Sunday, September 23, 2018

Young Graduate Trainee for Digitisation of Archives. European Space Agency, Frascati. Open until 26 September 2018


Young Graduate Traineeship Opportunity in the Director General's Services.

ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged.

Young Graduate Trainee for Digitisation of Archives

This post is classified F1.


ESRIN, Frascati, Italy 

Our team and mission

The Director General’s Cabinet assists the Director General and the Council in their activities. It also ensures the necessary support for all meetings and official visits at high level, including an appropriate protocol service. It co-ordinates transversal activities in all areas reporting directly to DG. 

The Cabinet guarantees Member States access to the necessary information to support the decision making process and maintains the ESA archives for access, fruition and exploitation of its member states its’s scientific community.

Interested candidates are encouraged to visit the ESA website:
Field(s) of activities

The rapid evolution in Information and Communication Technology (ICT) have strongly enhanced the value of digitally managed data, information and knowledge.

ESA is therefore implementing the ESA Digital Agenda for Space (EDAS). Specifically the Cabinet is part of the digital transformation of the Agency with a leading role in the development of a  system to collaborate with its member states,  distribute and make accessible official documents and made available its archives.

Focus areas for the trainee will be document management, system to facilitate collaboration inside and outside the Agency and the digital transformation of archives.

Specifically the Young Graduate Trainee (YGT) shall perform the following activities:

  • conduct ad hoc studies and analysis in support of the Cabinet specific items of the Digital Agenda;
  • support the testing, validation and the deployment of the systems developed by IT;
  • support the change management activities related to the digital transformation;
  • support the transition of libraries from LN to Microsoft Share Point and support the use of Microsoft Share Point functionality to implement the ESA Records management procedures;
  • participate in the assessment of the collections of the ESA Corporate archive and support the publication of its catalogues on-line.

Technical competencies
Knowledge of relevant technical domains
Relevant experience gained during internships/project work
Breadth of exposure coming from past and/or current research/activities
Knowledge of ESA and its programmes/projects
Behavioural competencies
Self Motivation
Continuous Learning
Cross-Cultural Sensitivity

Applicants should have just completed, or be in their final year of a University course at Masters Level (or equivalent) in a technical or scientific discipline.
Additional requirements

Familiarity with document management concepts and solutions is an asset.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.

In addition, applicants should demonstrate good interpersonal skills and the capacity to work both independently and as part of a team as well as a customer focus attitude.

During the interview the candidates’ motivation and overall professional perspective/career goals will also be explored.

Other information

For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework.


The closing date for applications is  26 September 2018.

If you require support with your application due to a disability, please email


Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, and the UK, or Slovenia as an Associate Member, Canada as a Cooperating State, Bulgaria, Cyprus, Latvia, Lithuania and Slovakia as European Cooperating States (ECS).

 Priority will first be given to candidates from under-represented Member States.

In accordance with the European Space Agency’s security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment

Principal Information Management Experts (Team Leaders). ECB, Frankfurt. Open until 26 September 2018

Principal Information Management Experts (Team Leaders)
Type of contract:
Fixed-term contract which may be converted into a permanent contract after three years subject to individual performance and organisational needs
Who can apply:
EU nationals
H band and benefits
Working time:
Place of work:
Frankfurt, Germany
Closing date for applications:
Wednesday, 26 September 2018

Your team
You will be part of the Information Governance (IGO) Division of the Directorate General Secretariat. We are currently implementing an Enterprise Information Management Strategy and laying the foundations for an enterprise-wide Knowledge Management Programme. These two initiatives will introduce a holistic approach to managing the ECB’s information and knowledge assets. Librarians, archivists and records managers are working in close collaboration with information technology experts to make this happen.

The IGO Division is responsible for developing the ECB’s Information Governance Framework and implementing innovative collaboration and information tools and services. Several of these services rely on DARWIN, the ECB’s Enterprise Content Management System. DARWIN is based on the standard software package of OpenText Content Server, and serves more than 13,000 users in the European System of Central Banks, the European Systemic Risk Board, the Single Supervisory Mechanism and the European Financial Stability Facility. We aim to provide all of these teams with solutions that enable them to manage and share an increasing amount of information and facilitate collaboration.

