Associate Records Management Officer, P-2. OSCE, Prague. Open until 11 December 2019

Issued by

OSCE Secretariat

Vacancy number

VNSECP01483

Vacancy type

International Contracted

Field of expertise

Documents Control and Records Management

Grade

P2

Number of posts

1

Duty station

Prague

Date of issue

13 November 2019

Deadline for application

11 December 2019 - 23:59 Central European Time (CET/CEST)

Background
		This post is located in Prague in the OSCE Office of the Secretary General, Documentation Center in Prague (DCiP). The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The DCiP´s mandate is keeping the institutional memory of the Organization and spreading information on the OSCE through various outreach activities. DCiP is the home of the CSCE/OSCE archives, thus, an important part of its activities relate to maintaining and updating various archival collections, including their digitalization, renaming and saving.  Researchers working under special conditions on the DCiP premises and library (Researchers-in-Residence Programme) are also assisted by the DCiP. Effective May 2019 the DCiP also oversees and advises on records management and retention management practices and policies throughout the OSCE.
Tasks and Responsibilities
		Under the direct supervision of the Head, Documentation Centre in Prague the incumbent will be tasked with overseeing and advising on records management and retention management practices throughout the OSCE (Secretariat departments, other executive structures and the field operations). The selected candidate will perform the following administrative and support functions in order to ensure the efficient and effective operation of the records management programme: Providing input to develop records management policies and procedures, and implement and update policies and procedures for OSCE records management across the Organization in accordance with best practices and standards; In co-operation with the Senior Documentation and Information Assistant, being responsible for amendmetns and updating of the relevant administrative instructions and manuals; Assisting the Head, DCiP in proposing and implementing Organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of records in any medium, including electronic and paper records; Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system; Advising on and co-ordinating the transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague (DCiP); Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS), providing guidance and support to users and introducing improvements as needed;; Fostering communication and co-operation with records management focal points from other OSCE executive structures, including co-ordinating records management matters and participating in working groups related to automated record- keeping systems with ICTS (Information Communication Technology Services) and the closure or downsizing of field operations; Monitoring records management compliance within the Secretariat and OSCE field operations; identifying gaps in practices and proposing solutions to address them; Advising on the development of information and training related to records management and providing training for OSCE staff on records management principles, practices and tools; Supervising the Records Management staff work priorities to ensure the smooth operations; assisting with all financial matters pertaining to records management including preparation of the annual budget, half yearly reports, mid-year reviews, horizontal issues; Acting on behalf of the Head, DCiP as requestsed; Performing other related duties such as promoting records management practices by developing awareness campaigns and organizing events. For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
Necessary Qualifications
		First-level university degree; degree in records management, archival science or other related field would be an advantage; Minimum of four years of professional records management experience with increasing responsibilities, including some experience providing technical direction for, or supervising, records management administrative staff; Practical experience in the implementation or use of EDRMSs (especially Open Text) or similar electronic management systems would be desirable; Computer literacy with practical experience in Microsoft applications including SharePoint; Professional fluency in English with excellent written and oral communication skills; knowledge of Russian or other OSCE languages would be an advantage; Demonstrated commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities; Ability to work under time pressure and with tight deadlines; Experience in working in a multilateral/multicultural environment; Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.
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 4,659 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Czech Republic. 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. Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. 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 those applicants who are selected to participate in the subsequent stages of recruitment will be contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. 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.

Information Management Officer, P-3. UN Secretariat, OICT, New York. Open until 5 December 2019

Posting Title:	Information Management Officer, P3
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of Information and Communications Technology
Duty Station:	NEW YORK; NEW YORK;
Posting Period:	22 October 2019 - 05 December 2019
Job Opening Number:	19-Information Management Systems-OICT-123851-R-New York (R)
Staffing Exercise	N/A

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

                                   

Org. Setting and Reporting

This position is located in the Information Management Team of the Policy, Strategy and Governance Division of the Office of Information and Communications Technology. The Information Management Officer reports to the Chief of Unit.

               

Responsibilities

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

• Provides advisory services on information management and record-keeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
• Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
• Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation, and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
• Assists in policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies to meet the Secretariat’s evolving operational needs.
• Develops communication, guidance and training materials; manages content on various platforms.
• Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and specialists.
• Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
• Participates in data and information management advisory and improvement projects, contributing to feasibility studies, systems analysis, training and guidance, and performance management.
• Prepares various written outputs, e.g., talking points, briefing notes, draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
• Assists in programme administration.
• Performs other related duties, as required.

