Records Assistant, G-5. IAEA, Vienna. Open until 27 November 2017

Records Assistant(G5) - (2017/0646 (001568)) Organization : MTGS-Records Unit Primary Location : Austria-Vienna-Vienna-IAEA Headquarters Job Posting : 2017-10-30, 3:40:23 PM Closing Date : 2017-11-27, 11:59:00 PM Duration in Months: 36 Contract Type: Fixed Term - Regular Probation Period: 1 Year    Organizational Setting The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary. The Archives and Records Management Section (ARMS) establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities. Main Purpose Under the supervision of the Unit Head, the Records Assistant assigns ARMS file codes to official correspondence and coordinates the management of official IAEA records through liaison with Records Office Coordinators in the offices and sections of the IAEA. Functions / Key Results Expected • Codify incoming, outgoing and internal official correspondence by assessing and assigning appropriate ARMS file codes; index and distribute incoming, outgoing and internal official correspondence in hardcopy and electronic formats; assign security classification codes, scan documents, in and out charging, maintain logbooks and transmittal forms for classified records, shred classified records; advise IAEA staff on proper handling of classified records; maintain a record of the classification stamps distributed throughout the IAEA. • Coordinate records transfer and/or disposal in conjunction with Records Office Coordinators. • Conduct records audits in IAEA offices and sections by liaising with Records Office Coordinators on recordkeeping matters including records (both paper and electronic) filing and use. • Monitor distribution lists for official correspondence to ensure they are kept up-to-date for purposes of accurate assigning of action or information responsibilities in the correspondence management process. • Maintain the Forms Information Management System and ensure established procedures are followed whenever they have to be modified or replaced. • Prepare information sources on ARMS policy and procedure for reference by IAEA staff; coordinate the logistics and prepare information sources for recordkeeping awareness training sessions. Competencies and Expertise Core Competencies Name Definition   Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.   Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.   Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.   Teamwork Actively contributes to achieving team results. Supports team decisions. Functional Competencies Name Definition   Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.   Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice. Required Expertise Function Name Expertise Description       Administrative Support Discretion and Respect for Confidentiality Ability to act with tact, discretion and respect for confidentiality when dealing with sensitive matters.       Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.       General Services Records Keeping and Documents Management Knowledge of records management policies and practices in international organizations. Asset Expertise Function Name Expertise Description       Information Management Analysis Knowledge of metadata standards applicable to recordkeeping and digital preservation.       Information Management Enterprise Information Management Knowledge of electronic recordkeeping systems and their admnistration: Open text Content Sever 16 and SharePoint.       Information Management Information Access Management Knowledge of informations security standards and their implementation. Qualifications, Experience and Language skills Completed secondary education A minimum of five years of work experience, two years of which in records management. Experience with digitisation, databases and/or Electronic Document and Records Management software (OpenText Livelink) is an asset. Work experience in an international environment is an asset. Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset. English language test (level 2) and typing test (level 2) to IAEA standard. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43865 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Information Management Assistant, G-5. UN HQ, OHRM, New York. Open until 30 October 2017

Posting Title:	Information Management Assistant (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT ASSISTANT
Department/Office:	Office of Human Resources Management
Duty Station:	NEW YORK
Posting Period:	24 October 2017 - 30 October 2017
Job Opening Number:	17-Information Management Systems-DM OHRM-87293-J-New York (T)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This temporary position is available from mid November 2017 for a period of 16 weeks subject to availability of funding.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Notes:

• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

              

Org. Setting and Reporting

This position is located in the Personnel Records Unit, Learning, Development and HR Services, Office of Human Resources Management. Information Management Assistant will report to senior Information Management Assistant.

              

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management
•Creates Official Status Files for newly appointed staff members;
•Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
•Conducts end-user training relating to requesting official status files through Unite Docs.
•Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
•Registers Section’s incoming and outgoing records in electronic record keeping system.
•Maintains Unit’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
•Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
•Carries out quality control functions for incoming and outgoing official status files and document to be filed.
•Assists with training of the temporary staff and covers supervisor’s duties in their absence.
•Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
•Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit’s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit’s electronic record keeping system and coordinates transfers of records to ARMS.
•Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
•Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
•Oversees internal records retrieval, loan, reproduction and staff clearance operations.
•Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
•Participates in maintaining the Unit’s reference database.
•Participates in discussions and meetings on creation of digital records, reorganization of Unit’s work processes, files management and record keeping.

Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.

General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.

              

Competencies

Professionalism: Knowledge of records management, electronic record-keeping, archiving and document management. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

              

Education

High school diploma or equivalent.

              

Work Experience

A minimum of five years of progressively responsible experience in archiving, record-keeping, document management, library, information management or related area is required. Experience in managing personnel records is desirable.

              

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

              

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

              

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Officer, B4. Council of Europe, Luxembourg. Open until 3 November 2017

Vacancy Notice N° o35/2017
Information Officer (Grade B4)
Directorate General of Democracy (DG II)

Enlarged Partial Agreement on Cultural Routes
Closing date: 03 November 2017
Location : Luxembourg

Job mission

Under the authority of the Head of the Directorate of Democratic Citizenship and Participation and of the Executive Secretary of the Enlarged Partial Agreement on Cultural Routes (EPA), based in Luxembourg at the European Institute of Cultural Routes (EICR), the position-holder will carry out the activities included in the Council of Europe’s 2017-2020 Grant Agreement with the European Commission (Directorate-General for Regional and Urban Policy – DG REGIO), “Fostering regional development through transnational cultural routes, heritage policies and practices” .

For this purpose, the Information Officer will ensure regular communication with the project’s stakeholders and the general public, producing, managing and disseminating all kinds of documentation and information, according to the specific project’s objectives and in accordance with its communication strategy. In close cooperation with the Senior project officer, he/she will update the various project information tools and channels, especially for online communication (EPA website, EICR website, social networks and future digital platform(s)) and printed materials where applicable. The information officer will be responsible for the design of the project communication strategy and the gathering of information related to the project’s results and EU Macro-Region related fields of activity.

The duration of the project is of 12 months (part time 80%) and is subject to the signing of the Grant Agreement with the European Commission. The position might be prolonged according to the progress of implementation of the Grant Agreement and for a maximum duration not exceeding the end date of the Grant Agreement.

Key activities

The incumbent performs the following key duties:
screens and analyses all kinds of sources of information (internet, media, publications, documentation, files, and databases) concerning allocated field of work;
carries out documentary, database or electronic (internet) research on specific topics, systematically or on request;
manages the Grant Agreement dedicated website, ensuring the publication of regular content and its dissemination to project stakeholders and general audiences;
summarises the results of the research, prepares information documents and reports;
provides information for ‘background papers’ for workgroups or programme officers;
ensures appropriate dissemination of information both internally and externally, in accordance with communication policy, through online (websites, social media) and printed information channels;
processes internal and external requests for information and documentation;
maintains archives and documents according to the needs of the field of competence, in line with the COE's archive policy;
contributes to the development of ‘a documentation centre’ and keeps it up-to-date;
registers and classifies documentation and publications received (electronic and printed);
keeps databases up-to-date;
works with other directorates and external documentation and information centres to obtain required information, documentation or publications, particularly in connection with special events;
works in close contact with others to ensure the co-ordination of activities;
reports to manager on the status and progress of activities and if problems occur;
promotes Council of Europe values internally and externally.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

Eligibility Requirements

This local recruitment procedure is open to applicants already present in Luxembourg.

Only applicants who best meet the following criteria will be considered for shortlisting.

Qualifications:
Completed full course of general secondary education followed by an appropriate professional qualification: a university degree in cultural heritage management or similar would be an advantage.

Experience:

• Practical knowledge of document management and carrying out documentary research;
• Understands specific needs of allocated field of competence;

Language requirements:

• Very good knowledge of one of the official languages (English or French) and good knowledge of the other. Knowledge of other European languages, in particular those of the member countries of the EPA, would be an advantage.

Nationality:

• Nationality of host country or one of the 47 Council of Europe member states.

Age:

• Under 65 years of age at the closing date of the vacancy notice.

Employee Core Values

Council of Europe staff members adhere to the values Professionalism, Integrity and Respect.

Competencies

Essential:

• Professional and technical expertise

• very good knowledge of the Council of Europe;
• very good knowledge of Cultural Routes programme. A field experience in one or more Cultural Routes certified network will be an advantage;
• sound computer skills (processing electronic information and database inquiry); uses specific documentation management software.
  • Organisational and contextual awareness
  • Analysis and problem solving
  • Service orientation
  • Teamwork and co-operation
  • Planning and work organisation
  • Concern for quality
  • Communication

Desirable:

• Drafting skills
• Results orientation
• Relationship building
• Learning and development

For more information, please refer to the Competency Framework of the Council of Europe.

