2 Archivists (Contract Agent GF III). EEAS, Brussels. Open until 18 January 2018

EEAS Vacancy Notice Contract Agent III – Archivists

We are:

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports her tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in her capacity as Vice President of the Commission with regard to her responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector is responsible for assisting the EU's network of 139 Delegations worldwide to achieve and maintain outstanding document management and archives standards that ensure traceability and retrievability of records and archives.

We propose:

Two positions of Archivists in the Information Management Sector.

Key responsibilities of the position will in particular entail:

• Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
• Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
• Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
• Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
• Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
• Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of  Document Management Coordinators in HQ and DMOs in delegations
• Report to management on progress and outcomes of administrative activities
• Provide staff and management with information on procedural issues via Intranet and other channels
• Contribute to handbooks concerning the internal procedures
• Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
• Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
• Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
• Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

We look for:

Candidates for this contract agent III post should:

(i) have passed a valid EPSO CAST in FG III ; or

(ii) be registered in the Call for expressions of interest  for contract staff -function group III in generalist profiles (AMI -EU CV on line). http://ec.europa.eu/civil_service/job/cvonline/index_en.htm or

(iii) be registered in the EPSO Permanent CAST in FG III  https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All

Please note that under current General Implementing Provisions (GIPs) contract agents may be recruited via the call of expression of interest- AMI. However, after the entry into force of the new GIPs (March 2018 tbc) all candidates will have to be registered in the EPSO PERMANENT CAST and will have to successfully pass the tests in order to be eligible for recruitment.

• a post-secondary education attested by a diploma, or
• a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years with exposure to archival matters.
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.

SELECTION CRITERIA:

Candidates should:

• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES

Furthermore: 

• experience of working in a team in multi-disciplinary and multi-cultural environment; and
• experience developing retention schedules; and  
• experience in the archives service of a European Institution or other international organisation

would be considered as strong assets.

PLACE OF EMPLOYMENT

Brussels, Belgium

PRACTICAL INFORMATION

Contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Starting date :  01.03.2018 TBC  

Interviews will be scheduled in the second part of January 2018 (only short listed candidates will be contacted).

Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT (gustavo.castaner-marquardt@eeas.europa.eu)  by 18/01/2018.

Records Manager. Permanent Court of Arbitration, The Hague. Open until 10 January 2018

Records manager (temporary employment)

Applications are currently being accepted for a temporary Records Manager position at the International Bureau of the Permanent Court of Arbitration (PCA). It concerns a project-based assignment for the duration of one year. The position is an amalgamation of records management, knowledge and information management as well as data protection. The successful candidate will be assisting the PCA, among other things, with the establishment of an effective control mechanism that appropriately manages the organization’s records from their creation through to their eventual disposal.

The PCA is the oldest intergovernmental organization in The Hague, founded at the first Hague Peace Conference in 1899 to provide a forum for the resolution of international disputes through arbitration and other peaceful means. It is situated in the Peace Palace, which was constructed to house the PCA and completed in 1913. The staff of the PCA is comprised of approximately 50 legal, editorial, and administrative staff members of various nationalities, dedicated to facilitating the resolution of disputes involving states, state entities, international organizations and private parties.

Duties will include:
• Reviewing current records management systems and processes, and implementing improvements that suit the organization’s needs in a way that its information can be stored, shared, assessed, and refined in the most practical yet safe manner. In doing so, the current use of overlapping resources, databases and platforms should be addressed and brought down to a minimum.
• Designing, developing and implementing of a records management policy and a business classification scheme;
• Designing, developing and implementing retention and disposal schedules including scope notes;
• Establishing a standardized referencing system and a Thesaurus of Index Terms;
• Procuring archival module software or specialist cataloguing software;
• Cataloguing the archival collection plus archival description;
• Appraising the archival collection for digitization including basic damage assessment;
• Managing the digitization process of the archival collection;
• Designing, developing and implementing a paperless intake system for records;
• Designing, developing and implementing an information security policy (including safeguards to ensure the longevity of electronic material);
• Establishing a disaster recovery/emergency plan;
• Promoting good records management practice and adherence through day to day advice; delivering training sessions and presentations to managers and staff at all levels to ensure the consistent application of standards.

