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 available: 01 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...).

Information Management Officer, FG IV. EEAS, Brussels. Open until 1 February 2021

 

EEAS Vacancy Notice: Contract Agent IV – Information Management Officer - Information and Document Management Sector - EEAS Headquarters - job n°314761

13/01/2021 - 09:35

Contract agents

Deadline for sending application: 01/02/2021 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 is responsible for assisting HQ and the network of 139 Delegations worldwide to develop and implement the vision of a corporate Information Management Strategy that transforms the EEAS into a knowledge-centric institution that favours collaboration as working method.

We propose:

The position of Information Management Officer in the Information and Document Management Sector - contract agent FGIV 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;
• assist with developing implementing guidelines to turn the vision of the Information Management Strategy into reality;
• help manage the Information Management Committee;
• ensure 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;
• draft clear guidelines addressing user needs for sensitive and restricted documents and ensure document management perspective in the framework of the RESCOM project;
• report to management on progress and outcomes of related 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; answer to all Information Management related questions addressed by HQ or delegations to the relevant functional mailbox;
• initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents.

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 IV); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria:

Candidates for this contract agent IV post should:

•  - (i) have passed a valid EPSO CAST in FG IV ;
  or
• - (ii) be registered in the EPSO Permanent CAST in FG IV https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=Al...
• have completed university studies of at least three years attested by a diploma;
• 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 an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• have an outstanding information management background providing them with a wide professional overview of all developments in this field;
• be stress resistant and able to work under tight deadlines;
• have experience with Electronic Document and Records Management Systems (EDRMS).

Furthermore:

• experience as lecturer or formal trainer in related fields;
• knowledge about management of restricted documents in the EU Institutions; and
• experience on information governance and maturity models

would be considered as strong 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 sending application: 01/02/2021 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.

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 available: 16 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...).

Information Management Assistant, B.3 - G.8. NATO HQ, Brussels. Open until 6 December 2020

 

Information Management Assistant (200779)

Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 06-Dec-2020

Salary (Pay Basis) 3,491.62Euro (EUR) Monthly

Grade B.3/ NATO Grade G8

Clearance Level CTS

 

Description

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 NATOwide 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 Quality Management unit is responsible for measuring, assessing and reporting

on the quality of the metadata of information produced by and for the North Atlantic

Council and its Committees and stored in the official repositories. In this context, and

in order to maintain the consistency of the information holdings, the unit also monitors

the compliance of the repository content and of the underlying processes with the

applicable procedures or regulations.

 

The Information Management Assistant assists the Head of the Quality Management

unit in the production of regular reports and the monitoring of the compliance of the

repository contents with applicable policy and standards. As directed, he/she will

ensure that support to stakeholders is provided in an effective manner. He/she is

responsible for the correct and uniform application of relevant working procedures and

of information security regulations; sound judgement and capacity to apply regulations

will be essential assets for this position.

 

2. QUALIFICATIONS AND EXPERIENCE

 

ESSENTIAL

The incumbent must:

 have a high school diploma or an equivalent vocational education degree;

 have 3 years' experience in information support functions OR a combination of

undergraduate studies in information or library sciences and 1 year of relevant

experience;

 have knowledge and experience of international best practices and standards in

the fields of information and quality management;

 have experience with ICT systems and their application to recordkeeping and

archives management, in particular, experience in working with electronic

document and records management systems (EDRMS);

 have solid practical knowledge of IT applications and of current office software

packages, in particular, the MS Office suite, Adobe PDF and document

management systems;

 possess the following minimum levels of NATO’s official languages

(English/French): V (“Advanced”) in one; III (“ Intermediate”) in the other.

DESIRABLE

The following would be considered an advantage:

 professional training or experience in library/information sciences, in data

administration, or in quality management;

 knowledge of statistical methods and/or data analysis

 relevant experience at the international level, especially within an international

Organisation.