Additional information

Launched in 1987, the Cultural Routes of the Council of Europe programme demonstrate, by means of a journey through space and time, how the heritage of Europe's different countries and cultures contribute to a shared and living cultural heritage. According to the Council of Europe a Cultural Route is a cultural, educational heritage and tourism co-operation project aiming at the development and promotion of an itinerary or a series of itineraries based on a historic route, a cultural concept, figure or phenomenon with a transnational importance and significance for the understanding and respect of common European values.

The Cultural Routes of the Council of Europe programme is supported by the European Institute of Cultural Routes, set up in 1998 as part of a political agreement between the Council of Europe and the Grand-Duchy of Luxembourg (Ministry of Culture, Higher Education and Research). Upon the entry into force of the Council of Europe Enlarged Partial Agreement on Cultural Routes (EPA) in 2010, an agreement establishing the seat of the EPA at the Institute in Luxembourg was signed between the Ministry of Foreign Affairs of the Grand-Duchy of Luxembourg and the Council of Europe. The Institute carries out regular evaluations of the compliance of Cultural Routes of the Council of Europe with the criteria of the statutory Resolution (CM/RES(2013)67) on Cultural Routes adopted by the Committee of Ministers, gives advice to new applicants for certification and houses the extensive information and documentary resources of the Cultural Routes of the Council of Europe programme. It provides advice and assistance to routes networks and hosts visits by project managers, researchers and students.

The European Commission is a key partner of the EPA and provides support to its work. The overall objective of the forthcoming DG REGIO’s grant agreement 2017-2020 “Fostering regional development through transnational cultural routes, heritage policies and practices” is to strengthen sustainable regional development in the 4 EU Macro-regions (Baltic Sea Region, Danube Region, Adriatic and Ionian Region, Alpine Region) through cultural heritage policies, practices and services as recognised by the Council of Europe Framework Convention on the Value of Cultural Heritage (Faro Convention) through the Cultural Routes of the Council of Europe programme which underscores, like the Convention, the importance of local people and their affinity with their region as essential to understanding and rediscovering the cultural identity of the sites and to attracting new activities, encouraging the tourism sector and sustainable local development of rural areas and less-known destinations.

For more information about the Cultural Routes of the Council of Europe programme, visit www.coe.int/routes or www.culture-routes.net

Applications

Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website www.coe.int/jobs you can create and submit your on-line application. Applications must be submitted at the latest 03 November 2017 (midnight Paris Time).
Applications will be examined with regard to the requirements of this vacancy and applicants will be informed in due course of the outcome of your application. This may take some time after the closing date. Preselected candidates may be invited to take written tests before an interview. Written tests may be eliminatory.
In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.
The conditions of recruitment and employment which apply are contained in Rule No. 1234 of 15 December 2005 laying down the conditions of recruitment and employment of locally recruited temporary staff members working in Council of Europe Duty Stations located outside of France apply (Link to Rule 1234).
The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.
During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

The Organisation

The Council of Europe is the continent’s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members and now includes 47 member states, all having signed up to the European Convention on Human Rights.
By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member states’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member states. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.
The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.

Historian, A-2. SHAPE, Mons. Open until 20 October 2017

SUPREME HEADQUARTERS ALLIED POWERS EUROPE




TALEO Job Number: 170425

Vacancy Number: A13/0817

Post Number: OSC ZOH 0020

Job Title: Historian

NATO Grade: A-2

Basic Monthly Salary (12 x per year): 5.260,30 €, tax free 

Closing Date: Friday 20 October 2017

Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR).  Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.    


GENERAL BACKGROUND:

SHAPE, the Supreme Headquarters Allied Powers Europe, is the Headquarters of Allied Command Operations (ACO), one of the two major military commands of the North Atlantic Treaty Organisation (NATO).  ACO safeguards an area extending from the northern tip of Norway to the eastern border of Turkey.  This equates to nearly two million square kilometres of land, more than three million square kilometres of sea, and a population of about 320 million people.

