the Community social security and pension schemes.

For further information on working conditions of temporary staff please refer to CEOS: http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The place of employment is Valletta Harbour (Malta).

7. APPLICATION PROCEDURE

For applications to be valid, candidates shall:

 Use and duly complete the official application form provided on the EASO website;

 Send their application to by email to: applications@easo.europa.eu by the deadline;

 The subject of the e-mail should include the reference of this vacancy, followed by the candidate's surname.

Incomplete applications will be disqualified and treated as non-eligible. Candidates who use the same application to apply for more than one post will also be disqualified.

Please note that the selection process may take several months.

Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.) should not be sent at this stage but must be submitted at a later stage of the procedure when requested.

In order to facilitate the selection process, all correspondence to candidates concerning this vacancy will be in English.

Under no circumstances should candidates approach the Selection Committee, directly or indirectly, concerning this recruitment. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction.

Closing date and time:

The closing date and time for submission of the applications is Monday, 19 January 2015 at 13:00h (Brussels time). EASO will disregard any application received after that date and time.

Applicants are strongly advised not to wait until the last day to submit their applications, since heavy internet traffic or a fault with the internet connection could lead to difficulties in submission. The EASO cannot be held responsible for any delay due to such difficulties.

If at any stage in the procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified. 6

8. DATA PROTECTION

The purpose of processing of the data submitted by the candidate is to manage application(s) of the candidate in view of a possible pre-selection and recruitment at EASO.

EASO does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the EASO management team may have access to reserve lists and, in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department). Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.

The personal information requested will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data.

9. APPEAL PROCEDURES

If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and the CEOS, at the following address:

The Executive Director

European Asylum Support Office

MTC Block A, Winemakers Wharf, Grand Harbour Valletta, MRS 1917

Malta

The complaint must be lodged within three months. The time limit for initiating this type of procedure starts to run from the time the candidate is notified of the act adversely affecting him/her.

Information Management Assistant, G-5. UNEP, Nairobi. Open until 19 December 2014

Posting Title: Information Management Assistant, G5 Job Code Title: PUBLIC INFORMATION ASSISTANT Department/ Office: United Nations Environment Programme Duty Station: NAIROBI

Posting Period:

19 November 2014-19 December 2014

Job Opening number:

14-PUB-UNEP-37208-R-NAIROBI (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice Appointment against this post is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link. Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Regional Office for Africa (ROA) helps to implement UNEP's Regional programs in Africa by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This position is in UNEP/ROA at the Nairobi duty station. Responsibilities Under the direct supervision of the Project Manager, the incumbent will be responsible for the following duties: 1. Provide technical, design and development of website database: Online Mapping depository services: create a database to store and retrieve the body of adaptation and food security work; Conceptualize and design report and presentations for printing, electronic distribution and live delivery; Ensure that all publications, reports and products conform to the UNEP graphics and publications guidelines and policy; Prepare and edit art-works, photos, charts and other graphic elements for use in Ecosystem based Adaptation (EbA) Unit's communication products. 2. Design and layout of e-newsletters: Assist to identify and download pictures for use in publications, presentations, and websites; Develop modern, interactive and easily navigable website displays. 3. Register incoming and outgoing records in electronic record keeping system; Maintain paper-based and electronic central file system: Create new folders, applying disposition instructions and tracking file circulation; Participate in records management projects in Secretariat offices, assemble records and create electronic file lists in preparation for records transfer and arrange for their transportation from offices to non-current storage; Support external reference services by drafting routine responses to inquiries, including records reproduction transmittal, for approval of Unit Chief. 4. General: Conduct research as requested; Provide relevant technical support to users of information services; Provide administrative support for the Unit and Section Chiefs. 5. Perform other relevant duties as assigned. Competencies Professionalism: Knowledge of graphic design, website design and information packaging. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Communication: 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 audience; demonstrates openness in sharing information and keeping people informed. Teamwork: 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. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Education Completion of secondary school or equivalent is required. Supplementary knowledge in information packaging and/or graphic design is desirable. Work Experience A minimum of five years experience in graphic design and information packaging is required. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is an advantage. Assessment Method Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. 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. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

Section Head, Archives and Information Management, A.2/A.3. NATO HQ, Brussels. Open until 19 January 2015

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
GRADE
A.2/A.3
SECURITY CLEARANCE: CTS VACANCY N°: 140399
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.
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

MAIN ACCOUNTABILITIES

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.

NOTE:

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

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. 

Head of Content Section, A1/A2. Council of Europe, Strasbourg. Open until 10 December 2014

Vacancy Notice N° e219/2014
Head of Content Section (Grade A1/A2)
Directorate General of Administration 

Directorate of Information Technology
Closing Date: 10 December 2014
Location : Strasbourg

Job Mission

FIXED-TERM CONTRACT

Within the Directorate of Information Technology, the incumbent will provide leadership to and ensure the efficient management of the Content Section, in compliance with general guidelines and priorities and with a concern for quality, efficiency and accuracy. 

