Saturday, December 7, 2019

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

Issued by
OSCE Secretariat

Vacancy number

Vacancy type
International Contracted

Field of expertise
Documents Control and Records Management


Number of posts

Duty station

Date of issue
13 November 2019

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

  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:

  1. 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;
  2. In co-operation with the Senior Documentation and Information Assistant, being responsible for amendmetns and updating of the relevant administrative instructions and manuals;
  3. 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;
  4. Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system;
  5. 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);
  6. Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS), providing guidance and support to users and introducing improvements as needed;;
  7. 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;
  8. Monitoring records management compliance within the Secretariat and OSCE field operations; identifying gaps in practices and proposing solutions to address them;
  9. 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;
  10. 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;
  11. Acting on behalf of the Head, DCiP as requestsed;
  12. 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
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

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

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.

Tuesday, December 3, 2019

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

Posting Title: Information Management Officer, P3
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.
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.
• 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.
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.
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.
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