               

Competencies

• PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• PLANNING AND 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.

Education

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.

               

Work Experience

A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
Experience in data management, data protection and privacy, and information governance is desirable.
Experience in the development of policy and guidance related to data and information management is desirable.
Experience providing information management related services within the UN Common System or other comparable international organization is desirable.

               

Languages

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

               

Assessment

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

               

Special Notice

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.

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.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

               

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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 Management Officer, UN Volunteer. UNMISS, Juba. Open until 24 November 2019

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VMAM Code SSDR001313-5765

Information Management Officer

International Specialist

Host entity UNMISS

Country South Sudan

Duty station Juba (SSD)

Language skills

English

Start date Immediate

Duration until 30 June 2020 with possibility of extension

Application deadline 24 November 2019

Description of task

Reporting to and working under the direction of the Chief Information Management Unit (IMU) the UNV Information Management Officer will be responsible for the following duties:

• Participate in planning and implementing information management initiatives of significant importance to the Mission, which typically impacts large or multiple user groups, including document, data, web content and records management services and tools, training programmes for information management, business intelligence dashboards, cross-cutting monitoring tools, and staff intranet/web portals.
• Participate in information management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation, and in the evaluation and testing of information and record-keeping application improvements and new systems.
• Provide advisory services on information management policies and practices including needs as well as business process analysis; organization and maintenance of UN information assets; search, accessibility and security classification; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
• Liaise with the GITTS to ensure data security, backup and recovery of information systems.
• Develop training materials and user manuals; and engage in capability building of IMU clients in use of the information management services or systems assigned.
• Participate in developing and implementing client outreach strategies. Conduct outreach and user education to improve clients’ use of desktop information resources; use judgement of relevant institutional needs to develop presentations appropriate to client audience; develop publicity materials to facilitate outreach.
• Perform other related duties as required or assigned by the Chief IMU.

Qualifications/Requirements

Required degree level: Bachelor degree or equivalent

Education - Additional Comments:

A university degree in information management, information science, information systems, social science or related field.A university degree in information management, information science, information systems, social science or related field.

Required experience: 24 Months

Experience remark:

• A minimum of two years of progressively responsible experience in modern archives management, record keeping, information management, information systems or related area is required.
• A minimum of two years of progressively responsible experience in the planning, design, development, implementation and maintenance of information systems or related area is desirable.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Knowledge management, archiving and documentation

Area of expertise details:

• Experience providing services related to information management to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
• Familiarity with United Nations information management administrative instructions, policies, procedures and guidance documents is an asset.
• Proficiency with document management software, particularly SharePoint2010 is an asset.
• Experience with Office365 and SharePoint Online is desirable.

Driving license: Yes

Competencies values:

Client Orientation, Commitment to Continuous Learning, Planning and Organizing, Professionalism, Technological Awareness

Information Manager Officer, UN Volunteer. UNAMA, Kabul. Open until 20 November 2019

Information Management Officer

International Specialist

Host entity UNAMA

Country Afghanistan

Duty station Kabul (AFG)

Language skills

English

Start date 01 April 2020

Duration until 31 December 2020 with possibility of extension

Application deadline 20 November 2019

Description of task

Under the overall supervision of Chief FTS and direct supervision of IT Operation Manager, the UN Volunteer Information Management Officer will undertake the following tasks:

