Assistant, Information and Knowledge Management (190213)
Primary Location Belgium-Brussels
NATO Body NATO International Staff (NATO IS)
Schedule Full-time
Application Deadline 04-Apr-2019
Salary (Pay Basis) 3,436.63Euro (EUR) Monthly
Grade B.3/B.4
Clearance Level NS
Description
1. SUMMARY
As part of the Committee Coordination team, the incumbent provides technical support to efforts to coordinate the business of the Deputies Committee (DPRC), the Political Committee (PC), the Defence Policy and Planning Committee (DPPC) and the Operations Policy Committee (OPC), reciprocally and with the work of the North Atlantic Council (NAC) and other bodies at Ambassadorial, Ministerial and Summit level. S/he is also involved in coordination with the International Military Staff (IMS), thus contributing to better coherence, prioritization, collaboration and planning across the Organization and more effective and efficient conduct of the business of the Council and other bodies at Ambassadorial level and above.
Specifically, the incumbent is involved in the development and maintenance of a new information management platform covering NATO Headquarters committees and International Staff (IS) divisions, similar to the existing NAC Portal, and is given specific responsibilities in the development of collaborative tools to enhance the sharing of information and knowledge across the Headquarters. S/he also carries out other Council Secretariat tasks requiring skills in the fields of information technology, organization and administration.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL The incumbent must:
have a good general education at least to higher secondary level; have at least 3 years' experience in implementing, customizing and maintaining information technology solutions; have in-depth working knowledge of software applications, in particular collaborative tools and solutions based on Microsoft SharePoint, including techniques for retrieving, processing and presenting information; be detail-oriented and accurate; possess the following minimum levels of NATO's official languages (English/French) V (“Advanced”) in one; II (“Elementary”) in the other; be prepared to work outside office hours as required.
DESIRABLE The following would be considered an advantage: administrative support experience; experience in organizing conferences and programme administration; experience from an international political organization, a national administration or the armed forces.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Under supervision, contribute to the development and maintenance of a new information management platform covering NATO Headquarters committees and IS divisions. Develop collaborative tools and SharePoint-based solutions to enhance the sharing of information and knowledge across the Headquarters. Enhance the Council Secretariat’s overall technical capabilities. Produce and present relevant reports and statistics. Organize assigned tasks so as to ensure the accurate and timely execution of duties. Information Management
Design, develop and implement technical solutions to manage information related to the NAC and the committee structure. Process and present the information in question correctly and accurately. Maintain an effective follow-up and/or reminder system for pending actions.
Knowledge Management
Collect, categorize and track information required for various tasks and projects. Ensure that upper management in Council Secretariat is continually made aware of any developments related to the incumbent’s area of responsibility.
Stakeholder Management
Liaise with points of contact to ensure efficiency in daily management of workload and processes. Be the point of contact for technical enquiries. Maintain lists of relevant contacts.
Expertise Development
Proactively develop skills in areas such as information management, planning and organizing, new technology and effective communication. Liaise with other Assistants to leverage knowledge.
Organizational Efficiencies
Provide constructive suggestions to improve office procedures. Find ways to be faster, better and more effective in managing information and using office tools. Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Senior Officer and Team Leader, Committee Coordination Team. S/he supports the Committee Coordination team which reports to the Secretary of the Council, while also maintaining a close working relationship with other members of the Council Secretariat. S/he likewise maintains a close working relationship with the Executive Management Information, Communication, and Technology Management (ICTM) technical staff and the Archives & Information Management team, the Private Office of the Secretary General and committee support staff in IS divisions, and the IMS Executive Coordinator’s Office.
Direct reports: N/a Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
Clarity and Accuracy: Checks own work; Customer Service Orientation: Takes personal responsibility for correcting problems; Empathy: Listens actively; Flexibility: Acts with flexibility; Initiative: Is decisive in a time-sensitive situation; Organisational Awareness: Understands the Organization's structure; Teamwork: Expresses positive attitudes and expectations of the team;
6. CONTRACT: Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.
Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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.