 

3. MAIN ACCOUNTABILITIES

 

Planning and Execution

Under the direction of the Unit Head, assist in the quality management of information

stored in the NATO HQ Document Management System (DMS) and future Enterprise

Information Management (EIM) solutions. Undertake appropriate actions to correct

inappropriate data and metadata in these systems. Assist in the preparation of quality

assessment reports on the information stored in the NATO HQ DMS and EIM

solutions. Verify the accuracy and appropriateness of data and metadata in the

repositories, in accordance with the appropriate work procedures and guidelines and

the NATO Information Management Policy (NIMP). Verify adherence to relevant

NATO standards. Assist in the preparation of analytical reports with summary

performance metrics regarding the various contributors to the information repositories.

Assist in the preparation of analytical reports for the attention of service management

on overall data quality.

 

Information Management

Respond to requests for quality management related information, specifically regular

reports. Assist in monitoring of repository contents and the compliance with policy and

organizational standards. Process documents and correspondence in accordance

with applicable procedures and guidance.

Stakeholder Management

Support and cooperate with the units at NATO HQ that store documents into the

repositories, in particular the Information Capture Unit, to ensure effective data entry.

Assist in providing regular reports on quality management activities.

 

Expertise Development

Participate in cross-functional training assignments within the service and in other

professional training as directed. Provide advice on basic IM topics and promote

awareness of best practices for quality management. Contribute to the improvement

of routine work processes. Improve own statistical and data analysis skill set.

 

Perform any other related duty as assigned.

 

4. INTERRELATIONSHIPS

The incumbent reports to the Head of the Quality Management Unit and is responsible

for the performance of all main accountabilities outlined above and other associated

responsibilities, .as they may evolve. He/she has frequent contacts with divisional staff

to deliver routine information support and to provide advice on quality management

related 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: Checks own work;

 Customer Service Orientation: Responds appropriately, maintains clear

communication;

 Empathy: Listens actively;

 Flexibility: Accepts the need for flexibility;

 Initiative: Reacts to short-term opportunities or problems;

 Organizational Commitment: Is able to fit in;

 Teamwork: Co-operates.

 

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

Regulations.

 

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:

Salary value as per 2020. Subject to future adjustments in accordance with North

Atlantic Council decision.

NATO is committed to diversity and inclusion, and strives to provide equal access to

employment, advancement and retention, independent of gender, age, nationality,

ethnic origin, religion or belief, cultural background, sexual orientation, and disability.

NATO welcomes applications of nationals from all member Nations, 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 non-smoking environment.

Officer, Digital Preservation, A.2 - Grade G15. NATO HQ, Brussels. Open until 6 December 2020

VACANCY NOTIFICATION/ NOTIFICATION DE LA VACANCE DU POSTE

Officer, Digital Preservation (200781)

Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 06-Dec-2020

Salary (Pay Basis) 5,554.93Euro (EUR) Monthly

Grade A.2/ NATO Grade G15

Clearance Level CTS

 

Description

 

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.

 

Under the direction of the NATO Archivist and in close co-operation with the Head,

Application Delivery & Support Team 2 (ICTM) and Head, Acquisition and Holdings

Management (AHU) of the NATO Archives, the officer is responsible for the functional

support of the NATO wide implementation of the Organization’s software application

for long-term preservation of digital records, Preservica. H/She provides support

to upload and ingest large volumes of digitized and born-digital content into

Preservica; user administration; data and file migration management; system

monitoring, customer functional support on processes and functions; and, functional

system configuration. The officer is further responsible for supporting the

Organization’s digital preservation programme by providing guidance and hands-on

support to customers of the NATO Archives on the handling of different digital content

and formats for digital preservation, collecting the requirements and suggesting ways

to improve the handling and preservation of digitized and born-digital content of

permanent value throughout the Organization. In the execution of her/his function, the

incumbent may need to travel to other NATO bodies to ensure their requirements for

digital preservation are fulfilled correctly.

The Officer will act as the NATO wide Preservica Point-of-Contact.