• Act as IMU and Records Management (RM) Team Leader;
• Coordinate and supervise the daily work of RM Clerks within delegated authority; Prepare drafts of file plans / folder structure for UNAMA offices in compliance with the UNAMA, UN File Classification Scheme (FCS) and UN Peacekeeping Operations Retention Schedule for approval of the Chief FTS and Chiefs of relevant offices;
• Lead the implementation of an electronic records management system using SharePoint Online by ensuring that electronic records are accurately captured and managed in the system during the roll out in the respective sections;
• Participate in the implementation of UNAMA electronic recordkeeping systems: Enterprise Content Management (ECM) system; and provide technical assistance, configuration O365 product (One Drive, MS Teams, and SharePoint Online);
• In coordination with the Chief Operations and Chief FTS advises on and assists in the digitization projects of active/ semi-active and non-current records; Including the initiative of paperless office environment with possible IT solution and tools;
• Coordinate and participate the inventory of UNAMA active records and further periodically review to ensure compliance with established file plans;
• Provide training services on all aspects of records management programs and digital business transformation process;
• Provide relevant IM assistance and advisory services for the identification of institutional memory and Knowledge Management platform for UNAMA staff members, including technical support;
• Coordinate a network of RM Focal Points within the Mission and provide technical assist in the migration of files to the ECM SharePoint Online;
• Provide technical assistance on the following UN Systems, i.e. Field Support Suite; COMET; SharePoint Online, One Drive for Business, MS Teams, Blue page Contact directory, Umoja etc.
• Provide assistance to the Records Management Team with regards to receipt, appraisal and management of collections of inactive records;
• Provide Information Management related report, including the data extracting from the Business Objective, cleansing, analysis and visualization as per the request from sections;
• Support advocacy initiatives on volunteerism;
• Facilitation of knowledge building and knowledge sharing;
• Promote/Organize advocacy initiatives on volunteerism;

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Qualifications/Requirements

Required degree level: Bachelor degree or equivalent

Education - Additional Comments:

1. Qualifications, skills, experience

A combination of relevant certification/diploma or other academic qualifications/training in records and/Business Administration

Must have Excellent Technical documentation and writing experience as well as presentation and excellent communication skills (to both technical and non-technical audiences, written and verbal).

The incumbent must be a dynamic, multi-functional person, with strong analytical skills, who supports the activities of the UNAMA’s Information Management program with professionalism, dedication and client orientation. Knowledge of ECM tools, web-based applications/Microsoft SharePoint, office 365, Microsoft Visio, Microsoft project is highly desirable

Required experience: 60 Months

Experience remark:

At least five years of progressively responsible experience in the field of records and information management.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Knowledge management, archiving and documentation

Area of expertise details:

Area of Expertise: Experience in application of file classification schemes and/or implementation of file plans and indexing tools essential; experience in administration of relational databases essential; experience with O365 products and SharePoint Online Administration desirable.

Area of Expertise Preference

Knowledge/Information/records Management and Technology is desirable,

Focus Area: Information/Records Management, Project Management, Business analyses process, Data analysis and visualization.

• Fully proficient computer skills in Microsoft Office applications, Internet and Adobe Acrobat Professional, as well as in the use of advanced applications; knowledge of Operations File Classification Scheme and any other records classification systems; knowledge of digital transformation and automated information systems applicable to archives, libraries, records management and information networks will be considered an advantage;
• Ability to synthesize and analyses complex information about records accumulated in multiple offices, analyses business processes, procedures and activities related to management of records and to apply corrective measures;
• At least 2 years of professional work experience at the national and/or international level; experience with Project Management is an asset, as is experience working in the UN or other international development organization;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have affinity with or interest in UNAMA’s volunteerism as a mechanism for durable development, and the UN System.

Competencies values:

Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Head, Acquisition and Holdings Management, A.1/A.2. NATO, Brussels. Open until 16 November 2019

VACANCY NOTIFICATION/ NOTIFICATION DE LA VACANCE DU POSTE



Head, Acquisition and Holdings Management (190851)

Primary Location: Belgium-Brussels

NATO Body: NATO International Staff (NATO IS)

Schedule: Full-time

Application Deadline: 16-Nov-2019

Salary (Pay Basis): 4,278.35Euro (EUR) Monthly

Grade A.1/A.2

Clearance Level CTS





1. SUMMARY

The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information of permanent value, the overall management of NATO archival holdings and the implementation of the NATO Records Policy and Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information.

Under the general guidance of the NATO Archivist, the incumbent will be responsible for implementing the Policy on the Retention and Disposition of NATO Information; contributing to the development of information management policies, standards and procedures; and the physical and intellectual management of NATO’s archival holdings.

Within this framework the main functions of the Head will include: managing the archival vaults of the NATO Archives for records in all formats (including e-vaults for digital information); developing and implementing retention and disposition policies and procedures; coordinating appraisal reviews of NATO HQ information; providing advice to NATO civil and military bodies and operations on records and archives questions; initiating and supervising descriptions of archival holdings; and implementing preservation measures for records in all formats.

