Clerk, Information Management, B.2. NATO, Brussels. Open until 18 March 2016

NOTIFICATION OF A "B" GRADE VACANCY



NATO INTERNATIONAL STAFF

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY



LOCATION: NATO Headquarters, Brussels, Belgium



DIVISION EXECUTIVE MANAGEMENT



INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT

ARCHIVES AND INFORMATION MANAGEMENT



TITLE Clerk, Information Management



GRADE B.2



SECURITY CLEARANCE: CTS
 

VACANCY N°: 160090 (+ reserve list)





1. SUMMARY

The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures.

The IM Clerk is assigned to a Unit of the AIM Services and provides IM support to a designated clientele. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 





2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

 have a good general education at least to higher secondary level or have equivalent relevant professional experience;

 have 2 years experience in information support functions or related duties, especially at the international level. Formal training or practical experience in information or library sciences will qualify;

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



DESIRABLE

The following would be considered an advantage:

 knowledge of international best practices and standards in the field of IM and familiarity with the life-cycle management of records;

 knowledge of documentary research and of the drafting of related reports and summaries;

 knowledge of document and records management systems, modern office equipment, current office software packages, and their application to document processing and recordkeeping;

 professional training or experience in library/information sciences or in international relations.



3. MAIN ACCOUNTABILITIES



Information Management

Respond to requests for information; conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance.



Planning and Execution

Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Execute other routine or manual tasks, including filing and regular messenger duties. Contribute to the improvement of routine work processes.



Stakeholder Management

Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support.





Knowledge Management

Under supervision, apply an organisational file plan, maintain files, and prepare files for records disposition. Perform quality checks and contribute to statistics and reports.



Expertise Development

Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic IM practices.

Perform any other related duty as assigned.



4. INTERRELATIONSHIPS

The incumbent reports to the Head of a Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with Divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with other Archives and Information Management staff to ensure optimal customer support.

Direct reports: N/a

Indirect reports: N/a



5. COMPETENCIES

The incumbent must demonstrate:

 Clarity and Accuracy

 Customer Service Orientation

 Empathy

 Flexibility

 Initiative

 Organizational Commitment

 Teamwork



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 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. - 4 -




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




7. HOW TO APPLY:

Applications must be submitted using one of the following links, 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





ADDITIONAL INFORMATION:

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

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.



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.

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

NATO as an 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.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a

non-smoking environment.

Clerk, Archives, B.2. NATO HQ, Brussels. Open until 27 January 2015

NOTIFICATION OF A "B" GRADE VACANCY

NATO INTERNATIONAL STAFF

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

LOCATION:
NATO Headquarters, Brussels, Belgium

DIVISION:


EXECUTIVE MANAGEMENT

INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT

ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ACQUISITION AND HOLDINGS MANAGEMENT UNIT


TITLE:
Clerk, Archives

GRADE:
B.2

SECURITY CLEARANCE:
CTS

VACANCY N°
:

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 with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy. As such the NATO Archives provides guidance on records and archives management 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.

The Clerk, Archives is assigned to the NATO Archives and reports to the Head, Acquisition and Holdings Management Unit. He/she provides archival and records management support to a designated clientele. He/she will also provide support to the meetings and the workshops of the Archives Committee. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO records, archives and Information Management (IM) policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations.


2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL


The incumbent must: 

have a good general education at least to higher secondary level or have equivalent relevant professional experience;

 have 2 years’ experience in archives and/or records management functions or related duties, especially at the international level. Formal training in archives, records or library sciences will qualify;

 possess the following minimum levels of NATO’s official languages (English/French): V ("Advanced") in one; I ("Beginner") in the other;


DESIRABLE


The following would be considered an advantage:

 knowledge of international best practices and standards in the field of records and archives management and familiarity with the life-cycle management of records;

 knowledge of documentary research and of the drafting of related reports and summaries;

 knowledge of ICT systems, modern office equipment, current office software packages, and their application to document processing, recordkeeping or archives;

 professional training or experience in archives, records or library sciences or in history.


3. MAIN ACCOUNTABILITIES

Information Management


As directed, collect semi-current and inactive records from various originators throughout NATO. Organise and register new acquisitions and holdings and write preliminary descriptions for them in accordance with applicable procedures and guidance. Maintain the semi-active and inactive records of NATO until their final disposition. As directed, facilitate the destruction of information of temporary value. Assist with the preservation of records of long-term value held by the NATO Archives in all formats.


Planning and Execution


Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the storage and preservation of semi-active and inactive records in all formats.


Stakeholder Management


Assist with responding to internal requests for information and provide quality service. Have the ability to identify and describe clients' needs and to comment on possible solutions. Have the personality to work with diverse staff and with users of different levels of experience and expertise.


Knowledge Management


Research and write descriptions of archival holdings in accordance with international archival standards. Prepare inventories, finding aids and other reference tools in paper and electronic forms. Facilitate access to semi-active and inactive records by internal users. Conduct research, and assist with writing draft reports and summaries.


Expertise Development


Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP), the NATO Records Policy, the Policy on the Retention and Disposition of NATO Information, the Policy on the Public Disclosure of NATO Information and to NATO Security Policy. Demonstrate professional competence and mastery of records and archives management functions. Have an understanding of preservation and access requirements for collections of permanent value. Have an innovative approach and be able to adapt in an evolving technical and managerial environment. Suggest improved means of service delivery.

Perform any other related duty as assigned.


4. INTERRELATIONSHIPS


The incumbent reports to the Head of the Acquisition and Holdings Management Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information and records management support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with internal stakeholders.

Direct reports: N/a

Indirect reports: N/a.