 

2. QUALIFICATIONS AND EXPERIENCE

 

ESSENTIAL

The incumbent must:

 have a university degree, or an equivalent level of qualification, in the area of

(Digital) Archival Science, Information Management, Information Technology or

other relevant field;

 possess at least 3 years of relevant work experience;

 have extensive knowledge of digital preservation policies and procedures;

 have extensive knowledge of, and experience with, digital preservation of

unstructured and structured data, ingestion process of digital content,

development of metadata schemas, files format migration and data management;

 have extensive knowledge of digital archiving and preservation technology and

software systems;

 have knowledge of modern communication and office technologies and systems

including security aspects;

 have technical aptitudes and demonstrate proactivity in keeping abreast of new

technologies and standards in digital preservation;

 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:

 experience with digital preservation software packages (ex. Preservica,

Archivematica, Adlib)

 proven experience in providing support to an organization’s digital preservation

programmes;

 knowledge of international best practices and standards in the field of digital

records and archives management and familiarity with the life-cycle management

of records;

 have experience in providing support or coaching senior officials in preserving

their digital archives;

 ability to create scripts for metadata and digital preservation workflows;

 experience working in an ICT environment with high security requirements such

as classified military or government systems or within a financial institution;

 experience working in an international organization.

 experience in providing onsite and online training in digital preservation.

 

3. MAIN ACCOUNTABILITIES

 

Knowledge Management

Provide functional support to uploading and ingesting large volumes of digitized and

born-digital content. Be responsible for user administration and access management;

data and file migration management of content stored in Preservica, as well as regular

system monitoring, and functional system configuration based on business

requirements. Provide first line customer functional support on processes and

functions and analyze their requirements. Conduct functional feasibility studies when

requested and report results in a clear and concise manner by documenting designs,

procedures, standards and guidelines.

 

Project Management

Provide support to digital preservation projects by designing, planning and

implementing in a structured, consistent and timely manner. Oversee projects within

the NATO Archives related to digital preservation, including the preservation of emails

of senior officials, webpages,structured and unstructured content.

 

Information Management

Participate in and support digital preservation process improvement initiatives.

Promote the use of digital preservation processes and tools throughout NATO. Provide

hands-on, online and classroom training on digital preservation in general, and

Preservica workflows and procedures in particular.

 

Stakeholder Management

Act as the POC for Preservica in NATO. Provide first line functional support to

customers throughout NATO civil and military bodies. Coordinate with customers to

define requirements for digital preservation. Prepare factually accurate

recommendations and discuss these with stakeholders on how to improve their digital

preservation processes. Work with customers to review/document existing processes

and design/document new processes to address new contents, formats and

requirements. Coordinate with ICTM Applications Support and the IT infrastructure

provider (NCI Agency CSU Brussels) to communicate customer requirements, and/or

determine the technical implications of addressing customer requirements.

 

Expertise Development

Be responsible for the quality of customer support. Provide reports, including

management reports, indicating suggested actions to deal with current or foreseen

shortcomings. Investigate and make recommendations on addressing digital

preservation challenges, such as new files formats and technologies. Analyse

customer requirements and identify new technologies to exploit and improve the

current system. Attend training, seminars and appropriate digital preservation and

information exchange platforms and research communities and recommend

technologies and preservation approaches of interest for further investigation. Keep

up-to-date in digital preservation best practices, and assist the NATO Archivist in

translating them into NATO-wide policies/directives.

 

People Management

Work in close collaboration with the NATO Archivist and Head AHU, to efficiently

handle customer requests, deliver projects and organise the workload. Ensure the

functional coordination and leadership of system contractors. Offer guidance to the

technical teams and ensure quality and timely delivery of the support services to

Preservica customers.

Perform any other related duty as assigned.

 

4. INTERRELATIONSHIPS

The incumbent reports to the NATO Archivist, and will receive direction from Head,

Application Delivery & Support Team 2 (ICTM) and the Head, Acquisition and Holdings

Management (AHU) of the NATO Archives on technical and functional issues. S/He

will liaise with Preservica customers throughout NATO with regard to their support and

functional system requirements. The Officer will maintain a close working relationship

with NCI Agency CSU Brussels on technical, logistical and operational matters,

support and develop staff at Preservica. The Officer also liaises actively with the

Officer, Retention and Disposition on the requirements for retention and disposition of

NATO civil and military bodies.

