Document Management Officer, FG IV. EASO, Valletta. Open until 30 April 2015

Vacancy for a post of Document Management Officer (Contract Agent, FG IV) in the European Asylum

Support Office (EASO)

REF.: EASO/2015/CA/004

Publication External

Title of function Document Management Officer

1. WE ARE

The European Asylum Support Office (hereinafter referred to as "EASO"), established by Regulation

439/2010

1, 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.

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. WE PROPOSE

The Document Management Officer will be working in the General Affairs & Administration Unit and

will be responsible for the following tasks:

1. Assist the Head of the General Affairs and Administration Unit in planning and implementing

document management strategy;

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).

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. 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. A level of education that corresponds to completed university studies of at least 3 years

attested by a diploma

2 and after having obtained the diploma at least 1 year of appropriate

professional experience.

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. 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 involved

3;

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

4.

B) Selection criteria

2

Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates

issued by the authorities in the said Member States shall be taken into consideration.

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.

If the eligibility criteria set out in section

A) Eligibility criteria 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.

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.

6. CONDITIONS OF EMPLOYMENT

 

The Contract 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 Contract Agent pursuant to Article 3a of the CEOS for a period of 3 years

which may be renewed. The Contract Agent post in question will be placed in group FG IV.

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

The pay for a

Contract Agent FG IV (step 1) consists of a basic salary of EUR 3170.61 weighted by the

correction coefficient (for Malta currently 83.4%) supplemented with various allowances, including

expatriation and 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://eurlex.

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:

The closing date for submission of the applications is

30 April 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.

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.

Data Management Specialist. B4. Council of Europe, Strasbourg. Open until 15 April 2015

Vacancy Notice N° e34/2015
Data Management Specialist (Grade B4)
Directorate General of Administration

Directorate of Information Technology
Closing date: 15 April 2015
Location : Strasbourg

Job mission

FIXED-TERM CONTRACT

Under the authority of the Director of Information Technology, the incumbent will help to:

- organise structured data within a data model to make it easier to seek information and help the organisation identify its main strategies;

- create a data repository and databases on the basis of the information gathered and ensure that they are reliable and transmissible.

Key activities

The incumbent’s main duties will be to:

- identify the organisation’s needs with a view to designing and implementing realistic business and data models;

- define and assess the quality of data;

- assist in ensuring the storage and the reliable maintenance of data within a referential database;

- Provides data cleansing, coherence, consolidation, updating, elimination of duplication and the establishment of baseline data descriptive of the Organisation.

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:

Completed full course of general secondary education and appropriate professional qualifications in the field of Data Management such as a university diploma of technology (DUT) or equivalent.

A higher qualification (master or equivalent) in the field of data processing technologies would be an advantage.

· Experience:

At least two years of professional experience after obtaining the requisite qualification, in one or more of the following key areas:

- Design and development of Business Information models

- Logical and Physical data models

- Data standards and procedures

- Data integration

- Reference and Master Data Management

- Data Warehousing

- Database Management.

· Language requirements: very good written and oral knowledge of one official language (English or French) and practical knowledge of the other.

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

· Age: under 65 on the closing date of the vacancy notice.

Competencies

Essential:

· Professional and technical competencies:

o Technical competencies: proven practical knowledge of most of the aforementioned key areas of experience; proficiency in the SQL coding language and data modelling.

o Professional competencies: work planning and organisation; analytical thinking and problem-solving; capacity for efficient planning and organisation of the tasks assigned.

· Interpersonal skills: service and client orientation, teamwork, ability to advise and build relations.

· Personal attitudes: initiative and responsibility, results oriented and desire for continuous improvement, concern for quality and efficiency.

· Communication and linguistic skills: ability to listen and communicate; ability to draft clearly, accurately and concisely.

Desirable:

· Professional and technical skills: Business Process Management, relevant certification.

· Communication and linguistic skills: knowledge of other European languages would be an advantage.

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

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 15 April 2015 (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.