We are now seeking to recruit two Principal Information Management Experts to lead the Archives and Records Management team and the Information Management Solutions team. In this role you will lead a team of between 8 and 10 colleagues and play a key role in information management projects to support the implementation of information policies and to facilitate collaboration and business effectiveness. You will work closely with your Head of Section and colleagues across all business areas – especially within the Directorate General Information Services, Data Protection Office, Data Management teams and Directorate General Legal Services – in order to deliver the work programme.

Your role
As Team Leader you will:
coordinate the team, coach, appraise and support team members in their professional development;
establish efficient work plans and adjust them to achieve the specific objectives of the Directorate General;
ensure the flow of information within and beyond the team and foster collaboration within the Directorate General and with other business areas;
contribute to the Division’s strategic planning by identifying particular trends and opportunities in the area of information governance.

In addition, as leader of the Information Management Solutions team you will:
lead the evolution of solutions for the medium/long term (e.g. areas of development/improvement with a specific focus on finding an appropriate balance between user friendliness, risk mitigation and costs);
support the DARWIN Service Owner where decisions are required;
coordinate the delivery of functional support and/or training to maintain a high level of customer adoption and satisfaction.

In addition, as leader of the Archives and Records Management team you will:
lead the further development and transformation of the current information management offering and team (i.e. ensuring that current tasks and activities serve desired end goals, add value and are as lean as possible;)
contribute to the development of innovative solutions that serve ECB information governance requirements;
support the design and implementation of agile information processes and/or training to maintain a high level of customer adoption and satisfaction;
coordinate activities designed to ensure adherence to ECB information governance policies.

The positions offer an excellent opportunity to lead and further develop highly dynamic teams that provide state-of-the-art EIM and knowledge solutions to enable end users to work smarter and faster. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills
Essential for both roles:
a master’s degree or equivalent (read more ) in Business Administration, IT, Information Management or another relevant field;
experience in coordinating and coaching teams;
sound knowledge of and experience in the concepts, principles and practices of document, records and archives management;
training and experience in project management techniques;
an advanced command of English and an intermediate command of at least one other official language of the EU.

Essential for the Information Management Solutions Team Leader:
a minimum of three years of experience in the functional development and support of an organisation-wide critical system;
well-developed understanding and experience of collaboration and ECM solutions;
familiarity with IT processes and methodologies (e.g. IT risk assessments, release, incident/problem/service-level management and ITIL).

Essential for the Archives and Records Management Team Leader:
a minimum of three years of experience in the development and implementation of information governance, records management and/or library policies and solutions;
experience with business process design and optimisation methodologies and tools;
sound understanding of change management principles and experience in leading change initiatives.

Desired (for both roles):
the ability to work with a user-centric approach;
a proven ability to interact with and influence stakeholders at different levels to adopt and support new and effective information management initiatives;
experience in market analysis and/or procurement;
advanced use of standard MS Office applications (such as Word, Excel and PowerPoint);
working knowledge of MS Project and MS Visio (or similar business process mapping tools);
sound understanding of operational risk and business continuity management functions.

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs. You are skilled at encouraging people to develop their abilities and are able to build up high-performing teams.

Further information
The position to lead the Archives and Records Management team is limited until 31 December 2020 and may be extended, subject to individual performance and organisational needs.

For additional information on these specific vacancies, you can speak to the recruiting manager, Laura Rodewald, on +49 (0)69 1344 5708 between 12:00 and 13:00 on Friday, 7 September 2018.

The recruitment process for this position may include an online interview via WebEx at the pre-selection stage and – if you are invited to participate further in the selection procedure – an on-site written exercise, a presentation and interviews.

Application and selection process
For further information on how to join us, read more.