Direct reports: N/A

Indirect reports: N/A

5. COMPETENCIES

The incumbent must demonstrate:

 Achievement: Works to meet standards;

 Analytical Thinking: Sees multiple relationships;

 Clarity and Accuracy: Checks own work;

 Conceptual Thinking: Applies learned concepts;

 Customer Service Orientation: Takes personal responsibility for correcting

problems;

 Empathy: Is open to others' perspectives;

 Impact and Influence: Takes multiple actions to persuade;

 Initiative: Is decisive in a time-sensitive situation;

 Teamwork: Solicits inputs and encourages others.

 

6. CONTRACT:

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

contract of three years; possibility of renewal should the project require.

Contract clause applicable:

This post is required for a limited period to support the "Long Term Preservation of

Information" project. As employment in this post is of limited duration, the successful

applicant will be offered a definite duration contract of 3 years, which may be renewed

if required to support this project.

If the successful applicant is seconded from the national administration of one of

NATO’s member States, a 3 years definite duration contract will be offered, which may

be renewed if required to support this project, and subject also to the agreement of the

national authority concerned.

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

Regulations.

 

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:

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:

Salary value as per 2020. Subject to future adjustments in accordance with North

Atlantic Council decision

NATO is committed to diversity and inclusion, and strives to provide equal access to

employment, advancement and retention, independent of gender, age, nationality,

ethnic origin, religion or belief, cultural background, sexual orientation, and disability.

NATO welcomes applications of nationals from all member Nations, 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 non-smoking environment.

Assistant, Information Management Support Service, B-3. NATO HQ, Brussels. Open until 27 November 2020

 

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

STAFF VACANCY 200292

DIVISION: International Military Staff

Office of the Executive Coordinator

Information Management Support Service (IMSS)

TITLE: Assistant (IMSS)

GRADE: B-3

 

Please note that the competition for this post will be conducted on-line and is

tentatively scheduled to be completed in the first half of February 2021, pending the

evolution of the ongoing COVID-19 crisis. This competition will also serve as a

basis to compile a reserve list for multiple vacancies that will become available in

the near future as a result of an ongoing restructuring of the IMSS.

 

1.       Post Context. An Assistant post in the IMSS.

 

2. Principal Duties May Include:

Information Support and Archives

 Control Military Committee (MC) and Military Committee Memoranda (MCM)

documents prior to signature by the Director General IMS (DGIMS) to ensure

continuity, coherence, and adherence to protocol and layout;

 Monitor quality, layout, and classification of documents and associated metadata to

conform to NATO/MC/IMS standards;

 Update IMSS systems (e.g. NATO Docs, Asset Management Tool, MC Interaction

System (MCIS), SharePoint Portal, Tasker Tracker Enterprise, etc.) with all the

relevant control data and metadata in accordance with all applicable IMS procedures;

 Conduct updating, destruction, downgrading and declassification of

documents/information, media and other material;

 Assist in the provision of professional guidance and advice with regard to Information

Management and Security of Information policies, directives and procedures;

 Assist the MC/IMS NCA Control Officer or Deputy Control Officer;

 Assist in the execution of inspections and spot-checks on NATO accountable

information and material (physical and digital formats);

 Assist in maintaining up-to-date access lists and specimen signatures of personnel

authorised to collect classified information;

 Assist in the archival of Summit, Ministerial, NAC and MC meeting records of political

and historical value.

 Identify, prepare documents for downgrading by content and examine the identified

information against the NATO exemptions;

 Prepare and list all information with permanent value earmarked for public disclosure;

 Assist in the research and retrieval of stored documentation upon request;

 Assist in the maintenance of filing systems and archives.

Information Processing

 Act as Information Controlling Processor, responsible for the verification of all

received information and for checking all official registered information in the EDRMS

(NATODocs), on their content and metadata;

 Responsible for the timely registration and distribution of all officially received

information following the life-cycle best practices;

 Update IMS Information and Knowledge Management systems with all relevant data

following the applicable IMS procedures;

 Assist in the creation of Distribution Lists and Access Control Lists ;

 Assist in managing the IMS references in the NATO Reference Generator;

 Update the cryptographic system ‘Pemheart’ on a monthly basis;

 Assist in the maintenance of filing systems and archives;

 Assist in the provision of professional guidance and advice with regard to Information

Management as directed in the NATO Information Management Policy and NATO

Security Policy;

 Distribute all incoming external messages.

