Friday, January 23, 2015

Internship, Archives. IFRC, Geneva. Open until 3 February 2015

Internship - Archives

Date of issue:19-01-2015Closing date (Geneva time zone):03-02-2015
Duty station:GenevaCountry:SWITZERLAND
Duty station status: Family Duty Station Accompanied status:
Duration:13 weeks Mission dates: 01 May, 2015 - 28 August, 2015
Category of Staff: Internship Grade: Not applicable
Vacancy No:IFRC00445

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 189 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Organizational Context
Archives contribute to the organization in three main ways. They foster and facilitate:
1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again.
2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source.
3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.
Job Purpose
The Federation is looking to hire an archival studies student for 13 weeks to work on an archival arrangement and description project.
Job Duties and Responsibilities
- Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives.
- Arrange and describe the records, and enter the descriptions into a database.
- Assess the physical condition of the records and identify those requiring conservation treatment.
- Re-box and re-file the records.
Completion of first year of archival studies.
The project will be suitable for a student going into the second year of archives studies. The student must be able to read French, as some of the records are only in French. The student will have to work fairly independently, and often with limited supervision.
Knowledge, skills and languages
Ability to read French.
Ability to speak French would be useful but is not essential.
Competencies and values
Applicants may be requested to complete written exercises and/or be interviewed.
The basic internship is intended for young people pursuing university level education to gain work experience in the area of their education.
The basic intern must meet the following criteria:
- Be currently-enrolled in a university or equivalent level, or have graduated recently (normally within 1 year from the date of hiring) in an area that is compatible with the IFRC activities. A minimum requirement is an endorsement letter attesting to the fact that the intern is currently a registered student and will continue to be enrolled for the envisaged period of the internship.

- A daily allowance is paid to interns for each day worked at the IFRC at the end of each month (75CHF per day worked).
- Costs and arrangements for travel, visas, accommodation, insurance and living expenses are the sole responsibility of interns themselves.
The selected candidates will be interviewed by telephone.

The Federation is an equal opportunity employer.

Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 4 February 2015

Information Resources and Services Assistant (Records and Archives)

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation
Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Records Management Audit
Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience
- At least 5 years experience in information management
Technical knowledge
- Sound working knowledge and understanding of ADB’s records management system, policies and procedures
- Sound working knowledge of digital imaging and electronic documents conversion processes
  • Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
  • Proficient in ADB standard software programs and information technologies
People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills
  • Deals with routine queries and correspondence in accordance with procedures
  • Proactively seeks relevant development opportunities and submits for approval
  • Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
  • Adjusts style and approach to respect and serve different clients
  • Conveys messages by asking questions and using different approaches
  • Identifies when a client issue requires escalation
  • Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving
  • Proposes solutions to minimize delays and setbacks in completing work
  • Reviews all task objectives and achieves core deliverables
  • Uses time management and organizational skills to promptly complete work to the required standard
  • Delivers beyond the stated task objectives
Working Together
  • Consistently works effectively with individuals of different views, culture, nationality, gender, and age
  • Consistently seeks assistance when requirements are unclear
  • Provides timely updates on relevant information
  • Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing
  • Uses effective written and oral communication in preparing documents, presentations and interactions
  • Asks questions to understand how to follow up on feedback
  • Locates relevant information to expedite workflow
Innovation and Change
  • Adopts new policies, systems and processes in a timely fashion
  • Shares ideas for how work can be completed more effectively

Immediate Reporting

  • Supervisor: Designated International Staff and senior National Staff
We encourage diversity in our workplace and support an inclusive work environment.
Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Wednesday, January 21, 2015

Intern - Institutional Memory Section, UNOG Library. UNOG; Geneva. Open until 5 February 2015

Intern - Institutional Memory Section - UNOG Library, I
United Nations Office at Geneva
27 November 2014-5 February 2015

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


Special Notice
Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department.

A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, “child” means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a
child of a staff member or a staff member’s spouse (son- or daughter-in-law). “Sibling” includes the child of both or either parent of a staff member and the child.
Org. Setting and Reporting
This profile is for the sole purpose of the UNOG Internship Programme at the United Nations Office at Geneva Library, Institutional Memory Section (IMS). There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above carrying international recruitment status in the Secretariat for a period of six months following the end of their internship.

Under the overall guidance of the Chief, Institutional Memory Section, and under the direct guidance of one of the unit chiefs, the Intern will be responsible for completing a project developed in collaboration with IMS staff related to the United Nations and League of Nations Archives or UNOG Records Management and Digitization activities.

The estimated starting date would be 5 February 2015 for 3 months with a possibility of extension up to a maximum of 6 months.
The programme is normally full-time, i.e. an intern is expected to work five days per week (8:30 a.m. - 5:30 p.m.) in the IMS unit to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member - the supervisor.

