Saturday, May 21, 2016

Records Management Officer (seconded). OSCE Special Monitoring Mission to Ukraine, Kiev. Open until 7 June 2016


OSCE Special Monitoring Mission to Ukraine




General Administration








As soon as possible


17 May 2016 (Reissued)


7 June 2016

General Minimum Requirements

The general minimum requirements for working with the OSCE are:
  • Excellent physical condition
  • Possession of a valid automobile driving license and ability to drive using manual transmission
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure

Field of Expertise Requirements

The general minimum requirements for working in this field of expertise are:
  • University education in public/business administration, management, finance, personnel management or related field or proven professional experience in all aspects of general administration (personnel, finance, etc.)
  • Very good organisational skills

Level of Professional Competence Requirements

Furthermore, this level of responsibility requires the following:
First level university degree or equivalent experience
Minimum 2 years of relevant professional experience including minimum 1 year in a relevant field strongly preferred

Mission Specific Requirements

Additionally, this particular post has specific requirements:
  • First level university education in political science, international relations, history or similar field; additional training in library science, records or information management, information classification and retrieval or archives; professional qualifications in one of the following fields: certification from a recognized professional association in archives or a university/graduate degree in records and information management
  • Minimum of two years of increasingly responsible professional experience in the field of archiving/ records or information management
  • Ability to work with minimum supervision in an environment where rapid response to emergencies is essential
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure; proven resilience to high stress environments
  • Flexibility and ability to work within limited time frames
  • Excellent oral and written communication skills in English
  • Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity
  • Cultural sensitivity and political judgement
  • Ability to operate Windows applications, including word processing and email, and excellent PowerPoint presentation skills
  • Experience in working in Eastern Europe and/or knowledge of the region
  • Knowledge of the regional historical, cultural and political situation
  • Knowledge of the OSCE administrative regulations, rules, policies and practices
  • Previous international work experience and/or experience in field mission
  • Working knowledge of Ukrainian and/or Russian language(s)
  • Possession of a Class "C" driving license
  • Experience in off-road driving

Tasks and Responsibilities

Initial duration of appointment/assignment for this post is until 31 March 2017, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment.
Potential applicants should be aware that this is a non-family posting.
Under the general supervision of the Chief of Staff and in co-ordination with the Senior Information Management Officer, the incumbent will be responsible for documents and records management in the OSCE Special Monitoring Mission to Ukraine (SMM). In particular, the Records Management Officer:
  1. Acts as the primary focal point in the SMM for records, document management and archiving as well as provides guidance on these matters to staff and the Mission's senior management;
  2. Is responsible for the creation and maintenance of the SMM electronic and paper archives for the entire Mission;
  3. Reviews documents for content and defines their initial distribution; determines documents for retention and for retirement/destruction;
  4. Proposes and implements Mission-wide standards and policies for the distribution and storage of documents, including organization of electronic systems, archive indexes, databases and spreadsheets;
  5. Co-ordinates the implementation of policies and tools developed by the Records Management Unit in the OSCE Secretariat in Vienna;
  6. Co-ordinates the transfer of relevant records to the OSCE Research and Documentation Centre (Prague Office);
  7. Conducts training for SMM staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System;
  8. Co-ordinates and supports the document distribution at SMM conferences and their post-event processing;
  9. Performs other duties as assigned and travels within the Mission area as required.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered.
Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered.

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