Monday, September 17, 2018

Records and Archives Expert. BIS, Basel. Open until 23 September 2018

Records and Archives Expert

Office location:Basel
Department:General Secretariat
Unit:Information Management Services
Employment - Duration:3 years
Contract type:Fixed-term
Application Deadline:23/09/2018


The Bank for International Settlements (BIS) is recruiting a Records and Archives Expert to manage the Bank’s physical archives and digital records at our headquarters in Basel, Switzerland. This role requires the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment, including long-term preservation and disposal, within the framework of the Bank’s existing information management systems. You will ensure that the Bank’s historically valuable documents and current records are preserved and organised to the highest standards possible.

We look forward to meeting candidates with a degree in records management or archiving, information management or an equivalent professional qualification. You will have at least five years of relevant experience, including in managing archives repositories, with a proven track record working with born-digital or digitised materials. You will also have experience in project management, business process analysis and specifically in using electronic records management and archiving systems. Experience working with external researchers is desirable. Proficiency in English is required; knowledge of German and/or French is a plus.

All new staff members are recruited on a fixed-term basis without expectation either of any contract renewal or conversion. The contract may be extended or converted to an open-ended one at the end of the term, subject to organisational needs and individual performance. The BIS is fully committed to equal opportunity employment and strives for diversity among its staff. Against this background, we encourage applications from female candidates.

Friday, September 14, 2018

Section Chief (Archives and Records Management). IMF. Open until 19 September 2018

Section Chief (Archives and Records Management) - ITDISIG 

Job Number: 1800648

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.


Job Summary

Under the general supervision of the Deputy Division Chief of the Knowledge Management & Outreach Systems Division in the Information Technology Department (ITD), the Section Chief has direct responsibility for the management of the staff of the Archives and Records Management (ARM) section. It requires an individual who has deep domain knowledge in archives and records management, experience with relevant technologies supporting these functions for both physical and digital records, excellent leadership and strong managerial skills. Ability to articulate a vision, manage projects and operations, and formulate and manage budgets is a must. Requires excellent oral and written communication skills.

The Section Chief is responsible for ARM functions that include: i) records/archives policy development, ii) physical records management, iii) physical archives management and logistics (documents, photographs, videos), iv) maintenance of the IMF's file plan/records series and associated retention schedules across content types (documents, photographs, videos, email, web content, database content, etc.), v) reference service to support internal and external research, vi) declassification of IMF records, vii) digital archives – internal and external, viii) digital records management, ix) outreach and consultation with business units, x) training on records management policies, procedures and systems, and xi) maintenance of the IMF's Enterprise Business Vocabulary (EBV). The Section Chief is responsible for strategic planning, organizing, executing, controlling, and monitoring the archives and records management work. Since the IMF does not currently have a functional digital records management capability and its digital archives capability is limited, the Section Chief must have a vision and ability to execute a plan to modernize the work of the section and implement these capabilities to support a broader IMF digitalization strategy. The Section Chief should have a proven track record of successfully implementing a modern digital records management and archives capability in another organization. Experience with archives and records management in another international organization is considered a benefit.
Main Duties and Responsibilities
  • Develops the vision and strategy for the archives and records management in the IMF informed by the institution’s information needs and business strategy.
  • Develops and oversees an integrated and standardized lifecycle approach to the management of the IMF's records and archives - regardless of their format and medium.
  • Oversees compliance with the archives and records policies.
  • Leads the review of archives and records management policies and guidelines. Drafts policy notes and memos.
  • Ensures compliance with the IMF's open archives (transparency) policy and the timely declassification of records for public access.
  • Highlights areas of business and reputational risk related to the work of the section.
  • Participates actively with the Deputy Division Chief and Division Chief by providing input into division-wide planning and goal setting.
  • Establishes the ARM’s annual work plan and objectives aligned with divisional goals and the ITD Accountability Framework,
  • Establishes and manages the ARM’s annual administrative and capital budgets.
  • Determines priorities, supervises staff, allocates work based on available resources.
  • Successfully delivers on the section’s projects in terms of business outcomes, schedule and budget.
  • Manages ARM’s communications and outreach program to ensure that the section has deep insight into the work of the IMF and to promote healthy records management across the institution.
  • Ensures the effective and appropriate use of new work practices and technologies in archives and records management.