In addition, the Head directs the Acquisition and Holdings Management Unit (AHU) and replaces the NATO Archivist during absences. The Head presents to the Archives 



Committee on the implementation of the Policy on the Retention and Disposition of NATO Information and on other special projects as required.



2. QUALIFICATIONS AND EXPERIENCE



ESSENTIAL

The incumbent must:

o possess a university degree, preferably with an emphasis on records and archives management or contemporary history/international relations;

o have at least three years of relevant working experience; at least two of which must be at the national or international level;

o possess experience implementing retention and disposition programmes in large organisations;

o possess experience managing projects related to records and archives and information management within tight deadlines;

o possess experience in writing strategic policies, directives and guidelines;

o possess knowledge of international standards related to records and archives;

o possess knowledge and experience of electronic records and electronic records keeping systems, and knowledge of the challenges of electronic records and archival preservation;

o have experience in briefing and training;

o be familiar with current office software suites, particularly database products related to records and archives management ;

o possess the following minimum levels of NATO’s official languages (English/French): V ("Advanced") in one; III ("Intermediate") in the other.





DESIRABLE

The following would be considered an advantage:

· a thorough knowledge of the Organization and Alliance activities;

· experience working in records and archives management in a security conscious environment;

· experience in managing digital archives;

· managerial experience;

· knowledge of additional languages.



3. MAIN ACCOUNTABILITIES

Expertise Development

Develop and update retention and disposition schedules that identify and preserve NATO information of permanent value as well as facilitate the timely destruction of information identified as having no permanent value. Contribute to the implementation and management of a trusted digital repository for the long-term preservation of digital holdings. Ensure the  



retrievability of inactive records in all formats by developing and maintaining taxonomies and accurately preserving metadata for these records

Project Management

Identify, implement and successfully complete projects in relation to semi-active and inactive NATO information. Contribute to the development of records, archives and information management policies and their implementation in the International Staff (IS) and across the Organization.

Information Management

Coordinate and conduct archival appraisal of archival holdings at NATO Headquarters, Implement and maintain an integrated file plan and taxonomy for both paper and electronic records.

Stakeholder Management

Respond to requests for information contained within the NATO archives. Provide advice and guidance to NATO civil and military bodies and operations on records and archives management.

Knowledge Management

Describe archival holdings according to established international and Organizational standards so as to maintain access thereto. Ensure the preservation of semi-active and inactive records in all formats. Manage the space of archival repositories containing records in all formats and ensure that all files and boxes are registered and traceable. Coordinate transfers of NATO information of permanent value. Authorize and supervise the destruction of NATO information of temporary value.

People Management

Direct and supervise the work of the AHU staff and prepare and maintain a work plan for the Unit. Direct and supervise the NATO Archives staff when the NATO Archivist is absent. This includes attending management meetings, meetings with experts and meetings with national representatives.

Perform any other related duty as assigned.



4. INTERRELATIONSHIPS

The incumbent reports to the NATO Archivist and directs and supervises the staff of the Acquisition and Holdings Management Unit. He/she is required to work closely with the Public Disclosure Officer and the Officer, Retention and Disposition, as well as with staff working in Information Management (IM) at NATO headquarters and throughout the Organization.

Direct reports: 3

Indirect reports: N/a.





5. COMPETENCIES

The incumbent must demonstrate:

· Achievement: Works to meet standards;

· Analytical Thinking: Sees basic relationships;

· Clarity and Accuracy: Checks own work;

· Conceptual Thinking: Sees patterns based on life/work experience;

· Customer Service Orientation: Takes personal responsibility for correcting problems;

· Empathy: Reads non-verbal cues and understands meanings;

· Impact and Influence: Takes multiple actions to persuade;

· Initiative: Is decisive in a time-sensitive situation;

· Teamwork: Co-operates.



6. CONTRACT:

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.

Contract clause applicable:

In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.

The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.

If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.

NOTE:

Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.

Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.





7. RECRUITMENT PROCESS:

Please note that we can only accept applications from nationals of NATO member countries.

Applications must be submitted using e-recruitment system, as applicable:

 For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);

 For all other applications: www.nato.int/recruitment



Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)



8. ADDITIONAL INFORMATION:

NATO as an equal opportunities employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.