Daily responsibilities will depend on the individual’s background, the defined project, the unit to which he/she is assigned and, the period during which he/she will undertake the internship. Some examples include:

• Perform archival description of portion(s) of the historical collections
• Conduct records management appraisals and assist in the development of file classification schemes
• Develop web-based resources and content for archives and/or records management use
• Perform digitization and/or indexing of discrete collections or portion of collections
• Assist with the development and implementation of IMS communication and education activities
• Perform physical condition assessments of collections and perform re-housing, preservation, and/or conversation activities for archival materials
• Assist in the planning and preparation of IMS-hosted events

More generally, interns shall:

1. Observe all applicable rules, regulations, instructions, procedures and directives of the Organization notwithstanding their status as described in section 4 of the UN Internship Programme Administrative Instructions ST/AI/2000/9 & ST/AI/2005/11;

2. Provide the receiving departments/offices with a copy of all materials prepared by them during the internship. The UN shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided under the internship. At the request of the UN, the interns shall assist in securing such property rights and transferring them to the UN in compliance with the requirements of the applicable law;

3. Respect the impartiality and independence required of the UN and of the receiving department/office and shall not seek or accept instructions regarding the services performed under the internship agreement from any Government or from any authority external to the UN;

4. Unless otherwise authorized by the appropriate official in the receiving department/office, they may not communicate at any time to the media or to any institution, person, Government or any other external source any information which has become known to them by reason of their association with the UN or the receiving department/office, that they know or ought to have known has not been made public. They may not use any such information without the written authorization of the appropriate official, and such information may never be used for personal gain. These obligations also apply after the end of the internship with the UN; and

5. Refrain from any conduct that would adversely reflect on the UN or on the receiving department/office and will not engage in any activity which is incompatible with the aims and objectives of the UN.
-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.
-Supports subordinates, provides oversight and takes responsibility for delegated tasks.

-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.
1. Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) in History and/or Information Management both at the time of application and during the internship; or

2. Applicants pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages must have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree in History and/or Information Management.
Work Experience
Applicants are not required to have professional work experience for participation in the programme. However, specialized experience in various professional fields is an asset.

OTHER SKILLS: Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department.
English and French are the working languages of the United Nations. Fluency in spoken and written English and/or French is required for the Internship Programme. Knowledge of an additional official UN language is an asset. In addition to English and French, Arabic, Chinese, Russian and Spanish are also official languages of the UN.
Assessment Method
A complete 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;
- Explain why you are the best candidate for the internship position.
In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references.
Due to high volume of applications received, ONLY successful candidates will be contacted.
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

Monday, January 19, 2015

Audiovisual Project Archivist. Open Society Archives, Budapest. Open until 22 January 2015

Audiovisual Project Archivist

Position for: Staff
Starting date: February 02, 2015
Application deadline: January 22, 2015
Full Or Part Time: Full-Time (40 working hours/week)
The Open Society Archives seeks a dynamic individual for a short-term Project Archivist position to process and describe the Radio Free Europe/Radio Liberty Russian Broadcast Archive, consisting of thousands of hours of digitized broadcast recordings.
The Open Society Archives affiliated with the Central European University is an international research center and Cold War archive, founded by George Soros in 1995. It is member of the Open Society Foundations Network (OSF). The Archives with its vast multilingual collections on Cold War, Human Rights and Civil Society in Central and Eastern Europe constitute one of the world’s largest repository on recent history.
The Audio-visual Specialist will assist the Chief Archivist in managing, processing a major collection devoted to recorded sound (in digital) and the daily administration of the Russian collection which might include:
• Enhancing the intellectual control over legacy broadcast collections
• Demonstrated knowledge of processing audiovisual materials including descriptive techniques, international archival standards and good practices, and the provisions necessary for public service including reproduction requests, rights management.
• Creating the finding aid to the collection following in-house guidelines.
• Supervising temporary staff and/or interns in processing activities, assign tasks and ensure efficient and productive workflow.
• Assisting Chief Archivist in acquiring additional related collections.
• Providing reference service for the collection in consultation with the Reference Staff.
• Acting as liaison with RFE/RL administrators and Hoover Archive staff.
• Work closely with Digital Archivist and Senior Audio-Visual Archivist in implementing digital preservation policies for digital audiovisual collections.
• Master degree in library and information science, audio-visual archives, or a related field and at least 3 years intensive experience of work in archives, libraries.
• Knowledge of 20th century East-European history, or related field preferred.
• Several years’ experience supervising and managing projects on broadcast/ audiovisual collections
• Knowledge of archival arrangement and description practices, digital preservation good practices and metadata standards
• Knowledge of digital asset management systems, preservation repositories, digital libraries
• Ability to work independently and as a team member, exercise good judgment and initiative, and manage sensitive material in a confidential manner.
• Native Russian and excellent command of English
• Excellent written and verbal communication skills, analytical and organizational skills, attention to detail, problem-solving and interpersonal skills.
Commensurate with experience. However, we offer a competitive salary, as well as a dynamic and international academic environment. This is a full time position for a fixed term of 5 months.
How to apply:
Applicants need to submit:• a full resume,• a cover letter. Please send your complete application package to: - including job code in subject line: 2015/001 CEU is an equal opportunity employer.

