This Blog is the byproduct of a personal obsession. 14 years ago my objective was to work as an archivist/records manager for international organizations. I managed to achieve it, working for the European Commission, UN, IMF, the Council of the European Union, EEAS and now the Asian Development Bank. I would consider a key factor in my success my knowledge about where to find information about these job opportunities, unfortunately too often hidden or difficult to locate…
En tant que professionnel-le qualifié-e du domaine de l'information documentaire, l'archiviste possède des compétences dans les domaines du record management, de la collecte, de la gestion, de la conservation et de la communication des archives sur le long terme. Il/elle assume ses tâches en personne ou supervise leur exécution par d'autres collaborateurs.
L'archiviste d'acquisition travaille plus spécifiquement dans la phase « amont » du cycle de vie du document, en accompagnant les producteur d'information dans l'acquisition et le traitement de cette dernière, jusqu'à son archivage intermédiaire. Il-elle travaille en collaboration directe avec 3 autres archivistes d'acquisition et de manière étroite avec les autres collègues de l'unité afin d'atteindre les objectifs communs. Il-elle rapporte directement au chef-fe adjoint de l'unité IM.
Responsabilités principales
En collaboration avec les unités/divisions/département, accompagner les versements des records papiers (inclus les versements des dossiers « résidents » du terrain), et permettre l'intégration de ces versements dans les outils d'archivage (Reference Files, ADS)
Mettre en place, évaluer et contrôler le processus de records management
Mettre en œuvre et faire le suivi des outils pour le records management (plan de classement, système de cotation, calendrier de conservation, documents de références, etc.)
Travail sur l'élaboration et la mise à jour de procédures en lien avec l'acquisition des records au CICR
Mettre en œuvre la collaboration suivie avec les producteurs de documents (instruire, informer et conseiller en matière de gestion, d'élimination et de versement des archives)
Participer à la définition et à la mise en œuvre la politique d'acquisition des archives de l'institution et des producteurs externes
Expérience professionnelle
Archiviste ou expérience équivalente dans un environnement humanitaire et/ou international
Bonnes connaissances des domaines d'activité du CICR, y compris dans la gestion d'information
Expérience sur le terrain un atout
Compétences requises
Diplôme spécialisé en archivistique et/ou information documentaire ou équivalent, de niveau bachelor
Client focus
Excellent teamworker et capable de travailler de manière autonome
Bon sens de l'organisation et capacité de mettre les bonnes priorités
Aptitude à traiter de l'information en toute confidentialité
Bonnes connaissances des outils informatiques usuels ainsi que des plateformes Sharepoint et Lotus Notes
Bonnes connaissances du français et de l'anglais, autre langue usuelle au CICR un atout
Capacité à assurer un travail physique ponctuel
Fin d'affectation: 31.12.2017, non prolongeable – poste résident Début de mission: ASAP, si possible au plus tard le 1er novembre 2016
Si vous êtes intéressé-e par ce poste et remplissez les critères, merci d'envoyer votre CV accompagné d'une lettre de motivation à application_hq@icrc.org - d'ici au dimanche 11 septembre 2016. Dans le sujet de votre mail, pouvez-vous indiquer "CIM/AIM/IM – Archiviste d'acquisition – Candidature''.
Seules les candidatures envoyées à cette adresse seront prises en considération. Si vous ne recevez pas de réponse dans le mois qui suite, nous vous prions de bien vouloir considérer votre candidature comme non retenue.
The EIB, the European Union's bank is seeking to for its Corporate Services Directorate (CS) – Information Management and Procurement Department (IMP) - Information Management Division (IMD) – Operations Unit
Head of Unit – Operations
This is a full time position
The term of this contract will be 4 years
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract subject to organisational requirements and individual performance.
Specific Post Environment and Purpose:
The Operations Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing day-to-day management and functional support relating to physical archives, electronic document management, scanning and Copy Centre services to all Directorates of the Bank.
The Head of Unit – Operations will manage a range services aimed at enhancing the operational effectiveness of archive and document management processes in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.
Operating Network:
S/he will report to the Head of IMD Division and will be responsible for the management of 8 EIB staff members and a number of external contract staff.
Internally, s/he will work in close collaboration with all Directorates of the Bank using services of Operational Unit and in collaboration with IG/Internal Audit as required. Externally, the post requires close collaboration with external service providers, consultants and auditors.
Accountabilities:
The Head of Unit – Operations will be responsible for:
Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
Coordinating (Inter-) Directorate Working Groups in own domain for the identification of user needs and implementation of processes which contribute to the effectiveness of IMP Information Management
In collaboration with IMD Document Management Office unit, proactively suggesting enhancements to IMD processes, procedures databases and record-keeping systems with regard to enhancing operational efficiency of IMD services.
