Traineeships in the Information Management Services Division. ECB, Frankfurt. Open until 24 June 2016

Traineeship in the Information Management Services Division

Reference: 2016-121-TRA EXT

Closing Date for Applications: Fri, 24 Jun 2016

Functional area: Secretariat

Function:The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in library, archives and/or records management to participate in a traineeship in the Archives team of its Information Management Services Division for a period of up to six months.
The Information Management Services Division is responsible for the following tasks:

• developing, maintaining and guiding the implementation of information management policies and procedures, and providing records management services, including in the area of data protection;
• managing the ECB’s physical and electronic archives and arranging for the disclosure of archived information when required and the disposal of information in accordance with the ECB’s information retention policy;
• managing the ECB library and providing staff with print and electronic publications and information services;
• supporting the further development of enterprise content management and coordinating the selection of systems and tools for the archives and library, collaboration, and document and records management;
• providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.

Depending on his/her expertise, the successful applicant will contribute to a selection of the following tasks:

• assisting in developing and updating the ECB’s information management policies, procedures and guidelines;
• raising awareness of material and streamlining the current material in order to encourage staff adherence to the ECB’s information management policies and procedures;
• compiling an inventory of the ECB’s information-holding systems and helping to assess their compliance with the ECB’s information management policies and procedures;
• arranging archives and describing media and other archival material;
• acquiring and appraising records and archives or library material;
• assisting in carrying out sensitivity reviews of records;
• specifying and/or testing requirements for the electronic archives management functionality;
• acquiring and maintaining electronic information resources.

Qualifications and experience:Applicants must have the following knowledge and competencies:

• a bachelor’s-level qualification or a master’s/higher degree in information, archives and/or records management, or enrolment in postgraduate studies in one of these fields;
• an advanced-level command of English;
• an intermediate-level command of at least one other official language of the EU;
• working knowledge of MS Office, in particular Word, Excel and PowerPoint;
• working knowledge of a document management system (preferably Livelink) would be an advantage.

Competencies:The successful candidate will have the following behavioural competencies:

• assesses current solutions and recommends superior alternatives;
• uses clear language and images to communicate ideas;
• ensures timely responses in order to serve clients;
• shares information and supports team members in the achievement of common goals;
• takes the initiative in improving policies, processes and products;
• accepts responsibility for the achievement of objectives within agreed timelines;
• prioritises tasks and pays attention to detail, even when under time pressure.

Further Information:Traineeship of up to six months.
Some tasks are physically demanding and you may have to work in conditions typical for record storage areas, particularly when processing and retrieving records from basements or locations at a distance from the offices.

The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.

How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
http://www.ecb.europa.eu/careers/pdf/traineeship_programme.pdf.

Further information on the ECB's traineeships can be found at
http://www.ecb.europa.eu/careers/newcomers/trainee/html/index.en.html.

Applicants are accepted from nationals of the Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.