The ideal candidate will have the following skills, qualities, qualifications and experience:
• Thorough knowledge and understanding of the theory and practice of records management, information management, archiving and data protection, obtained through a post-graduate qualification in related field(s);
• High level of computer literacy and in particular a good grasp of IT systems to support record management;
• Extensive working experience in abovementioned fields;
• Good project management and organisational skills;
• Strong discipline and ability to work against specific deadlines;
• Capacity to manage a busy workload and commitment to delivering a high standard of work;
• Excellent problem-solving and analytical skills;
• Skilled communicator who can work easily with a diversity of people and is able to communicate complex and detailed information in both written and verbal form to staff at all levels; ability to bridge potential differences effectively;
• Affinity with or working experience within legal environments and/or intergovernmental organizations is an asset;
• Fluency in written and spoken English is a requirement; working knowledge of French is an asset.

The PCA, being an intergovernmental organization, enjoys certain privileges and immunities in the Netherlands. Remuneration is to be discussed with qualified applicants.

The deadline for applications is 10 January 2018. Interested applications should send a cover letter and CV by e-mail to: recruitment-recrutement@pca-cpa.org.

Knowledge Management Program Specialist. ESO, Paranal. Open until 11 January 2018

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.

ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA and APEX), and the ESO Headquarters are located in Garching, near Munich, Germany. At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory. ESO is a major partner in ALMA, the largest astronomical project in existence. And on Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope, which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.

 

For the Director's Office of the LPO Observatory, ESO is opening a an International Staff member position as:

Knowledge Management Program Special


Paranal

Apply Now

Deadline 11/01/2018

Our organization, La Silla Paranal Observatory within ESO (European Southern Observatory) is supported by a large knowledge body which includes project and operational documentation regarding ESO instruments, telescopes and facilities. This knowledge is spread among multiple sources and used across the organization to solve operational issues, define and document new projects, train new staff and other uses. Today we require a better way to organize, populate, and retrieve information using the current sources and fostering the share of knowledge among different organizational units. We have decided to develop a knowledge management program whose goals are: create awareness within the organization; define and implement a knowledge management strategy; and deploy the required tools for the program.

Main Duties and Responsibilities:

• To take the lead in defining and implementing the organization's Knowledge Management Strategy within the La Silla Paranal Observatory (an internal working group already developed a roadmap)
• To advise the Observatory Director and Department heads on knowledge management and information usage.
• To ensure that the information needs of the organization are met in a timely, effective and efficient manner.
• To oversee the development of a Knowledge Management program including the implementation across the different areas of the observatory.
• To drive the implementation of the Knowledge Management Strategy. This will involve working closely with the Department Heads and technology implementation areas to agree planning priorities and work plans.
• Managing the relationship with software providers (internal and third party) for the website, intranet, databases and workflow and BPM tools. Providing the team leadership in knowledge management matters that will impact all observatory employees.
• To drive and lead the changes in work culture required to successfully use Knowledge Management in our daily work, this includes people training, measurement of the results on the use of Knowledge Management tools, and reporting on the results and effectiveness of the program.
• To ensure that all systems supporting Knowledge Management work in an integrated fashion and are appropriately supported and developed to guarantee a high and continuing level of efficiency benefit to the organization.
• To lead the technical implementation of knowledge management tools in collaboration with IT and Software providers:

• Defining and implementing information classification within the internal systems. And mapping internal information into these classifications.
• Managing interfaces with internal systems: Remedy, CMMS, document management tools, Wiki Content Management, and others.
• Include knowledge management tools and goals in the new related initiatives to ensure their proper participation in the Knowledge Management Program.
• Implementing an information retrieval tool to improve the usage of internal knowledge.

• To monitor and share the data illustrating the organisation's progress in achieving the knowledge management objectives.
• To maintain effective surveillance of the multiple information sources to ensure that relevant material is extracted and propagated to the appropriate information users.

Reports to:

Position reporting directly to the LPO Director.