Clerk, Archives, B.2. NATO HQ, Brussels. Open until 27 January 2015





NATO Headquarters, Brussels, Belgium





Clerk, Archives





The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives management matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information.

The Clerk, Archives is assigned to the NATO Archives and reports to the Head, Acquisition and Holdings Management Unit. He/she provides archival and records management support to a designated clientele. He/she will also provide support to the meetings and the workshops of the Archives Committee. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO records, archives and Information Management (IM) policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations.



The incumbent must: 

have a good general education at least to higher secondary level or have equivalent relevant professional experience;

 have 2 years’ experience in archives and/or records management functions or related duties, especially at the international level. Formal training in archives, records or library sciences will qualify;

 possess the following minimum levels of NATO’s official languages (English/French): V ("Advanced") in one; I ("Beginner") in the other;


The following would be considered an advantage:

 knowledge of international best practices and standards in the field of records and archives management and familiarity with the life-cycle management of records;

 knowledge of documentary research and of the drafting of related reports and summaries;

 knowledge of ICT systems, modern office equipment, current office software packages, and their application to document processing, recordkeeping or archives;

 professional training or experience in archives, records or library sciences or in history.


Information Management

As directed, collect semi-current and inactive records from various originators throughout NATO. Organise and register new acquisitions and holdings and write preliminary descriptions for them in accordance with applicable procedures and guidance. Maintain the semi-active and inactive records of NATO until their final disposition. As directed, facilitate the destruction of information of temporary value. Assist with the preservation of records of long-term value held by the NATO Archives in all formats.

Planning and Execution

Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the storage and preservation of semi-active and inactive records in all formats.

Stakeholder Management

Assist with responding to internal requests for information and provide quality service. Have the ability to identify and describe clients' needs and to comment on possible solutions. Have the personality to work with diverse staff and with users of different levels of experience and expertise.

Knowledge Management

Research and write descriptions of archival holdings in accordance with international archival standards. Prepare inventories, finding aids and other reference tools in paper and electronic forms. Facilitate access to semi-active and inactive records by internal users. Conduct research, and assist with writing draft reports and summaries.

Expertise Development

Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP), the NATO Records Policy, the Policy on the Retention and Disposition of NATO Information, the Policy on the Public Disclosure of NATO Information and to NATO Security Policy. Demonstrate professional competence and mastery of records and archives management functions. Have an understanding of preservation and access requirements for collections of permanent value. Have an innovative approach and be able to adapt in an evolving technical and managerial environment. Suggest improved means of service delivery.

Perform any other related duty as assigned.


The incumbent reports to the Head of the Acquisition and Holdings Management Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information and records management support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with internal stakeholders.

Direct reports: N/a

Indirect reports: N/a.


The incumbent must demonstrate:

 Clarity and Accuracy;

 Customer Service Orientation

 Empathy;

 Flexibility;

 Initiative;

 Organisational Commitment;

 Teamwork.


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

Definite duration contract of three years’ duration; possibility of another contract thereafter.

Contract clause applicable:

In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another 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 subject 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.


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:


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.

Call for Consultancy applications, Digital Preservation Expert. MICT, The Hague. Open until 26 January 2015

United Nations Mechanism

for International Criminal Tribunals



Vacancy Announcement number: 2015/MICT/REG/MARS/002

Issuance Date: 19 January 2015

Deadline Date: 26 January 2015

Only candidates under consideration will be contacted for an interview. The selected candidate will be offered a consultant’s contract.

Background and Context

The Mechanism is responsible for the management of the archives of the International Criminal Tribunal for Rwanda (“ICTR”), the International Criminal Tribunal for the former Yugoslavia (“ICTY”) and the Mechanism itself, which together constitute the International Criminal Tribunals Archives (“Archives”).

The Archives comprise the Tribunals’ judicial records, other substantive records and administrative records, in all media and formats. The digital component consists of born digital and digitised material in a variety of formats which include:

records created using office applications (e.g. MS Word);

records in online and web-based environments (e.g. websites);

records generated by business information systems (e.g. databases);

records generated by digital communications systems (e.g. email); and

digital audio-visual records (e.g. MOV files).

The material is currently stored in network shared drives, business systems, Electronic Documents and Records Management Systems (“EDRMS”), email systems, websites and a selection of bespoke systems which were developed in-house.

