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Saturday, February 13, 2021

Information Management Assistant, FG III. EEAS, Brussels. Open until 22 February 2021

 

EEAS Vacancy Notice Contract Agent FGIII – Information Management Assistant EEAS - Headquarters - job n° 357806

03/02/2021 - 14:53
Contract agents

Please send your CV and cover letter (with your EPSO CAST number) via email to andrea.petrowski@eeas.europa.eu - Deadline for applications: 22/02/2021 at 18.00 (CET).

We are

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

Within the EEAS, the Information and Document Management Sector works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.

The Sector carries out these tasks by means of three teams:

  1. Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
  2. Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
  3. Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.

The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for the management of EU restricted documents.

We propose

The position of Information Management Assistant in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

The contract agent will:

  • Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation;
  • Contribute to a consistent document management framework for unclassified, sensitive and restricted documents, paying special attention to flows between these three categories (declassification, review) and the related life-cycle management;
  • Contribute to draft clear guidelines addressing user needs for sensitive and restricted documents and ensure document management perspective in the framework of the RESCOM project;
  • Help manage the Information Management Committee;
  • Report to management on progress and outcomes of administrative activities;
  • Provide staff and management with information on procedural issues via Intranet and other channels such as collaborative platforms;
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot);
  • Ensure mentoring and / or coaching including answering related questions addressed by HQ or delegations to the relevant functional mailbox;

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1

The successful candidate will be offered a contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post
    or
  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=Al...
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
  • have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset;
  • be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria

Candidates should:

  • have a very strong experience with document and information management tools;
  • have strong experience in handling sensitive and restricted information;
  • have a good knowledge and understanding of international standards in document and information management;
  • have a good knowledge of Document Management (e-Domec framework or similar)
  • have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;

Furthermore:

  • experience in governance of collaborative platforms;
  • experience in formulating functional requirements for document/information management IT platforms

would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service. The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

Equal opportunities

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

Candidates with disabilities are invited to contact CONTRACTAGENTS-HQ@eeas.europa.eu(link sends e-mail) in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Art 1d.4 of the Staff Regulations.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to

andrea.petrowski@eeas.europa.eu(link sends e-mail)

Deadline for applications: 22/02/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post. Please note that only shortlisted candidates will be informed about the outcome of the pre-selection phase.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available01 February 2021

 

1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CE...

2 Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-s...).

Associate Information Management Officer, P-2. UN HQ, DMSPC, New York. Open until 21 February 2021

 

Posting Title:Associate Information Management Officer, P2
Job Code Title:ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:Department of Management Strategy, Policy and Compliance Office of Programme Planning, Finance and Budget
Duty Station:NEW YORK
Posting Period:08 January 2021 - 21 February 2021
Job Opening Number:21-Information Management Systems-DMSPC OPPFB-145546-R-New York (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Trust Funds Management Section, Financial Reporting and Contributions Service ,Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC).

The Finance Division accounts for and reports to the appropriate authorities on the use of United Nations financial resources. The Financial Reporting and Contributions Service is mainly responsible for the preparation of IPSAS-compliant financial statements for all funding sources and ensures the sustainability of IPSAS-compliant accounting and reporting.

The Trust Funds Management Section is responsible for the financial management of voluntary contributions received and the use of these funds including global support to offices around the world. The Associate Information Management Officer reports to a unit chief.

Responsibilities

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

• Provides electronic record keeping support and advice to records-creating offices by advising on electronic record keeping system standards and compliance; oversees the digital records accessioning process; provides training in the use of metadata standards for the capture, maintenance and accessioning of digital archives; and manages system upgrades, migration for digital archives databases; assists in designing data collection and review tools, contributes in preparation of analysis and identification of issues, and provides support for possible solution for the financial data management.
• Supervises and undertakes records management and disposition functions, including records appraisal, by liaising with records-creating offices and analyzing and evaluating records for evidential and informational value in support of controlling of financial and security data.
• Supervises and undertakes archival processing tasks by producing descriptive inventories; prepares mark-up of inventories for electronic dissemination; and monitors adherence to description, database and preservation standards.
• Performs and supervises reference functions by advising internal and external users on holdings and accessibility and assisting in the administration of access.
• Plans and works with IT systems units, in the deployment and administration of accounting systems.
• Researches and analyses information needed to respond to audit findings.
• Supervises General Service staff relating to functions cited above.
• Performs other related duties, as required.

Competencies

• Professionalism: Knowledge of information management and record keeping in electronic media. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. 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.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

•Planning& 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

An advanced university degree (Master’s or Doctorate degree, or equivalent) in archival, information science, information systems, social science or related fields is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of two years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
Experience working with SAP Financial Accounting and troubleshooting financial posting issues is desirable.
Experience in SAP or similar ERPs in Public Sector Management in Funds Management and Grants Management is desirable.
No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination (YPP), the United Nations Competitive Recruitment Examination (NCRE) or the G to P Examination (G to P).

Languages

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

Assessment

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

Special Notice

This post is financed by Xtra-Budgetary funds for voluntary contributions. The appointment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Senior Project Management - Information Management. BIS, Basel. Open until 21 February 2021

 

Senior Project Manager - Information Management

Office location:Basel
Department:Information Technology and Services (ITS)
Unit:Information Services
Service:
Employment - Duration:3 years
Contract type:Fixed-term
FTE%:100%
Application Deadline:21/02/2021

Description

The Bank for International Settlements is an international organisation promoting global monetary and financial stability, and a bank for central banks. At the BIS, colleagues from a wide range of backgrounds bring different knowledge and expertise to the team. This creates a stimulating working environment with opportunities for collaborating and developing innovative solutions to business challenges. Joining us is not just about launching your international career – it is also about doing meaningful work for the public good and serving the global community.


During 2021-24, ITS-Information Services will implement an “Information Management 2025” strategy aimed at fully digitising and optimising information and records and archives management at the BIS. The goal is to help the Bank achieve three key components of its Innnovation 2025 strategy:

  • improving the way we work by streamlining processes and reducing inefficiencies.
  • digitising the workplace by eliminating paper-based processes and enabling secure remote/mobile working.
  • enhancing cyber and operational resilience by rationalising and improving the protection and preservation of the Bank’s most critical information assets.

To achieve these goals, the Senior Project Manager will help develop a comprehensive, medium-term roadmap in line with the Bank’s (hybrid) Cloud strategy; see to its endorsment by Management; and coordinate its implementation. The roadmap implementation will have important policy, business process and technology implementation components.

Principal accountabilities

  • Assess the existing information management framework and technology landscape at the BIS, and identify requirements for necessary revisions, both short- and medium-term. Focus foremost on Bank wide information management policies and procedures, information classification, digital records management and long-term digital archiving, both on-premises and in the Cloud. 
  • Define and fine-tune the BIS information management roadmap, incl. project scoping and capacity planning in view of a phased roll-out of new policies, procedures and technology solutions. Involve business stakeholders and management as needed.
  • Coordinate the phased implementation of the agreed roadmap, in close cooperation with BIS Information Services and ITS. Liaise with the relevant business units to ensure that new policies and procedures are developed, documented and accepted, and that technology solutions are tested and implemented in a coordinated and timely manner.
  • Under the guidance of the Head of Information Services and ITS Management, act as programme manager implementing the “Information Management 2025” strategy. Manage the delivery of projects in line with agreed objectives, budgets and timelines. Coordinate project activity across internal project resources, contractors and external suppliers.
  • Apply BIS project management methodology, and adhere to relevant Bank policies and procedures. Proactively manage programme risks, issues and dependencies. Liaise with internal and external stakeholders. Regularly report programme progress to the project owners and ITS Management.
  • Ensure that revised policies, procedures and business processes can be made operational in line with the Bank’s overall business strategy and are properly communicated.
  • Act as a member of the ITS-Information Services team. Ensure that the team is fully involved in the definition and implementation of new policies and procedures and of the information management roadmap. Advise the Head of Information Services on possible organisational and business process changes resulting from the implementation of the revised information management framework.
  • Perform resource management, supervisory, administrative and budgetary functions as required, adhering to relevant Bank policies and procedures.

    
Qualification and skills

  • University degree in Information Management, Archival Sciences or equivalent.
  • Degree in business analysis, business process modelling, project management or equivalent desirable.     
  • Proven ability to manage complex projects using structured/agile methodologies.
  • Solid experience in organisational change management.
  • Thorough knowledge of information management and governance principles, records management and archiving requirements, and of information security concepts and processes.
  • Profound understanding of and experience working with information management technology, incl. enterprise content management and collaboration systems (ECM - e.g SharePoint/OpenText); digital records management and archiving; Cloud, mobility and cyber-security applications.
  • Experience with Prince2Agile or PMI-ACP is an advantage.
  • An excellent team player, with strong interpersonal skills.
  • An excellent communicator, who brings across clear messages in a convincing manner.
  • Organised, systematic and attentive to detail.
  • A practical, hands-on approach. Able to perform under pressure.
  • An open, international outlook and a strong customer-driven service mentality.
  • Fluent in English (oral and written). Knowledge of another of the BIS’s working languages (German, French, Spanish) is an advantage.   

Work experience  

  • At least 5 years’ experience in project or leading business roles in the fields of information, records and archives management and related IT.    

Why join us?

We offer a unique, highly rewarding, international work environment, giving you exposure to a range of state-of-the-art technologies and business areas.  You’ll receive a competitive compensation package. And because of our status as an international organisation, we are able to hire globally and welcome applications from candidates of all nationalities. 

The BIS is fully committed to equal opportunity employment and strives for diversity among its staff.