 

Key Activities

The incumbent performs the following key duties:

• Manages the section’s human and financial resources, focusing on result oriented client care and efficiency.
• Ensures delivery of the following statutory services:
  • Audio-visual archives management and access to audio-visual archives via Internet;
  • Physical archives management and access to paper archives via Internet;
  • Document and Records management for physical and electronic assets.
• Manages the digitisation programme for both paper and audio-visual assets and their long term archiving and correct record keeping.
• Manages the digital preservation programme.
• Ensures the Help-desk services for enabling access to the physical assets for internal and external users.
• Ensures the implementation of Data and Information policy and the Archival Policy.
• Contributes to projects and programmes aiming to implement the Directorate General of Administration strategy with main focus on communication and change management.
• Provides advice and support in the sector of audio-visual archiving, digital preservation and media formats; collaborates with counterparts in other international organisations especially the European Parliament in development of shared services and good practise for more efficient and effective record and archive keeping.
• Coordinates the section’s communication activities within the professional communities, towards clients and partners as well as promotional/awareness raising actions of the IMD programmes, mainly supporting the achievements for facilitation of the Enterprise content management program and innovative organisation.
• Encourages the knowledge sharing in own team and across the Directorate of Information Technology.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

Eligibility Requirements

Only applicants who best meet the following criteria will be considered for shortlisting.

 Qualifications:

Higher education degree in the field of Information or Records Management with focus on electronic and audiovisual content.

·         Experience:

At least 6 years of professional experience relating to Records and Information Management for non structured digital content.

·         Language requirements: a very good knowledge of one of the official languages (English or French) and good knowledge of the other. 

·         Nationality: nationality of one of the 47 Council of Europe member states. 

·         Age: under 65 years of age at the closing date of the vacancy notice. 

Competencies

Essential:

·         Professional and technical competencies:  

·         Experience of Records and Information Management (RIM) for paper and audio-visual assets and any non structured digital content; good knowledge of long term preservation methods; 

·         ICT skills: Advanced knowledge and practical experience of RIM systems; 

·         Knowledge of preservation for both digital and physical archives; 

·         Knowledge of e-discovery; 

·         Planning and work organisation;

·         Information seeking;

·         Problem-solving skills.

·         Communication and linguistic skills: has very good knowledge of one of the official languages (English or French) and good knowledge of the other; can express oneself, make presentations and draft clearly, concisely and convincingly in English or French. 

·         Interpersonal skills: service and client orientation, team-work and co-operation. 

Desirable:

·         Professional and technical competencies:  

·         Knowledge of Project Management, especially Change Management.

For more information, please refer to the competency inventory of the Council of Europe.

Additional Information

Applications must be made in English or French using the Council of Europe on-line application system.  By connecting to our website www.coe.int/jobs you can create and submit your on-line application.  Applications must be submitted at the latest 10 December 2014 (midnight Central European Time).  

The selection procedure consists of shortlisting, assessment(s), and a panel interview.  Assessments may include one or more of the following: ability tests, behavioural questionnaires, job-related examinations, situational exercises, language tests, interviews and full assessment centres. At least one assessment will be eliminatory.

Depending on the number of applicants, the length of the required professional experience may be increased.  

Candidates with the best results in the previous stages of the procedure (tests, exams, etc.) will, as a last stage of the procedure, be invited for an interview with a panel. 

Following this competition, a reserve list of successful candidates, in order of merit, may be established. This list will be valid for two years with the possibility of extending it to a maximum of four years. It should be noted that placement on a reserve list does not give candidates the right to an appointment within the Council of Europe.  The choice of candidates from a reserve list is not made solely according to the order of merit but also takes into account the requirements of the position to be filled and the qualifications of the candidates. 

During the period of validity of the reserve list, candidates on the list may be offered employment on a fixed-term contract, which may be renewed one or several times. There is a statutory probationary period of two years.

The compulsory retirement age is 65. 

Details on conditions of employment including salaries, allowances, pension scheme and social insurance can be consulted on our recruitment website. 

Under its equal opportunities policy, the Council of Europe is aiming to achieve parity in the number of women and men employed in each category and grade. In the event of equal merit, preference will therefore be given to the applicant belonging to the under-represented sex.

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

The Organisation 

The Council of Europe is the continent’s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members  and  now includes 47 member states, all having signed up to the European Convention on Human Rights.

By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member States’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.

The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.

The Council of Europe has its permanent headquarters in Strasbourg (France) and in addition it maintains external presence in more than twenty countries. More information about Council of Europe external presence.

External recruitment procedure organised in accordance with Article 15B of the Regulations on Appointments