In addition, the Mechanism must ensure that its active records are managed efficiently, effectively and economically, to support its on-going operations, meet accountability requirements and fulfil stakeholder expectations. The Mechanism is currently developing a digital preservation programme to ensure that digital records and archives are authentic, trustworthy, meaningful, preserved, protected, accessible and usable in the future.

Terms of Reference for Consultant

The Mechanism for International Criminal Tribunals (MICT), requires an expert consultant in digital preservation management to support the acquisition and implementation of a digital preservation system. The consultant must have experience of, and expertise in, the acquisition and implementation

MICT seeks qualified applicants for a Consultancy to support the acquisition and implementation of a digital preservation system. The consultant must have experience of, and expertise in, the acquisition and implementation

of digital preservation systems for institutions. The consultant must be independent of any vendor of digital preservation systems.

The consultant’s advice and actions must be consistent with current digital preservation standards (e.g. ISO 14721 and ISO 16363) and best practices.

English and French are the working languages of the Mechanism. For this consultancy, the consultant

will be required to work, and provide all deliverables, in English.

A) Objectives and Targets:

Support the acquisition and implementation of a digital preservation system by providing expert advice and assistance to Mechanism staff.

B) Tangible outputs of the work assignment:

Provision of advice and assistance to Mechanism staff in relation to:


Defining both functional and technical requirements for a digital preservation system and preparing a statement of requirements (SoR).

Defining criteria for technical evaluation of bids.


Conducting technical evaluation of bids.


Planning implementation, including risk assessment and mitigation.


Identifying training needs and developing a training plan for Mechanism staff with roles and
responsibilities in digital preservation.

Integrating the digital preservation system with other Mechanism recordkeeping systems, including new systems being acquired or developed during the same period.

Developing preservation use cases and modeling associated workflows, including for ingesting digital content from existing ICTR, ICTY and MICT systems.

C) Delivery

The consultant may work off-site, communicating with Mechanism staff by electronic mail, telephone and videoconference. The consultant may also be required to work at the premises of the MICT in The Hague, The Netherlands.

This consultancy is for an initial period of approximately 75 working days, throughout 2015, with the possibility of extension subject to performance and budgetary resources.

The consultant must be available to start work immediately.

How to Apply

Qualified candidates who are able to work on short notice in The Hague, Netherlands, are invited to submit their application and their UN Personal History Form (PHP), to attention to Ms Ruth-

Anne Young, Chief of Human Resources Section, quoting 2015/MICT/REG/MARS/002 in the subject line.



Friday, January 9, 2015

Senior Records Management Officer. EBRD, London. Open until 15 January 2015

Senior Records Management Officer

United Kingdom
Human Resources and Corporate Services Vice Presidency
Business Unit
Records Management and Archives
Closing date for applications
15 January 2015
This role is offered as a Regular contract.

Accountabilities and Responsibilities

The Senior Records Management Officer is responsible for the effective management of EBRD records.

The Senior Records Management Officer will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.
  • Responsible for the management of departmental records; ensure integrity, usability and reliability of those records
  • Work under direct supervision of Head of RM&A
  • Establish and maintain relationships with assigned records management co-ordinators and consult and communicate with Bank Staff up to and including heads of department/ director in order to work effectively with them on the management of their records
  • Work with the IT, OGC, Internal Audit and Risk Management departments on records management issues that require their assistance/ advice or on other matters that may have an impact on the management of records
  • In decision-making refer to the Head of RM&A for the approval of new technologies and procedures and for the review of disposition listings and the identification of records of archival value
  • Share responsibility for one staff
  • No budget authority
Accountabilities and Responsibilities
  • Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
  • Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulation
  • Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
  • Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
  • Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies
  • Train Records Management Coordinators and EBRD administrative staff to ensure compliance with records and archives procedures
  • Contribute to the development and implementation of function-based electronic document management systems to enhance business performance

Knowledge, Skills, Experience & Qualifications

  • University degree or substantial experience in Records Management and Archives, preferably in a multi-cultural organisation
  • Very good knowledge and experience of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats
  • Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people’s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
  • Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
  • Excellent team player
  • Concern for accuracy and attention to detail essential
  • Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
  • Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude
  • Ability to work independently, to tackle issues and propose practical solutions
  • Ability to work under pressure and meet deadlines
  • Willingness to work overtime as and when required and to travel
  • Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential


  • Raising the profile of records management within the EBRD, keeping staff aware of the value and benefits of good records management practice to their work and to the Bank’s objectives in terms of efficiency and productivity, and ensuring their compliance and co-operation. Working with departments to ensure the RM function is adhered to and executed on an on-going basis
  • Maintaining awareness of advances in technology in order to understand the impact on records management practice and implement new processes and technologies. As records are stored in so many different systems, ensuring that they are still well-organised and easily retrievable so as to support business needs

    This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

    Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities