Monday, January 6, 2020

Records and Information Management Officer, P-3. WIPO, Geneva. Open until 13 January 2020

Records and Information Management Officer - 19328-TA

Records and Archives Section, Conference and General Services Division, Administration and Management Sector

Grade - P3

Contract Duration - 1 year

Duty Station: CH-Geneva

Publication Date: 23-Dec-2019  

Application Deadline : 13-Jan-2020, 11:59:00 PM

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
1.      Organizational Context
  1. Organizational Setting
    The position is located in the Records and Archives Section of the Conference and General Services Division, in the Administration and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archival materials. The Section also contributes to the delivery of integrated strategies for enterprise content management to support business needs and knowledge-sharing.
  2. Purpose Statement
    The Records and Information Management Officer contributes to the development of information structures and procedures within WIPO's Enterprise Content Management (ECM) system in order to facilitate business needs and to assist in strengthening the internal framework for digital records and information governance.  She/he provides technical guidance on a range of digital records and information governance issues, working in close collaboration with business managers, records managers, IT, legal and information-security experts across the Organization.
  3. Reporting Lines
    The incumbent works under the supervision of the Head of Section.
2.      Duties and Responsibilities
The incumbent will perform the following principal duties:
a.   Provide substantive technical inputs to the Head of Section for the development and implementation of effective approaches for digital records management at WIPO.  Refine and develop key organizational records management tools, including the classification scheme and retention schedules.
b.   Collect and analyze requirements from WIPO business units for their records and information management needs, and propose solutions; participate in the design and implementation of robust, tailored information structures within the ECM environment, which enable business units to create, share, retrieve and protect information effectively, and which comply with information governance, security and records management requirements.
c.   Train and assist business managers and other users on the practical application of information lifecycle-management principles to digital records.
d.   Coordinate activities with records- and information focal points in the business units, and develop communities of practice.
e.   Contribute to the development of the Organization-level metadata model for the ECM platform. Promote good practice in the use of metadata for the management and retrieval of information, and for facilitating access to knowledge.
f.    Work with the technical team and business units to prepare for the migration of content onto the ECM platform; and participate in the development of migration strategies.
g.   Keep abreast of developments in the technologies and evolving practices in the field of records and information management.
h.   Perform other related duties as required.
3.      Requirements
Education (Essential)
First-level university degree in the field of information management, records and archives management, information systems management or related field.
Education (Desirable)
An advanced university degree in one of the aforementioned disciplines would be an advantage.
Experience (Essential)
At least six years of relevant professional experience, preferably in a large organization, including in digital records management and in developing file structures or taxonomies based on business needs. An advanced university degree may be accepted in lieu of two years of relevant experience.

Experience of managing content in an ECM system.
Experience (Desirable)
Records management experience in an international organization would be an advantage.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Good working knowledge of spoken and written French would be an advantage.
Job Related Competencies (Essential)
Comprehensive knowledge of industry standards and guidelines pertaining to records and information management. Excellent understanding of records management taxonomies and classification systems.

Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.

Ability to analyze complex requirements relating to information management and evaluate different views to arrive at practical solutions.

Ability to communicate and promote records-management best practices.

High level of customer-orientation.

Ability to work effectively within mixed disciplinary teams.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Job Related Competencies (Desirable)
Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.

Good knowledge of the OpenText Content Suite would be a strong advantage.
4.      Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.
5. Information
Annual salary:
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the November 2019 rate of 76.7%.  
Annual salary
Post adjustment
Total Salary
Currency USD
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Additional Information
Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.

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