POST DESCRIPTION:

Location: Casteau/Mons, 60 Km south of Brussels (Belgium)

Division: DOM


POST CONTEXT SHAPE is the Strategic Headquarters for Allied Command Operations. The Directorate of Management (DOM) is on behalf of the Chief of Staff (COS) responsible for the direction and coordination of selected aspects of the day to day operation of SHAPE as well as the assurance of the provision of essential support facilities and services to the headquarters, co-located agencies and units and, to individual staff members and their families. The Knowledge Management (KNM) Branch is responsible for facilitating, coordinating and implementing Command Group (CG) requirements through the assessment, direction and management of staffing operations, services and CIS Support to SHAPE. It is also responsible for Information Management and Knowledge Development across ACO in support of the comprehensive approach to planning and executing operations.  The Historical Office is responsible for:  -  Maintaining an accurate historical record of NATO-led operations and key ACO issues to meet the information requirements for future staff use and the historical record of ACO;  -  Advising the CG on the historical aspects of current issues and operations;  -  Satisfying the historical information requirements of the CG, SHAPE Staff, and higher/lower headquarters concerning past/present operations and issues;  -  Preparing histories, staff studies and information papers for the CG and other key staff members;  -  Declassifying older SHAPE and ACO records and assisting the work of the NATO Archives Committee.  The SHAPE Historical Office serves as the institutional memory for SHAPE and ACO by preserving key historical data, providing historical advice to the CG and staff, and responding to requests for historical information from inside and outside the headquarters. The Historian serves as the Assistant SHAPE Historian in the Historical Office.

REPORTS TO Chief Historical Office, OSC ZOH 0010.

PRINCIPAL DUTIES The incumbent’s duties are : a) During absences of the Chief of the Historical Office, exercise his/her functions, including contacts with higher and lower headquarters and outside organisations and individuals in coordination with and directed by the Chief of the Historical Office. b) Provide advice to the Command Group (CG) on historical issues. c) Review historical information contained in CG speeches and publications to ensure that they are accurate and that sensitive historical issues are handled in such a manner as to avoid controversy or embarrassment to SHAPE/NATO. d) Assist in developing policies for the ACO Historical Programme, which includes issuing guidance on determining the historical significance of older records for preservation decisions, preparing historical summaries of the activities of SHAPE and ACO for future rapid reference, and taking downgrading/declassification decisions for older records.  e) Supervise the work of the office’s Historical Assistant and manage the clerical and administrative functions of the office.  f) Establish policies and procedures for administering the office’s extensive document holdings and serve as the office’s Security Officer, ensuring the correct application of NATO security procedures for the accounting, production, storage, classification, receipt, dispatch and destruction of classified material. g) Prepare detailed histories on specific subjects as requested by the CG, which requires developing research strategies, conducting the research and then writing the histories.  h) Research and write staff studies, memoranda for the record, briefing papers, and responses to taskers and queries on historical issues. i) Collect information from a wide range of sources on current crisis situations and NATO-led operations and then prepare constantly updated Operational Diaries for use by the CG, SHAPE staff, and any subordinate headquarters in ACO involved in planning or operations related to the crisis or operation. j) Prepare for and conduct recorded interviews with senior officers and other key members of the staff, as well as personnel from higher and lower headquarters and outside organisations, in order to obtain essential information not always included in official documentation. Edit the interview transcripts. k) Attend important staff meetings, briefings and conferences, taking notes for the historical record, and also participate in working groups and/or committees as directed by the chain of command. l) Assist staff officers and visiting official historians from the member nations with their research in SHAPE’s older records. m) Provide guidance to additional duty historians in all ACO Headquarters and to field historians deployed in support of NATO operations. n) Advise subordinate headquarters in ACO on the retention of documents of historical significance requiring long-term preservation and how they can be made accessible to the SHAPE Historical Office for historical research in support of the Command Group.  o) Review document holdings in SHAPE divisions to determine which documents should be transferred to the Historical Office or SHAPE Registry & Records for preservation as SHAPE historical records. p) Determine which older SHAPE and ACO documents may be downgraded or declassified and released, consulting with staff subject matter experts and National Military Representatives (NMRs) as necessary.  Then coordinate the results with the Chief of the Historical Office for final decision. q) Contribute to the development and implementation of a comprehensive records management programme for the archiving in SHAPE that encompasses all stages in the records life-cycle. r) Within the area of responsibility the incumbent is responsible for ensuring that strategic risk to the achievement of CG priorities are managed in accordance with ACO Enterprise Risk Management framework.

Legal authority is held: None Budget authority is held: None Decision authority is held: None Supervisory duties: Dependent on requirements may be required to direct and supervise the work priorities of an ad hoc or permanent team within the functional area. There are no first line reporting responsibilities. The incumbent deputises for Chief Historical Office (OSC ZOH 0010).

ADDITIONAL DUTIES The incumbent handles routine or special matters as directed by the chain of command .   The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 30 days.

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

QUALIFICATIONS ESSENTIAL QUALIFICATIONS 1.  Professional/Experience a) Demonstrated ability to carry out historical research and writing, as evidenced by scholarly publications and/or the preparation of official histories and research papers.

b) Ability to work in a multinational environment and interact effectively with senior officers. c) Knowledge of military and/or diplomatic history, preferably European, in the 20th and 21st centuries.

2.  Education/Training University Degree in history, politics, international relations or related discipline and 2 years of function-related experience, or a Higher Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years of post-related experience.

3.  Language English SLP 4444 (Listening, Speaking, Reading and Writing) NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English, and the Assistant Historian must be able to listen, speak, read and write extensively and rapidly in English.

4.  Standard Automatic Data Processing Knowledge Word Processing : Working Knowledge Spreadsheet : Working Knowledge Graphics Presentation : Working Knowledge Database : Basic Knowledge eMail Clients/Web Browsers : Working Knowledge Web Content Management : Not Required

DESIRABLE QUALIFICATIONS 1.  Professional/Experience a) Specialisations:  - Profound knowledge of the history of NATO.

b) Specific Experience:  - Familiarity with military staff procedures through previous military or civilian service at a major headquarters. - Experience in working in an international environment, either in a multinational military headquarters or in an international organisation.

2.  Education/Training – N/A

3.  Language 2nd Official NATO language (French)  PLS 3232  (Listening, Speaking, Reading and Writing) A reading knowledge of French is important in order to be able to use the many older French-language documents on file in the office and in the archives, and understanding French is also useful for the work of the office. 

CIVILIAN POSTS 1.  Personal Attributes The post requires considerable initiative and judgement and a high degree of flexibility in order to be able to respond to the tremendously varied requests for information from the SHAPE staff as well as from NATO HQ, other ACO HQs, outside organisations, the media and the general public. Flexibility and analytical ability are required for developing and carrying out research strategies to find needed information using resources both inside and outside of SHAPE, as well as for preparing historical reports that summarize
and evaluate the wide range of issues being worked by the SHAPE staff. There is often a need to master complex new subject areas in a very short time. Preparing for and conducting interviews of senior officers and officials requires a high degree of thought and judgement in selecting the questions to be asked, gaining the interviewee’s trust and confidence, and developing follow-on questions in the course of the interview. Judgement and a keen awareness of the political sensitivities of historical issues are also necessary in providing advice to senior officers and in reviewing their speeches and publications prior to delivery. Evaluation of material for potential downgrading or declassification requires extensive judgement.

2.  Managerial Responsibilities  Supervise the work of the Historical Assistant in the SHAPE Historical Office and also, in coordination with his/her Section Head, provide guidance to additional duty Historical Officers in subordinate headquarters in ACO and to field historians deployed on NATO operations.

3.  Professional Contacts In addition to extensive contacts with staff officers from all of the SHAPE divisions, the Assistant Historian conducts interviews with very senior officers and officials. He must therefore be able to inspire their trust and confidence in his ability to maintain confidentiality and must exercise a high degree of tact, coupled with polite perseverance, in conducting such historical interviews. The Assistant Historian also has considerable professional contacts outside SHAPE, responding to historical queries from the official history offices of the member nations, from university professors and students interested in the history of NATO, from the media (in coordination with the Public Information Office) and the general public. Coordinates with National Military Representatives on declassification issues and their requests for historical information, and maintains ties with official historians from the member nations.

4.  Contribution to the Objectives The Assistant Historian ensures that SHAPE/ACO maintains an effective institutional memory by gathering and preserving records, conducting interviews to obtain essential (and often sensitive) information from senior officers and key staff officers, and preparing written histories summarizing the activities of SHAPE and ACO. The historical chronologies and reports prepared by the Assistant Historian save considerable staff effort and prevent duplication of work done in the past. The advice provided by the Assistant Historian to the Command Group on sensitive historical issues can prevent controversial situations from arising. The Assistant Historian also assists the SHAPE staff, NATO Headquarters, and subordinate headquarters in ACO by providing needed information that would otherwise not be available.

5.  Work Environment The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No risk / risk might increase when deployed.

REMARKS – N/A


!!PLEASE READ CAREFULLY!!


HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE: Only applications submitted via the NATO Talent Acquisition Platform (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en) will be taken into consideration.  Applications submitted by other means (e.g. mail, e-mail, fax, etc) are no longer accepted.  

When completing the application form using the NATO Talent Acquisition Platform, you will be able to add attachments.  One of these attachments must be a copy of the qualification/certificate covering the highest level of education required by the job description.  If this certificate is not in one of the two official NATO languages, you should include a translation into French or English.  

Please answer each question completely, in English (preferably) or in French.  Expressions such as “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.  Particular attention should be given to Education and Experience section of your application form.

If shortlisted for an interview with the Selection Board you will be requested to provide original documentary evidence and a set of copies in support of the statements you make in your application.

If you are or have been employed as a civilian working for NATO or for any Coordinated Organization, please indicate last grade level and step held (next to your job title), and specify in which NATO body or Coordinated Organization you are/were employed.

Note for the personnel officers: if you have qualified redundant staff of same grade, please let us know by message not later than Friday 06 October 2017.

Remarks: A) Only nationals from the 29 member states can apply for vacancies at SHAPE.  The member states are: Albania, Belgium, Bulgaria, Canada, Croatia, Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Montenegro, The Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Slovakia, Spain, Turkey, United Kingdom and United States of America. B) Due to the large amount of applications received for all vacancies, telephone, email or telefax enquiries cannot be dealt with.

Officer, TFP Records Management. EBRD, London. Open until 18 October 2017

Officer, TFP Records Management (Full or Part Time)

Posting Date: 05-Oct-2017

Location: London, GB

Company: EBRD

Requisition ID	9561
Office Country	United Kingdom
Office City	London
Division	Banking
Dept. / Bus. Group	Financial Institutions
Business Unit	Trade Facilitation Programme
Contract Type	Fixed Term
Contract Length	2 years
Posting End Date	18/10/2017

PLEASE NOTE: PART TIME HOURS WILL BE CONSIDERED FOR THIS ROLE

Purpose of Job

The Officer, Records Management will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.

Background

The EBRD’s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD’s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of €1 billion.

Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.

Accountabilities & Responsibilities

• Update of contact databases various formats
• Maintaining trade record database
• Sorting, labelling and recording records for medium to long term storage
• Implement and update the contact detail database for Confirming Banks

Knowledge, Skills, Experience & Qualifications

• Skills in management of documentation and databases
• Good communication skills
• Ability to follow existing procedures and co-ordinate efforts with other team members
• Good interpersonal and proactive skills
• Fluent English, both written and spoken

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Job Segment: Manager, Bank, Banking, Part Time, Records, Management, Finance                    

Internship, Archives and Records Management Section. IAEA, Vienna. Open until 1 November 2017

Internship (Archives and Records Management) - (TAL-MTGS20170828-001)

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2017-10-11, 4:05:05 PM

Closing Date

: 2017-11-01, 12:59:00 AM

Duration in Months: 1

Contract Type: Interns

This is a re-opening of a previously posted internship vacancy. Those who have applied need not resubmit an application.

 

 

Duration of Internship

12 months

Internships

The IAEA accepts a limited number of interns each year. The internships are awarded to persons studying towards a university degree or who have recently received a degree (see the Internship web pages for further details).

The purpose of the programme is:

• to provide interns with the opportunity to gain practical work experience in line with their studies or interests, and expose them to the work of the IAEA and the United Nations as a whole;
• to benefit the IAEA's programmes through the assistance of qualified students specialized in various professional fields.

The duration of an internship is normally not less than three months and not more than one year.

  

Organizational Setting

 

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States.

 

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

The internship is designed to provide experience in Archives and Records Management Section.

Functions / Key Results Expected

•  Archival processing constituting appraisal of semi-current records.

•  Assisting in developing promotional activities such as guided tours, exhibitions, and development of an online portal.
• Creation of finding aids and drafting series level descriptions based on the ISAD (G).
• Developing strategies in long-term preservation of digital records.
• Revision of the institution-wide functional file plan.
• Revision of the institution-wide retention schedule.

