Monday, March 19, 2018

Chief, Records Management, P-3. OSCE, Vienna. Open until 19 March 2018

Job Title Chief, Records Management
Organization Name OSCE Secretariat
Location Vienna
Grade P3
Closing Date of application 19-03-2018
No. of Posts 1
The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairpersonin-Office, and the participating States. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Prague Office. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.

The Records Management Unit (RMU), as part of the Office of the Secretary General (OSG), currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.
Tasks and Responsibilities
Under the direct supervision of the Director, Office of the Secretary General, the incumbent will perform the following duties:

  1. Developing, implementing and updating policies and procedures for OSCE records and information management across the Organization in accordance with best practices and standards;
  2. Proposing and implementing organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of all records;
  3. Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system;
  4. Advising on and co-ordinating transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague;
  5. Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS) and introducing refinements and improvements as needed; providing user support to the EDRMS
  6. Conducting training for OSCE staff on records management principles, practices and tools;
  7. Advising  OSCE executive structures  on OSCE records  management policy and practices, and supporting and assisting them during closure or downsizing; ensuring that the overall record-keeping function within the OSCE executive structures is in alignment with best practices and established procedures;
  8. Liaising with records management focal points across the Organization for all matters pertaining to records management;
  9. Identifying gaps in records management processes and co-ordinating internal working groups established for the purpose of improving records and information  management in the Organization;
  10. Promoting records management practices and initiatives within the Secretariat including developing awareness campaigns and organizing events;
  11. Developing work plans, assigning tasks and monitoring performance in the Records Management Unit ; developing and monitoring the expenditure of the Unit’s budget;
  12. Performing other related duties as assigned.

For more detailed information on the structure and work of the Office of the Secretary General, please see:
Necessary Qualifications
  • First-level university degree in records management, archival science or a related field;
  • A minimum of six years of practical relevant experience with increasing responsibilities, preferably in an international organization or another multilateral environment;
  • Practical experience in the implementation or use of document and or records management systems such as SharePoint and  Open Text would be desirable;
  • Computer literate;
  • Professional fluency in written and spoken English, including good communication, drafting and presentation skills; knowledge of other OSCE working languages would be an asset;
  • Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
  • Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Remuneration Package
Monthly remuneration is approximately EUR 6,337 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Appointments are made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use the OSCE's online application link found under

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only shortlisted applicants will be contacted.

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

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

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