Associate Documents and Records Management Officer, P-2. ODIHR, OSCE, Warsaw. Open until 12 July 2016

Vacancy Notice Number: VNODIP00598

Field of Expertise: DOCUMENTS CONTROL AND RECORDS MANAGEMENT

Vacancy Type: International Contracted

Post Title: ASSOCIATE DOCUMENTS AND RECORDS MANAGEMENT OFFICER

Grade: P2

OSCE Mission/Institution: Office for Democratic Institutions and Human Rights

Duty Station: Warsaw,

No. of Positions: 1

Date of Entry on Duty:

Vacancy Notice Issue Date: 22-Jun-2016

Deadline for Application: 12-Jul-2016

Background:

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The ODIHR’s assistance projects and other activities are implemented in participating States in accordance with the ODIHR’s mandate.

Tasks and Responsibilities:

Under the general supervision of the Second Deputy Director/CFA, the incumbent performs the following functions:

- Acting as the primary focal point in the ODIHR for records and document management;

- Assessing records management needs within the office;

- Developing policies and instructions to staff to ensure effective records management practices;

- Proposing and implementing office-wide standards and policies for the establishment, maintenance and storage of records, including organization of electronic files, email records, databases and media files as well as appropriate retention periods for records; recommending records for documented destruction and facilitating/overseeing the implementation of these processes;

- Ensuring safe storage and upkeep of ODIHR documents, including highly sensitive and confidential ones;

- Liaising with individual departments to provide guidance on maintaining resource libraries;

- Co-ordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna. Co-ordinating transfer of relevant historical documents to the Prague Office Archive;

- Providing guidance on records management procedures and correspondence workflow to all ODIHR staff. Training the ODIHR staff on various aspects of information and records management;

- Assisting all office staff with information searches and records retrieval using in-house materials and e-tools such as DocIn and the Correspondence Database;

- Co-ordinating and supporting document distribution at the ODIHR conferences and their post-event processing in cooperation with ODIHR Human Dimension Meetings Unit, Public Affairs Unit and ICT teams as well as OSCE Secretariat;

- Supervising two assistants at the ODIHR office and 2-3 temporary assistants during events. Providing guidance, training, advice, control and evaluation of the duties performed;

- Preparing and maintaining the team work-plan of activities and tasks, evaluating its implementation and reports to the supervisor, preparing relevant reports, when required;

- Preparing the annual budget plan for team;

- Performing other tasks requested by supervisor.

Necessary Qualifications:

- First level university degree in librarianship, archives and records management and/or information management; supplementary education in political science, international relations, history or other related field is desirable;

- A minimum of four years of increasingly responsible professional experience in the field of archiving/records or information management within an international organization;

- Management experience is a distinct advantage;

- Experience in delivering presentations/training;

- Excellent written and oral communication skills in English; knowledge of other working OSCE languages, especially Russian, is an asset;

- Ability to work with people of different nationalities, religions and cultural backgrounds;

- Excellent organizational skills, attention to detail and ability to be discreet and retain confidentiality;

- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions as well as monthly changes of the post adjustment multiplier

and exchange rate, is approximately EUR 4,000 (single rate) and approximately EUR 4,300 (dependency rate). OSCE

salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme and OSCE Provident Fund maintained

by the OSCE. The Organization contributes an amount equivalent to 15% of the employee's salary to this Fund and the

employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations

Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under

http://www.osce.org/employment.

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.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States,

please see http://www.osce.org/states.

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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period

of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the

application and review process.