Educational development, typically acquired through the completion of an advanced university degree in Library Science, Information Systems, Governance, Social Science, Public Policy and Administration or similar discipline, plus a minimum of eight years of relevant professional experience; or a bachelor's degree in Library Science, Information Systems, Governance, Social Science, Public Policy and Administration or similar discipline plus a minimum of 14 years of relevant professional experience, is required.
Must have a good understanding of records management, archiving, taxonomies and information classification systems. Working knowledge of information generation and classification schemes and awareness of latest developments in archives and records management practices in other international financial institutions (IFIs). Comprehensive knowledge of industry standards and guidelines pertaining to all aspects of records management, archiving and information classification. Experience working with best practice in information and records management (for example ISO 15489). Knowledge of information security and access management. Experience in the application of information technologies like databases, document management systems, MS Office, auto-categorization and machine learning. Ability to communicate effectively (written and oral) in English. French optional.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Thursday, September 13, 2018

20 Administrators (AD6) and 43 Assistants (AST3) in the field of Archives / Records Management. European Institutions. Open until 16 October 2018




Deadline for registration: 16 October 2018 at 12.00 (midday), CET

The European Personnel Selection Office (EPSO) is organising open competitions, based on qualifications and tests, to draw up reserve lists from which the Institutions of the European Union may recruit new members of the civil service as ‘administrators’ and ‘assistants’ (function groups AD and AST, respectively). This notice of competitions and its annexes form the legally binding framework for these selection procedures. Please see ANNEX III for the general rules governing open competitions.

Number of successful candidates sought:
EPSO/AD/362/18 — 20
EPSO/AST/145/18 - 43 

EPSO/AD/362/18: As an archivist/record manager, you will be responsible for one or more aspects of the institution’s records, archives and information management policy. You may be called upon to develop, implement and monitor policies and strategies for records, archives and information management, including capture, selection and retention, digital preservation, content management and information retrieval. You will ensure that the institution manages its archives, information and documents in accordance with the applicable legal framework, including confidentiality, access to documents and data protection legislation.
EPSO/AST/145/18: As an assistant archivist/record manager you will contribute to the implementation of records, archives and information management, and the development and use of dedicated IT systems.

You will collect, sort and index, classify and preserve documents, write contextual historical descriptions of holdings, enter

document and file references in Electronic Document Management Systems, provide support on records and archives

management to colleagues and assist internal and external clients to find and retrieve information and documents.

Please see ANNEX I for more information about the typical duties to be performed.

You must meet ALL of the following general and specific conditions on the closing date for online applications:

1) General conditions:

— Enjoy full rights as a citizen of a Member State of the EU

— Meet any obligations under national laws on military service

— Meet the character requirements for the duties concerned

2) Specific conditions — languages:

You must have knowledge of at least 2 official EU languages; one at minimum C1 level (thorough knowledge) and the

other at minimum B2 level (satisfactory knowledge).

Please note that the minimum levels required above must apply to each linguistic ability (speaking, writing, reading and

listening) requested in the application form. These abilities reflect those of the Common European Framework of Reference for Languages (

In this notice of competitions we will refer to the languages as:

— Language 1: language used for the computer-based Multiple-Choice Question tests

— Language 2: language used for the selection based on qualifications (Talent Screener), for the assessment centre tests and

for communication between EPSO and the candidates who have submitted a valid application. This must be different

from language 1.
Language 2 must be English or French.
Successful candidates recruited for these fields are required to have a satisfactory knowledge (minimum B2 level) of at least English or French in order to be immediately operational upon recruitment. A satisfactory command of one of these

languages is required because the metadata referring to the documents held in the institutional databases are mainly in

those two languages, and the information and IT tools the recruited officials will be working with as well as the training

provided to new recruits in these domains are solely available in English and French. Moreover, staff working in the field of records, archives and information management is required to have a satisfactory knowledge of English or French as they must be able to work with all the staff as well as clients and Members of the European Parliament who carry out their daily activities in these two languages.