Managing and developing staff members in the Operations Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
Optimise staff resources, equipment and technology for the successful delivery of Copy Center, scanning archiving and electronic document management services and projects on time and according to business requirements.
Coordinating, supervising and executing key processes related to the services of the Operations Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
Coordinate the successful implementation of document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction according to defined processes and procedures
Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
Developing Service Level Agreements with Directorates and monitoring compliance therewith
Ensuring the physical security of Copy Centre and Scanning premises and of EIB record holdings and storage areas in collaboration with CS/Facilities Management services
Participating in the procurement and management of external services related to record storage, scanning and copy centre through Tender procedures including the drafting of Terms of Reference and participation in selection panels
Providing or ensuring the availability of specific advice and recommendations to CS Management on the domains covered by the Operations Unit
Qualifications:
University level education, complemented with a relevant post-graduate certification in archives or document management studies.
Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, managing ideally both electronic and physical records
At least 3 years’ experience in leading and coordinating cross functional teams and proven track record of success
Key technical/professional knowledge and skills
Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
Knowledge of scanning and printing service practices would be an advantage
Experience of implementing document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction
Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
Knowledge of EIB Personal Data Protection regulations
Experience of Business Process Mapping will be an advantage
Good knowledge of how the Bank operates and is organised
Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
Excellent verbal and written English and/or French language skills and a good command of the other (*)
Competencies:
Change Orientation: Ability to drive change and innovation to realise the Bank’s mission and strategy
Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
Deadline for applications: 31st August 2016
We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability
The EIB, the European Union's bank, is seeking to for its Corporate Services Directorate (CS) – Information Management and Procurement Department (IMP) - Information Management Division (IMD) – Document Management Office Unit at its headquarters in Luxembourg, a:
Head of Unit – Document Management Office
This is a full time position
The term of this contract will be 4 years
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract subject to organisational requirements and individual performance.
Specific Post Environment and Purpose:
The Document Management Office Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing business support aimed at ensuring compliance with the Bank’s Information Management policies in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.
The Head of Unit – Document Management Office will be responsible for:
Developing, and updating the Bank’s Information Management Policies (i.e. Information Classification and Retention Policies)
Assisting the business in implementing the Bank’s Information Management policies through shared responsibility for managing appropriate document accesses and permissions, and maintaining document confidentiality and retention classifications
Assisting the business in implementing the Bank’s Information Management policies through communication and awareness building and by providing Helpdesk support and training for the Bank’s key document repositories and Collaboration tools, processes and procedures.
Operating Network:
S/he will report to the Head of IMD Division, work in direct contact with the Head of Unit for IMD Operations Unit and will be responsible for the management of 4 EIB staff members and a number of external contract staff.
Internally, s/he will work in close collaboration with all Directorates of the Bank using services of the Document Management Office. Externally, the post requires close collaboration with external service providers, consultants and auditors.
Accountabilities:
The Head of Unit – Document Management Office will be responsible for:
Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
Participating in EIB-wide Information Management projects for the enhancement of CS Document Management and Collaboration programme and Information Security initiatives
Proactively suggesting enhancements to IMD processes, procedures, databases and record-keeping systems with regard to enhancing operational efficiency of IMD services and operational effectiveness of business requirements
Managing and developing staff members in the Document Management Office Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
Optimise staff resources for the successful delivery of services and projects in own domain (e.g. Collaboration and Sharing platform) on time and according to agreed implementation roadmaps and business requirements
Coordinating, supervising and executing key processes related to the services of the Document Management Office Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
Ensuring the successful integration of EIB Information Management Policies into IMD procedures and their implementation in IMD controlled document repositories
Participate in the procurement and management of external services, for the support of Helpdesk, training and compliance activities through Tender procedures including the drafting of Terms of Reference and participation in selection panels.
Coordinate the activities of the Document Management Office in order to provide Helpdesk and training services for all Collaboration tools used at Bank-wide level in support of IMP Information Management Strategy in collaboration with CS colleagues
Communication, awareness building and training related to EIB Information Management Policies
Providing or ensuring the availability of specific advice and recommendation to CS Management on the activities covered by the Document Management Office Unit
Qualifications:
University level education, complemented with a relevant post-graduate certification in archives or document management studies
Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, ideally with Helpdesk and training responsibilities
At least 3 years’ experience in leading and coordinating cross functional teams and proven track record of success
Key technical/professional knowledge and skills
Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
Experience of implementing document life-cycle management practices and procedures including document security, classification, and retention
Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
Knowledge of EIB Personal Data Protection regulations
Experience of Business Process Mapping will be an advantage
Proven Project Management skills will be an advantage
Good knowledge of how the Bank operates and is organised
Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
Excellent verbal and written English and/or French language skills and a good command of the other (*)
Competencies:
Change Orientation: Ability to drive change and innovation to realise the Bank’s mission and strategy
Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
Deadline for applications: 31st August 2016
We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability
OSCE Office for Democratic
Institutions and Human Rights
Location
Warsaw
Grade
G5
Closing Date of application
30-08-2016
No. of Posts
1
Background
The Office for Democratic Institutions and Human Rights (ODIHR)
is the principal institution of the OSCE responsible for the human dimension.