Experience:

• Several years of experience with both a strategic and hands-on role in a Knowledge Management Program or a large Information System deployment.
• Document management
• Managerial experience in Planning, Problem solving, project management and team management.
• Knowledge of workflow processes in operations, incident management and problem management in complex engineering environments.
• Knowledge and experience in information retrieval tools applied to knowledge management solutions.
• Program management experience in Software related projects, ideally implementing information classification and retrieval.
• Team leadership and management.

Desirable

• Software development processes.
• Software programming of database-related applications
• Database design and implementation.
• Administration of web environments such as content management (wikis, content management systems).

Key Competences:

• Proven communication skills within multicultural teams.
• Excellent personal strengths (creativity, eagerness to learn, self-motivation). Leadership. Organizational networking

Qualifications:

• Bachelor or master's degree in information systems or information technology, software systems, education or any related field in an accredited university
• Post graduate qualification on a related subject, such as a master degree or professional qualification such as librarian or information professional with 4 years of experience in knowledge management roles.
• Project/Program coordination or management experience

Language Skills: Fluent in English, proficiency in Spanish highly desirable.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family. The contract is for a fixed term duration of three years, based in Chile, mostly working at the Paranal Observatory in a shift system. For any further information, please visit http://www.eso.org/public/jobs/conditions/intstaff.

Duty Station:

Paranal Observatory, located 120 km south of the city of Antofagasta, Chile. The working schedule will be a mixed shift system between the Paranal Observatory (accommodation provided on site) and Vitacura, with some visits to the La Silla Observatory too.

Application:

If you are interested in working in areas of frontline technology and in a stimulating international environment, please visit http://www.eso.org for further details. Applicants are invited to apply online at http://recruitment.eso.org/. Applications must be completed in English and should include a motivation letter and CV.

Closing date for applications is 11 January 2018.

No nationality is in principle excluded however, recruitment preference will be given to nationals of Australia, Austria, Belgium, Brazil, the Czech Republic, Denmark, Finland, France, Germany, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland and the United Kingdom irrespective of gender, age, disability, sexual orientation, race or religion. 

Associate Information Management Officer, P-2. UN Secretariat, ARMS, New York. Open until 22 December 2017

Posting Title:	Associate Information Management Officer, P2
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of Central Support Services
Duty Station:	NEW YORK
Posting Period:	08 November 2017 - 22 December 2017
Job Opening Number:	17-Information Management Systems-DM OCSS-87345-R-New York (X)
Staffing Exercise	N/A

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

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of an Information Management Officer, the incumbent is responsible for the identification and maintenance of digital archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards.

Responsibilities

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

• Provides support to Secretariat offices by advising on electronic record-keeping system standards and compliance and providing training in the use of metadata standards for the capture, maintenance and accessioning of digital archives;
• Oversees and manages digital records accession data related to Peacekeeping Operations in the ARMS electronic record-keeping system;
• Facilitates the appraisal of digital records with permanent archival value and makes recommendations for the storage, permanent preservation and future access of digital archives;
• Manages system upgrades and migration for digital archives databases; and
• Supervises General Service staff in implementing the related tasks as well as other related duties, as required.

Competencies

• Professionalism: Knowledge of information management and record keeping in electronic media. Ability to provide advice and support on electronic records management systems maintenance, including metadata standards, system upgrades, and migration of archives database; knowledge of electronic records preservation and ability to research innovative solutions for electronic records and archives management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

An advanced university degree (Master's degree or equivalent degree) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

A minimum of two years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience in digital preservation and continuity, as well as researching new solutions for digital preservation and continuity is desirable. Experience in implementing complex electronic record-keeping and archives management systems or complex content management systems in large organizations with dispersed geographical locations is desirable.

Experience in the application of information technology to archives, records, documents or content management is desirable. Experience in creating and modifying scripts for data modelling and quality control, data cleaning, data importing and exporting, data transferring is desirable. Experience in the use of digital asset management tools is desirable. Experience with metadata standards relevant to archival control of digital collections materials and data such as DACS, EAD, MODS, TEI, MARC, XML, MET and PREMIS is desirable.

No experience is required for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.

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.