3) Specific conditions — qualifications and work experience:

For EPSO/AD/362/18:

— A level of education which corresponds to completed university studies of at least 3 years attested by a diploma. The

diploma must include at least 2 years of studies or training in archives, information/knowledge management or records

management or be accompanied by a diploma in archives, information/knowledge management or records


The diploma(s) must be followed by at least 3 years’ professional experience relevant to the duties. Professional

experience will be taken into account only after the date of obtainment of the diploma in the field.

For EPSO/AST/145/18:
— A level of education which corresponds to completed post-secondary education of at least 3 years in archiving or

records management attested by a diploma, followed by at least 3 years’ professional experience relevant to the duties,

— A level of secondary education attested by a diploma giving access to post-secondary education, followed by at least 6

years’ professional experience relevant to the duties

— Professional training (equivalent to European Qualification Framework Level 5 —
site?f%5B0%5D=im_field_entity_type%3A97), followed by at least 6 years’ professional experience. Both the training

and experience must be relevant to the duties.

Please see ANNEX IV for examples of minimum qualifications
1) Application process

When completing your application form, you will have to select a language 1 and a language 2. You will have to select your language 1 from among any of the 24 official EU languages and your language 2 from among English and French. You will
also be asked to confirm your eligibility for the chosen competition and provide further information relevant to the

competition (for example: diplomas, work experience and answers to field-related questions (Talent Screener)).

You can select any of the 24 official EU languages when completing your application form, except for the Talent Screener

section which must be completed in your language 2 for the following reasons: the Talent Screener is subject to a

comparative assessment by the Selection Board, it is used as a reference document by the Board during the field-related
interview at the assessment centre, and is used for recruitment purposes if a candidate is successful. It is therefore in the

interest of the service and the candidates to complete the Talent Screener in Language 2.

Please note that your whole application form will be accessed by the Selection Board (during the competition) and by the

HR services of the European Institutions (for recruitment in case you are a successful candidate) who work in a limited

number of vehicular languages as explained above. In case you succeed in the competition and are placed on the reserve list,

you will be asked to provide a translation of the application form in language 2 (English or French) to the recruiting services

if you have used another language for filling in the application form.

By validating your application form you declare on your honour that you meet all the conditions mentioned under the

section ‘Am I eligible to apply?’ Once you have validated your application form, you will no longer be able to make any

changes. It is your responsibility to ensure that you complete and validate your application within the deadline.

2) Computer-based Multiple-Choice Question (MCQ) tests

If the number of candidates exceeds a certain threshold for each competition, as defined by the director of EPSO acting as

Appointing Authority, all candidates who validated their application form by the deadline will be invited to sit a series of

computer-based MCQ tests in one of EPSO’s accredited centres.
Unless instructed otherwise, you must book an appointment for the MCQ tests following the instructions received from

EPSO. Typically you will be offered several dates on which you can sit the tests, in various locations. The booking and
testing periods are limited.

If the number of candidates is below the threshold, these tests will be held at the assessment centre (point (5)) instead.

The computer-based MCQ tests will be organised as follows:
Tests Language Questions Duration Marking Pass mark
Verbal reasoning Language 1 20 questions 35 min Out of 20

Verbal + numerical +
Numerical reasoning Language 1 10 questions 20 min Out of 10 abstract combined: 20/40

Abstract reasoning Language 1 10 questions 10 min Out of 10

These tests are eliminatory and do not count towards the other tests held at the assessment centre.
3) Eligibility checks

The eligibility requirements laid down in the section ‘Am I eligible to apply?’ above will be checked against the data provided
in candidates’ online applications. EPSO will check whether you meet the general eligibility conditions while the Selection

Board will check compliance with the specific eligibility conditions.