5. COMPETENCIES


The incumbent must demonstrate:

 Clarity and Accuracy;

 Customer Service Orientation

 Empathy;

 Flexibility;

 Initiative;

 Organisational Commitment;

 Teamwork.


6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded):

Definite duration contract of three years’ duration; possibility of another 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 another 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 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 Regulations.


7. HOW TO APPLY:


Applications
must be submitted using one of the following links, 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

ADDITIONAL INFORMATION:


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

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.

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.

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

NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, sexual orientation or age (restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council).

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a

non-smoking environment.

Clerk, Information Management, B.2. Brussels, Belgium. Open until 27 August 2012

Brussels, 19 July 2012 B 15(2012) NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 15(2012) (+ reserve list ) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT TITLE Clerk, Information Management GRADE B.2 1. SUMMARY The Information Management Clerk is assigned to a unit of the Archives and Information Management Services and provides information management (IM) support to a designated clientele. As directed, the Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  have a good general education at least to higher secondary level or have equivalent relevant professional experience;  have some experience in information support functions or related duties, especially at the international level. Formal training in information or library sciences will qualify;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. B 15(2012) DESIRABLE The following would be considered an advantage:  knowledge of international best practices and standards in the field of information management and familiarity with the life-cycle management of records;  knowledge of documentary research and of the drafting of related reports and summaries;  knowledge of ICT systems, modern office equipment, current office software packages, and their application to document processing and recordkeeping;  professional training or experience in library/information sciences or in international relations. 3. MAIN ACCOUNTABILITIES Information Management Respond to requests for information; conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance. Planning and Execution Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Execute other routine or manual tasks, including filing and regular messenger duties. Contribute to the improvement of routine work processes. Stakeholder Management Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support. Knowledge Management Under supervision, apply an organisational file plan, maintain files, and prepare files for records disposition. Perform quality checks and contribute to statistics and reports. Expertise Development Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic Information Management practices. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of a Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with Divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with other Archives and Information Management staff to ensure optimal customer support. 5. COMPETENCIES The incumbent must demonstrate: Clarity and Accuracy Customer Service Orientation Empathy Flexibility Initiative Organizational Commitment Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years, which may be followed by another contract. 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 another 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 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 Regulations. *** HOW TO APPLY  Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)  Closing date for applications: Monday 27 August 2012  When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 15(2012) EM/ICTM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.  Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).  Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.  Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.  Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.  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.  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. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.

Archives Clerk, Public Disclosure, B.2. NATO, Brussels. Open until 5 July 2012

Brussels 31st May 2012 NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 09(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVIST/ARCHIVES SECTION-PUBLIC DISCLOSURE TITLE Archives Clerk, Public Disclosure GRADE B.2 1. SUMMARY The Archives Clerk, Public Disclosure is assigned to the NATO Archives and reports to the Head, Public Disclosure Unit. He/she provides (a) support to the Organization’s public disclosure programme, (b) archival reference services to internal and external researchers (c) assists with outreach activities that promote the NATO Archives. He/she will also provide support to the meetings and workshops of the Archives Committee. The Clerk will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO policy and procedures. The Clerk is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  have a good general education at least to higher secondary level or have equivalent relevant professional experience;  have experience in archives and/or records management functions or related duties, especially at the international level. Formal training in archives, records or library sciences will qualify;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; I (“Beginner”) in the other;  be prepared to travel and/or work unsocial working hours when required. DESIRABLE The following would be considered an advantage:  knowledge of international best practices and standards in the field of archives and records management;  knowledge of arrangement and description of archival holdings or special collections;  knowledge of reference services;  knowledge of ICT systems, modern office equipment, current office software packages, and their application to archival processing and recordkeeping;  professional training or experience in archives, records or library sciences or in history. 3. MAIN ACCOUNTABILITIES Information Management As directed, prepare descriptions of archival holdings of permanent value, and assist with the systematic and ad-hoc requests for declassification and disclosure. Contribute to the archival processing, and digitisation of records of permanent value. Update and maintain relevant and accurate records concerning declassification and public disclosure. Maintain the Virtual Reading Room and NATO Archives web portal. Planning and Execution Understand and interpret governing policies and procedures and relate them correctly to the execution of tasks. Contribute to the preservation and access to paper and electronic records of permanent value. Stakeholder Management Assist with archival reference services to internal and external researchers, respond to requests for information, and assist with NATO Archives outreach activities including exhibits and seminars. Have the ability to identify and describe clients' needs and to comment on possible solutions. Have the personality to work with diverse staff and with users of different levels of experience and expertise. Knowledge Management Implement work procedures and guidelines related to the NATO Information Management Policy (NIMP), the NATO Records Policy, the Policy on the Public Disclosure of NATO Information and to NATO Security Policy. Research and write descriptions of permanent archival holdings in accordance with international archival standards. Prepare finding aids and other reference tools in paper and electronic forms. Suggest improved means of service delivery. Expertise Development Conduct research, and write draft reports and summaries. Demonstrate professional competence and mastery of archives and records management functions. Have an innovative approach and be able to adapt in an evolving technical and managerial environment. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of the Public Disclosure Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with internal and external researchers and ensures quality reference service. 5. COMPETENCIES The incumbent must demonstrate:  Clarity and Accuracy  Customer Service Orientation  Empathy  Flexibility  Initiative  Organisational Commitment  Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years, which may be followed by another contract. 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 another 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 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 Regulations. *** HOW TO APPLY  Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)  Closing date for applications: Thursday, 5 July 2012  When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 09(2012) EM/ICTM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.  Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).  Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.  Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.  Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.  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.  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. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council