Wednesday, April 6, 2016

Senior Documentation and Information Assistant, G-7. OSCE, Prague. Open until 19 April 2016

Job TitleSenior Documentation and Information Assistant
Organization NameOSCE Secretariat
Closing Date of application19-04-2016
No. of Posts1

Please note that this position will be filled on a part-time basis (50%) and the contract will be issued for a period of one year.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.
The OSCE Documentation Centre in Prague is the central repository of CSCE/OSCE legacy documents. The Office preserves and makes the documents available to OSCE participating States, academic researchers and the public. The documents are maintained in the Office library and archives, on the OSCE public website, and on the OSCE internal document management system. The Office also coordinates an annual series of meetings known as the OSCE Economic and Environmental Forum that provides opportunities for international dialogue on economic and environmental issues linked to security. The Head of Office is seconded and there are seven staff members working in a cooperative team.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Tasks and Responsibilities
Under supervision of the Head of Office and Officer-in-Charge of Meetings and in close co-operation with Central Records and Documents Management Unit and Communication and Media Relations Section in the OSCE Secretariat, the Senior Documentation and Information Assistant performs the following duties:

  • Managing the functionality and quality of archival services including developing and implementing the overall structure and classification of the historical fonds deposited in the archives;
  • Acting as focal point for the OSCE Central Records and Document Management Unit for the implementation of record management and archival principles, (especially regarding records with long term /or permanent retention value in paper form); streamlining records management best practices;
  • Ensuring the consistent application of guidance regarding transfers to the archives and any other acquisitions from institutions and field operations; co-ordinating efforts with other offices of the Secretariat to complete digital series records;
  • Ensuring that records transferred from closed down activities or relevant archive materials are uploaded to the DocIn system, minding metadata, access rights and permissions; supervising the uploading of historical documents according to agreed schedules; creating finding tools, updates thematic compilations and builds up the DocIn records management system file structures;
  • Providing controlled access to archive and library materials by co-ordinating the researcher-in-residence programme, including providing information about available resources, providing preliminary data estimates, holding the booking schedule, drafting terms of reference for researchers and ensuring the Terms of Reference (ToR) are signed;
  • Conducting regular outreach efforts and delivering general presentations; responding to specialized reference needs and answering specific reference or documentation needs of OSCE staff and the public;
  • Supporting documentation functions during yearly Economic and Environmental Forums;
  • Planning and monitoring office documentation and information activities and projects by participating in the preparations for the Unified Budget (UB) and Extra-budgetary (ExB) proposals, outlines and performance report;
  • Monitoring the progress, outcomes, financial requirements and costs saving strategies for activities projected in the UB work programmes;
  • Proposing concepts and reviewing the feasibility of sustainable activities adding value to the paper and digital archives; drafting regular activity reports and holding working, planning and assessment meetings;
  • Organizing and supervising the regular dissemination of public information materials including acting as point of contact for communication affairs (e.g. public web content management) and for the dissemination of OSCE periodical(s);
  • Co-ordinating the selection and description of documents featured in a list offered to subscribers; monitoring and performing quality checks in the production of CDs and web postings for subscribers; ensuring timely completion (mailing database; depositary libraries; subscriber, derived evaluations and plans for cost reductions);
  • Performing other related duties as assigned, such as selecting, training and supervising several interns each year.
Necessary Qualifications
  • Completed secondary education; supplementary certification in records management, archival science, library science, or a related field is an asset;
  • A minimum of eight years of directly related experience, including several years of supervisory experience; experience working with international or inter-governmental organization is an asset;
  • Professional fluency in English, including excellent written and oral communication skills; knowledge of the Czech language or of any OSCE working languages is an asset;
  • Knowledge of records management and/or archive and document control practices;
  • Public speaking skills is an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Ability to organize and manage a large number or activities and services;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
Remuneration Package
Monthly remuneration, subject to social security deduction, is CZK 25,121 (12 times a year). OSCE salaries are exempt from taxation in the Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use the OSCE's online application link found under
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

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