There are 2 possible scenarios:
—If the computer-based MCQ tests are organised upfront, the files of the candidates will be checked for eligibility in

descending order of the marks obtained in those tests until the number of eligible candidates reaches a certain threshold

defined for each competition before the tests by the director of EPSO acting as Appointing Authority. The other files will
not be checked.
— If the computer-based MCQ tests are not organised upfront, the files of all candidates who validated their application

form by the deadline will be checked for eligibility.

4) Selection based on qualifications (Talent Screener)

In order to allow the selection board to carry out an objective assessment of the comparative merits of all candidates in a

structured way, all candidates in the same competition must answer the same set of questions in the ‘Talent Screener’
section of the application form in language 2. The selection based on qualifications will be carried out, only for those

candidates deemed eligible as described above in point 3, using solely the information provided in this Talent Screener

section. You should therefore include all relevant information in your Talent Screener answers, even if already mentioned

in other sections of your application form. The questions are based on the selection criteria included in this notice.

Please see ANNEX II for the list of criteria.
To carry out the selection based on qualifications, the Selection Board will first assign each selection criterion a weighting

that reflects its relative importance (1 to 3) and each of the candidate’s responses will be awarded between 0 and 4 points.

The points are multiplied by the weighting for each criterion and added up to identify those candidates whose profiles best

match the duties to be performed.

Only the candidates with the highest total marks at the selection based on qualifications will go through to the next stage.

5) Assessment centre

A maximum of 3 times the number of successful candidates sought for each competition will be invited to this phase. If

you meet the eligibility requirements according to the data in your online application and if you scored one of the highest

overall marks for the selection based on qualifications, you will be invited to attend an assessment centre for 1 or 2 days,

most probably in Brussels, where you will take tests held in your language 2.

If the computer-based MCQ tests described in point 2 were not organised upfront, you will sit them at the assessment

centre. These tests are eliminatory and the marks obtained will not be added to the marks of the other assessment centre

tests in the calculation of your total score.

Unless instructed otherwise, you will have to bring your supporting documents (originals or certified copies) to your

assessment centre. EPSO will scan these during your assessment centre tests and return them to you on the same day.

Seven general competencies for the AST competition and eight general competencies for the AD competition, as well as the

field-related competencies required for each competition, will be tested at the assessment centre through four tests (general

competency-based interview, field-related interview, group exercise, and case study) as described in the following matrices:

Competency Tests
1. Analysis and problem-solving Group exercise Case study

2. Communication Case study General competency-based interview

3. Delivering quality and results Case study General competency-based interview

4. Learning and development Group exercise General competency-based interview

5. Prioritising and organising Group exercise Case study

6. Resilience Group exercise General competency-based interview

7. Working with others Group exercise General competency-based interview

8. Leadership (only evaluated for EPSO/AD/362/18)

Group exercise General competency-based interview

Pass marks for EPSO/AST/145/18: 3/10 per competency and 35/70 in total

Pass marks for EPSO/AD/362/18: 3/10 per competency and 40/80 in total

Competency Test Pass mark
Field-related competencies Field-related interview 50/100

6) Reserve list

After checking candidates’ supporting documents, the Selection Board will draw up a reserve list for each competition —

until the number of successful candidates sought is reached — of those eligible candidates who have obtained all pass

marks as well as the highest overall marks following the assessment centre. Names will be listed alphabetically.

The reserve lists and the competency passports, giving qualitative feedback from the Selection Board, of successful

candidates will be made available to the EU institutions for recruitment procedures and future career development.

Inclusion on a reserve list does not confer any right to or guarantee of recruitment.

EPSO endeavours to apply equal opportunities, treatment and access to all candidates.

If you have a disability or a medical condition that may hinder your ability to sit the tests, please indicate this in your

application form and let us know the type of special adjustments you need.

Discover more about our equal opportunities policy and procedure to request special adjustments on our website

( and in the General rules annexed to this notice (under

point 1.3. Equal opportunities and special adjustments).

In order to apply, you will first need to create an EPSO account. Please note that you must create only one account for all

EPSO applications.

Apply online on the EPSO website by:
16 October 2018 at 12.00 (midday), CET.