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. ODIHR’s assistance projects and other activities are implemented in
participating States in accordance with ODIHR’s mandate.
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 the general supervision of the Associate Documents and Records
Management Officer the incumbent will perform the following duties: •
Administers and maintains ODIHR's paper and digital records within the records
storage rooms, the local network drive, DocIn and other locations as
necessary; • Organizes information (including digital folders and their
hierarchies, document attributes, access groups, type of media, location) in
consultation with Fund /Programme Managers; helps the Fund/Programme Managers to
identify records for inclusion in DocIn; • Uploads and classifies ODIHR
records in DocIn; • Works to continually ensure a consistent and logical
approach to information management within ODIHR; • Advises staff on using and
interpreting internal records management policies and instructions; proposes
improvements to records management practices when necessary; • Weeds and
processes paper and digital records for the office; • Provides user support
and training to staff on records management, data security and disaster
recovery; • Contributes to developing new records management initiatives and
projects within the department and office; • Assists with registration,
upload and distribution of Human Dimension Conferences documents; • Acts as a
Correspondence Database administrator; co-ordinates and co-operates with the
Chief of DRM Unit on the user requirements with an objective to improve the
Correspondence system application; • Performs other tasks requested by
Supervisor.
Necessary
Qualifications
• Completed secondary education; supplemental training in records or
information management, information classification and retrieval is strongly
desirable; • At least four years of administrative/clerical experience,
preferably in the field of archiving/ records or information management within
an international organization. Experience in delivering training is
desirable; • Excellent knowledge of English, including excellent
communication skills to interact with help-line requestors and staff members
seeking advice; working knowledge of other official OSCE languages, especially
Russian, is an asset; • Knowledge of relevant computer applications (word
processing, databases, and spreadsheet applications) is essential; • Strong
analytical and critical thinking skills; • Ability to work independently,
under pressure and in confidence. Accuracy and attention to detail as applied to
all tasks is absolutely essential. Ability to be discreet and retain
confidentiality; • Ability to work with people of different cultural
backgrounds.
Remuneration
Package
Monthly remuneration, subject to social security deductions, is approximately
PLN 6,900. OSCE salaries are exempt from taxation in Poland.
Social security will include participation in the Cigna medical insurance
scheme (current approximate deduction for a staff member is 45 Euro) and OSCE
Provident Fund. The Organization contributes an additional amount equivalent to
15% of the employee's salary to this pension-style fund while the employee
contributes 7.5%. Other allowances and benefits are similar to those offered
under the United Nations Common System for general services employees.
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 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 the OSCE on-line applications will be accepted and short-listed
applicants contacted.
The OSCE is committed to diversity and inclusion within its workforce, and
encourages qualified female and male candidates from all national, religious,
ethnic and social backgrounds to apply to become a part of the Organization.
Please note that vacancies in the OSCE are open for competition only amongst
nationals of participating States, please see http://www.osce.org/states.
No application fees or information with respect to bank account details are
required by OSCE for our recruitment process.
Please note that in the event of invitation for interview, the OSCE is unable
to reimburse costs incurred.
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit’s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank’s Access to Information systems and archival services.
***The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities:
The IT Analyst, Information Management will assume the following responsibilities:
Ensuring the successful roll out of changes to the WBGs information management technologies via interacting with clients to ensure successful implementation. Initially starting with collaboration platform and new intranet, by focusing on:
• ePublish (internal publishing tool) o Track progress of each Vice Presidency in closing their ePublish sites o Provide guidance on migration of content to new intranet o Participate in project management meetings o Guide units on how to change their friendly URLS, Aliases to the new intranet sites away from the old sites o Prepare presentations and maintain documentation on the project
• Facilitating adoption of platforms by the internal and external communities by: o Providing direct support and guidance in the most effective use of platform features to individual users, teams, departments and communities using the internal or external social collaboration platform. o Developing help and training material, as needed, and based on business needs, in collaboration with the ITS training team. o Capturing and highlighting the good practices in the use of social online collaboration platforms, whether linked to a specific feature of the technology or a use. o Monitoring the use of hubs, and collaboration platforms, and moderating when needed, in compliance with our access to information policies and the terms of use of the platforms. o Providing recommendations and highlighting good practices, accelerating adoption of the intranet hubs and collaboration spaces.