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 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 nonsmoking environment.
Sunday, March 31, 2019
Information Management Assistant, FS-5. UNTSO, Jerusalem. Open until 1 April 2019
| Posting Title: | INFORMATION MANAGEMENT ASSISTANT, FS5 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | United Nations Truce Supervision Organisation |
| Duty Station: | JERUSALEM |
| Posting Period: | 01 March 2019 - 01 April 2019 |
| Job Opening Number: | 19-Information Management Systems-UNTSO-112645-R-Jerusalem (M) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is located in the Office of the Deputy Chief Mission Support , in the United Nations Truce Supervision Organization (UNTSO) in Jerusalem. The incumbent will report directly to the Deputy Chief Mission Support.
Responsibilities
Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
• Oversee and manage the field mission records (physical and electronic) in line with ARMS guidelines; ensure that documentation is properly stored, securely maintained, and available for reference by authorized staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.
• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.
• Report to UN Headquarters concerning documentation held in the mission Records Centre and coordinates the transfer of archives documentation to UNHQ as required.
• Manage document disposals by coordinating with relevant staff; ensure the proper preparation of background information; supervise the staging of records for disposal.
• Provide training on, and manage the Electronic Data Management Framework (EDMF) for the safekeeping of both electronic records and the list of physical records.
• Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.
Mission Communications
• Oversee and manage the processing of incoming and outgoing Code Cables and Mission Faxes.
• Assist, together with various sections, to maintain and update the COMET distribution lists for the distribution of Faxes within the Mission.
Archives and Records Management
• Oversee and manage the field mission records (physical and electronic) in line with ARMS guidelines; ensure that documentation is properly stored, securely maintained, and available for reference by authorized staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.
• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.
• Report to UN Headquarters concerning documentation held in the mission Records Centre and coordinates the transfer of archives documentation to UNHQ as required.
• Manage document disposals by coordinating with relevant staff; ensure the proper preparation of background information; supervise the staging of records for disposal.
• Provide training on, and manage the Electronic Data Management Framework (EDMF) for the safekeeping of both electronic records and the list of physical records.
• Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.
Mission Communications
• Oversee and manage the processing of incoming and outgoing Code Cables and Mission Faxes.
• Assist, together with various sections, to maintain and update the COMET distribution lists for the distribution of Faxes within the Mission.
Manage content updates on the field mission intranet (COSMOS) and public website ensuring all mission staff have access to mission communications.
• Oversee and manage the Mail, Pouch and Reproduction Center for all incoming and outgoing Diplomatic Pouch, and normal mail services.
Documents
• Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided.
• Evaluate statistics on services, systems, and workload of the Unit; and prepare related reports for the supervisor and senior management, making improvements and changes where required.
General Administration
• Supervise staff members of the Information Management Unit (Mail and Pouch and Information Management functions).
• Supervise and provide work direction and guidance to Unit staff; manage and coordinate Unit activities; monitor staff performance and prepare performance evaluation reports for staff supervised.
• Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget; and monitor budget expenditures once approved.
• Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services, and ensure the efficient provision of such services.
• Prepare work output and progress reports on the work of the Unit for the supervisor and senior management.
• Perform other duties as assigned by Supervisor.
Competencies
• Professionalism:
Familiarity with all of the unit’s business operations and objectives. Shows pride in work and 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 area of work.
• Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.
• 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.
Education
Familiarity with all of the unit’s business operations and objectives. Shows pride in work and 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 area of work.
• Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.
• 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.
High school certificate or equivalent diploma is required.
Work Experience
A minimum of eight (8) years of progressively responsible experience in the field of administration or archives and records management work. Three years of archives and records management experience with the United Nations or in international operations is desirable. Two years of managerial experience is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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
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.
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.
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