Clerk, Information Management, B.2. NATO, Brussels. Open until 18 March 2016

NOTIFICATION OF A "B" 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 Clerk, Information Management



GRADE B.2



SECURITY CLEARANCE: CTS
 

VACANCY N°: 160090 (+ reserve list)





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) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures.

The IM Clerk is assigned to a Unit of the AIM Services and provides IM support to a designated clientele. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 





2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

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 information support functions or related duties, especially at the international level. Formal training or practical experience in information 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.



DESIRABLE

The following would be considered an advantage:

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

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

 knowledge of document and records management systems, modern office equipment, current office software packages, and their application to document processing and recordkeeping;

 professional training or experience in library/information sciences or in international relations.



3. MAIN ACCOUNTABILITIES



Information Management

Respond to requests for information; conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance.



Planning and Execution

Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Execute other routine or manual tasks, including filing and regular messenger duties. Contribute to the improvement of routine work processes.



Stakeholder Management

Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support.





Knowledge Management

Under supervision, apply an organisational file plan, maintain files, and prepare files for records disposition. Perform quality checks and contribute to statistics and reports.



Expertise Development

Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic IM practices.

Perform any other related duty as assigned.



4. INTERRELATIONSHIPS

The incumbent reports to the Head of a 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 support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with other Archives and Information Management staff to ensure optimal customer support.

Direct reports: N/a

Indirect reports: N/a



5. COMPETENCIES

The incumbent must demonstrate:

 Clarity and Accuracy

 Customer Service Orientation

 Empathy

 Flexibility

 Initiative

 Organizational Commitment

 Teamwork



6. CONTRACT

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

Definite duration contract of three years’ duration; possibility of an indefinite duration 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 an indefinite duration 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. - 4 -




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




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 as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply.

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

non-smoking environment.