Knowledge, Skills and Abilities

• MS Office

Qualifications and Experience

• Undergraduate degree or graduate level studies in the relevant fields in archives and records management

 

Applicant Eligibility

• Candidates must be a minimum of 20 years of age and have completed at least three years of full-time studies at a university or equivalent institution towards the completion of a first degree. 
• Candidates must not previously have participated in the IAEA's internship programme.
• Candidates may apply up to one year after the completion of a bachelor's, master's or doctorate degree.
• Fluency in written and spoken English; fluency in any other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an asset.
• Candidates must attach two signed letters of recommendation to their application. 

Associate Research Officer, P-2. MICT, Arusha. Open until 17 October 2017

Associate Research Officer, P-2 (Arusha)

 DEADLINE FOR APPLICATIONS :   17 October  2017  DATE OF ISSUANCE   : 18 September  2017               OFFICE     :   Registry/Archives and Records Section  Location    : Arusha  JOB OPENING NUMBER  :   17-IST-RMT-85305-R-ARUSHA (R) 

United Nations Core Values: Integrity, Professionalism, Respect for Diversity   Organizational setting and Reporting:

This position is located in the Archives and Records Section, Arusha Branch, Registry. Under the supervision of the Archivist and the Deputy Chief, MARS Arusha, the incumbent will be responsible for administering the  information security and access regime, and for providing research and reference services to users of the records of the International Residual Mechanism for Criminal Tribunals (Mechanism) and the  Archives of the International Criminal Tribunal for Rwanda (ICTR).

Responsibilities:   In close coordination with the relevant legal officer, act as the focal point for the administration of the  Mechanism information security and access regime.   o Assist in the development of procedures for information security classification reviews and for implementation of decisions on reclassification. o Implement procedures for information security classification reviews, and for implementation of decisions, liaising with classification authorities, information owners and custodians.  o Ensure complete and accurate implementation of decisions on (re)classification.   Ensure correct marking of materials containing classified information.  Ensure correct redaction of classified information. 
Through the Offices of the President, Registrar and Prosecutor, act as the focal point for requests for access to Mechanism records and archives.   o Receive and respond to requests for access.  Includes registering requests and tracking the process of considering and determining requests.  o Advise requesters and researchers on holdings and accessibility. o Provide other information and assistance to requesters and researchers.  
Participate in the creation of finding aids, and other research and reference tools for Mechanism records and archives, in collaboration with the Archivist, the Audiovisual Archivist and the Electronic Records Manager.  Participate in the evaluation of existing research and reference tools and assist in the implementation of new tools to facilitate access to records and archives. 
Monitor and analyse trends in requests for access and areas of research. 
Advise the Archivist and the Deputy Chief, MARS Arusha on responses to trends, to enhance accessibility of records and archives.    
Manage the content of the Mechanism website relating to records and archives. 
Manage the Section’s collections of published and open-access research and reference material.   o Select material for the development of collections.   o Organise, classify and catalogue print and digital resources.   
Participate in the development and implementation of advocacy and outreach programmes.  Perform other duties as required.


Core Competencies:

 Professionalism – Knowledge of records, archives or library operations and electronic data management. Ability to apply conceptual, analytical and evaluative skills and identify issues, formulate opinions and make conclusions and recommendations. Ability to develop reference and research resources. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

  Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

 Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients’ informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
 


QUALIFICATIONS

Education: Advanced university degree in archival science, records management, library science, information science or related field. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.

Work Experience: Minimum of two years of progressively responsible experience in archives management, records management, library services, information management or related area.  Experience of providing reference services is required.  Experience of strict information security regimes is required.  Experience in international tribunals or national courts is desirable. 

Languages: English and French are the working languages of the Mechanism.  For the post advertised, fluency in oral and written English is required.  Working knowledge of French is highly desirable.

Assessment Method: There may be a technical test followed by a competency-based interview.

Special Notice: Current UN staff at the GS and FS level who meet the eligibility requirements are exceptionally permitted to apply.  If selected, certain conditions will apply.  All offers of appointment are subject to budgetary approval. The appointment is limited to the Mechanism.  Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected.  Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.

No Fee: THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

HOW TO APPLY: All applications must be submitted through the UN Inspira portal. The Mechanism is not able to accept applications for this vacancy via email. Internal applicants may go to https://inspira.un.org External applicants may go to http://careers.un.org