• Serving as the liaison between business and ITS: o Monitoring and reporting issues and bugs, to ensure swift resolution. o Highlighting opportunities for improvement, shared by the business teams and aligned with the business needs. o Coordinating with counterparts on the business side on governance aspects such as the creation of new communities, hubs. o Meeting minutes of client engagements and follow-up.
• Monitoring and reporting regularly on adoption and activity on both intranet hubs and collaboration sites, highlighting top communities and best use cases. o Preparing monthly reports on activity on both platforms to be shared with management, business counterparts and users at large. o Highlighting monthly top users, top communities and top pieces of content, to give visibility to best use cases.
Selection criteria:
Master's degree with 2 years relevant experience or Bachelor’s Degree with a minimum of 4 years of relevant experience. Experience with World Bank policies, procedures, practices and operations preferred.
• Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required. • Proven record in successfully managing, nurturing and growing online communities. Hands-on, extensive experience of working on collaboration and social media projects and design and facilitation of online communities of practice. Excellent understanding of cultural change aspects associated with the introduction of social media and social collaboration. • Experience in working in a user support function and designing and delivering training a distinctive advantage. • Possesses and maintains knowledge and skills needed to develop, promote, and implement best practices in information & knowledge management. Possesses and maintains understanding of all stages of the content lifecycle. • Excellent interpersonal skills and ability to relate to business users from across the Bank. Ability to translate technical jargon into business language. Good pedagogical and facilitation skills. • Good project management skills and proven capacity to deliver results on time and within the allocated budget. • Outstanding communication skills including proven ability to convey complex ideas through clear communication, concise reports, and effective oral presentations. • Ability for continuous learning and professional development in the areas of project management, records management and knowledge management. • Knowledge of relevant software such as Sharepoint, Beezy, WebEx, and/or proven ability to quickly master relevant software packages. • Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services. • Fluency in English is essential. • Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely. • Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility; •Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
• Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies: • Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success. • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so. • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. • Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner. • Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
ABOUT THE WORLD BANK GROUP
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit’s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank’s Access to Information systems and archival services
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities
The IT Analyst, Information Management will assume the following responsibilities:
• Ensure compliance of IFC’s records management system and procedures with World Bank Group records management standards;
• Participates in day-to-day development and maintenance of information resources and services and provides quality control.
• Provide records management training to staff and guidance on records management policies and procedures and assist staff with same.
• Provide monitoring reports on records management compliance; ensure filing is completed in a timely fashion and works with staff to meet compliance guidelines;
• Analyze records management systems and procedures and make recommendation for improvement; contributes to continual updating, cataloging or profiling guidelines and framework.
• Evaluate and test document management application enhancements and new solutions;
• Provide analytic, research and professional support to others;
• Mentors, motivates and provides direction, guidance and training to junior team members in carrying out the defined work program.
• Coordinate client requirements gathering services. Creates and manages administrative and investment/ project folders; maintain an up-to-date list of all folders needed for filing.
• Ensure transfer of records to Archives and remote repositories;
• Ensure timely and high quality delivery of services according to agreed-upon service standards;
• Oversee and help develop efficient filing and retrieval system relying on electronic records;
• Perform ad-hoc assignments upon request of supervisor and/or manager.
Selection Criteria
Master's degree with 2 years relevant experience or Bachelor’s Degree with a minimum of 4 years of relevant experience.
Experience with World Bank policies, procedures, practices and operations preferred.
• Strong analytical and conceptual skills encompassing international business, ability to conduct research independently;
• Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required.
• Expert knowledge of practices for and experience with developing, organizing, and preserving records/library collections.
• Fully proficient at providing assistance and training to other staff members.
• Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services.
• Fluency in English is essential.
• Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely.
• Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility;
•Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
• Ability to prepare training presentations and arranges or conducts training for IFC staff on IFC’s records
and information management and archiving functions as appropriate.
• Ability to work effectively in a team-oriented, multi-cultural environment.
• Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies:
• Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
• Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
I'm a Catalan archivist interested in the use of archives from repressive regimes to foster Human Rights. Job Opportunities in International Organizations are another of my interests. Since 2016 I'm the Chair of the Section on International Organizations of the International Council on Archives.
I was born in Barcelona and I have worked as an archivist/records manager for the Catalan Government (1997-1999), the Spanish Ministry of Culture (2000-2002), the Spanish Ministry of Defence (2002-2007), the European Commission (2007-2008), the United Nations (2008-2010),the International Monetary Fund (2010-2012) , the European Commission again (2012-2013), the Council of the European Union (2013-2015) and the European External Action Service (2016-2020). Since August 2020 I'm working for the Asian Development Bank as Head of Unit - Information Resources and Services.
I've also worked as lecturer of Archival and Information Science for the Open University of Catalonia (1999-2009). I'm a member of Archivists without Borders Spain since 2001 (having served as Board Management member from 2004 to 2008).