Data reseach and management intern. IFRC, Geneva. Open until 6 April 2015

Data research and management intern

Date of issue:23-03-2015	Closing date (Geneva time zone):06-04-2015
Duty station:Geneva Secretariat	Country:SWITZERLAND
Duty station status:	Accompanied status:
Duration:	Mission dates: -
Category of Staff: Internship	Grade:
Vacancy No:IFRC00518
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Background

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

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, reaching 150 million people each year through its 189 member National Societies. We act before, during and after disasters and health emergencies to meet the needs and improve the lives of vulnerable people. The Federation Secretariat is organized in four Business Groups concerned, respectively, with Programme Services, National Society and Knowledge Development, Humanitarian Values and Diplomacy, Governance and Management Services. The Programme Services Division has the lead responsibility to deliver on Aim 1 of Strategy 2020 while providing substantive support to achieve Aims 2 and 3. The Disaster and Crisis Management Department has been created to re-align existing capacities to respond to a changing disaster environment. The Disaster and Crisis Management Department is tasked with increasing and improving organisational preparedness for response at all levels of the International Federation of Red Cross and Red Crescent in order to save lives and livelihoods and support emergency response and post disaster recovery while paving the way towards sustainable development (LRRD). The DREF is the International Federation’s Fund for supporting immediate disaster response by the National Societies and is managed by the Secretariat, with one senior officer and one senior assistant in charge of the everyday management of the Fund in Geneva, and an officer in Africa Zone office supporting use of DREF by African National Societies. It provides allocations as loans or grants depending on the scale of the response operation and has an annual budget of around CHF 20 million, with funding contributed by governments, institutional, corporate and private donors through an annual plan.

                              

Job Purpose

The DREF was set up in 1985 by the IFRC and has therefore been supporting National Societies to deliver immediate assistance to people affected by disasters for 30 years. The Secretariat, supported by the DREF advisory group which is made up of representatives of 6 partner National Societies representing the major donors to DREF, is organizing an event to celebrate the 30 year anniversary in September 2015. One of the deliverables agreed by the working group, set up to support the organisation of the event, is a chronological history of the use of DREF.
Financial data on DREF operations has been kept since 1994, but before this date only paper records were kept. The data research and management intern will research and document the data available on DREF allocations made since 1985 and document all allocations in excel format to allow exploitation of the data and its use in a chronological history of the DREF, with the aim to provide factual information of RC/RC disasters response over the last 30 years and drive evidence-based research and analysis on principled humanitarian action and silent disasters.
 

Job Duties and Responsibilities

• Carry out research in existing archives and collect data on all the DREF allocations since 1985 and record in an excel spreadsheet
• Exploit information in financial reports and add information on allocations made to the record
• Take data from existing lists of allocations and harmonize with the chronological record
• Develop statistics based on the data recorded
• Collect and record further information on identified operations and/or type of response through research in the operations files in the archives
• Present the information and statistics in a final report
 

Education

University graduate or under-graduate, required.

Experience

Experience of carrying out research projects, required.
Proven experience in data collection and analysis, required.
 

Knowledge, skills and languages

Excellent data analysis and use of excel or other data management tools, required.
Good written communication skills, required.
Experience of, or proven interest in humanitarian assistance, preferred.
Fluently spoken and written English, required.
Good command of another IFRC official language (French, Spanish or Arabic), preferred.

Competencies and values

Comments

The Federation is an equal opportunity employer

Intern - Information management - Archives and Knowledge Management. UN-Habitat, Nairobi. Open until 8 April 2015

Posting Title: INTERN - INFORMATION MANAGEMENT - Archives and Knowledge Management, I Job Code Title: INTERN - INFORMATION MANAGEMENT Department/ Office: United Nations Human Settlements Programme Duty Station: NAIROBI

Posting Period:

24 March 2015-8 April 2015

Job Opening number:

15-IMA-UNHABITAT-41769-R-NAIROBI (O)

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

Special Notice Your application for this internship must include; 1. A Completed application (Personal History Profile) through the UN careers Portal. Incomplete applications will not be reviewed. In your Personal History Profile (PHP), be sure to include all past work experiences, IT Skills, and three references. 2.An accompanying letter (cover note) that includes; Title of degree you are currently studying, Graduation date (when you will be graduating from the programme), List the IT skills and programmes that you are proficient in using, and Explain why you are the best candidate for the internship and what you hope to gain from the internship. 3. A letter from your university clearly indicating the status of your enrollment, what programme you are enrolled in and the anticipated date of graduation from the programme. Due to a high volume of applications received, ONLY successful candidates will be contacted. Org. Setting and Reporting The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The UN-Habitat Information Services Section internship is for 6 months. The Internship is UNPAID and full-time. Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned. Responsibilities Daily responsibilities will depend on the individual's background; the intern's assigned office as well as the internship period. Under the direct supervision of the Head, Knowledge Management Support Unit (office), the intern will: 1. To participate in processing of the audio-visual collection. 2. To participate administration and managing content in the Archives Management System. 3. To participate in records appraisal and disposal. 4. To identifying, scan and upload documents to the “Project Accrual and Accounting System” ( PAAS). 5. To assist in the administration and re-design of the intranet. Competencies Core Competencies: 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 the 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 & 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 Client Orientation: -Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view -Establishes and maintains productive partnerships with clients by gaining their trust and respect -Identifies clients’ needs and matches them to appropriate solutions -Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems -Keeps clients informed of progress or setbacks in projects -Meets timeline for delivery of products or services to client Education Applicants must be enrolled in at least the third year of a first university degree program or in a graduate school (second university degree or higher) program at the time of application, commencement and during the internship. Be computer literate in standard software applications; Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and Have a demonstrated the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views. Studies in Information Science required. Work Experience Applicants are not required to have professional work experience for participation in the programme. Languages English and French are the working languages of the United Nations Secretariat. For the internship, fluency in oral and written English is required. Knowledge of a second official UN language preferably French is desirable. Assessment Method Potential candidates will be contacted by hiring manager directly for further consideration. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Assistant , G-4 (2 positions). WHO, Geneva. Open until 9 April 2015

Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post	Date: 19 March 2015 Application Deadline: 9 April 2015                       Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS)
OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors.
Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes)
REQUIRED QUALIFICATIONS
Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution.
Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork
Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset.
Languages: Essential: Expert knowledge of English and intermediate knowledge of French.
Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date
Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants
This vacancy notice may be used to fill other similar positions at the same grade level. Vacancy Notice No: HQ/15/GMG/FT146 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post Date: 19 March 2015 Application Deadline: 9 April 2015                       Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels. The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Guidance and supervision is provided by the Archivist. Description of duties: The duties and responsibilities described below are not necessarily all performed by each individual in the position, but are divided according to the needs of the service and the aptitudes of the individuals involved. The percentages of time devoted to each task will therefore vary from the percentages listed below. 1) 25% Evaluation and Listing - related data entry and space management. Conduct analysis and evaluation of WHO records kept by departments and units, according to WHO records retention schedules; Complete records transfer and destruction lists appropriately and carry out transfer and destruction processes, also including related data entry and space management. 2) 25% Communications and Liaison - Provide information to units about Records and Archives policies and procedures; Liaise with unit staff regarding records evaluation; Liaise with building management and space management staff for routine activities; Refer questions from units to other Records and Archives staff as appropriate. 3) 25% Administrative Support - Maintain Archives activity statistics; File Records Evaluation and Preservation (REAP) documents and forms; Create minutes for REAP-related meetings; Arrange meetings with REAP focal points, maintain focal points network; Update REAP communications and planning. 4) 20% Processing and Preservation - Process archival (historically valuable) records according to accepted preservation standards, and rehouse them in appropriate storage materials, also including special treatment for photographs and other audiovisual materials; Carry out data entry and space management regarding archival records. 5) 5% Other duties as assigned. REQUIRED QUALIFICATIONS Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. Skills: Job skills and knowledge are updated and improved through ongoing self-study and in-house training, and through meetings and discussions with colleagues and supervisor. Necessary skills and knowledge include knowledge of Records and Archives policies and procedures, skills related to electronic records management and other computer skills, communications skills, and skills related to provision of customer service. The incumbent(s) should maintain up-to-date knowledge of changes in WHO's organizational structure, procedures, and practices. Training in computer skills, including training in electronic records management software. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork Experience: Essential: 3 years working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. Languages: Essential: Expert knowledge of English or French and intermediate knowledge of the other. Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants This vacancy notice may be used to fill other similar positions at the same grade level.