3. Special Requirements and Additional Duties. The incumbent may be required to:

 Perform additional related duties, albeit in a different organisational element to which

the individual normally works;

 Provide or support training to the staff of the section on the daily working procedures

and handling of document management systems;

 May be called upon to provide support in the training of IMS IM processes;

 Travel both within and outside of NATO boundaries;

 Attend as directed additional training and specialised courses relevant to the

aforementioned duties;

 Perform a role in the IMS Crisis Management Organisation during exercises and in

times of tension, crisis and war;

 Provide courier services;

 Work irregular hours and perform overtime whenever necessary.

 

4. Essential Qualifications.

Professional/Experience.

 A minimum of three years of experience in the handling of NATO documentation and

information management systems;

 Knowledge of NATO’s structure, information management, and NATO security

policies;

 Knowledge of ICT systems, current office software packages and their application to

document processing, record keeping and information sharing.

Education/Training. Higher secondary education or equivalent (ISCED level 3,

category 35 subcategories 3/4)

Languages. Candidates must have a very good level of spoken and written English.

The working language in the IMS is English and therefore candidates will be required

to pass a one-hour multiple-choice computer-based test in English at the required

level as well as to demonstrate their abilities in the written test and interview.

Computer Literacy. Use of MS-Office applications in crucial to the effective and

successful execution of daily duties. Good working user experience with Word,

Outlook, Excel, PowerPoint, SharePoint and web applications.

 

5. Desirable Qualifications.

Professional/Experience.

 Good working experience with Microsoft SharePoint.

Education/Training.

 NATO Security Course (if not held, it will be provided upon joining);

 NATO IKM Course (if not held, it will be provided upon joining).

 Non-specified training that will allow the incumbent to remain current or gain new

skills associated with existing or emerging requirements of the post.

Languages. An elementary level of French.

 

6. Personal Attributes. High level of competency in judgement, flexibility, initiative, tact,

diplomacy, team culture, client focus and good communication skills. Be able to perform

tasks with little guidance or supervision.

 Candidates must demonstrate the following competencies:

o Clarity and Accuracy: Checks own work;

o Customer Service Orientation: Takes personal responsibility for correcting

problems;

o Empathy: Listens actively;

o Flexibility : Acts with flexibility;

o Initiative: Is decisive in a time-sensitive situation;

o Organizational Awareness: Understands the Organisation’s structure;

o Teamwork: Expresses positive attitudes and expectations of team or team

members.

 

7. Professional Contacts. Regular professional contact at the level of Staff Officers,

Executive Officers, and Registry Staff with IMS authorities and agencies, Military

Representatives (MilReps), International Staff, other HQs/Commands, Ministries of

Defence, Embassies, and NATO Liaison Offices.

 

8. Contribution to the Objectives. Actively contribute to the fulfilment of the

objectives of the Section by:

 processing, controlling, preserving and safeguarding/protecting highly classified and

other valuable current and historical information and assuring an effective and

efficient flow of this material to and from the IMS and the MC;

 processing information in accordance with the existing Public Disclosure policy and

advising senior management on the public disclosure of that information in order to

improve NATO’s transparency.

 

9. Remarks.

 Security Clearance – NATO SECRET (up to a maximum of COSMIC TOP

SECRET/ATOMAL (CTS/A) if not currently held, the incumbent must be eligible for

this level of clearance).

 Work Environment – Normal office environment.

 

10. How to apply.

Applications must be submitted by 27 November 2020 (23:59 Brussels time) 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

Applications are automatically acknowledged within one working day after submission. In

the absence of an acknowledgement please make sure the submission process is

completed, or, resubmit the application.

 

11. Additional Information.

The successful applicant will be offered a three-year definite duration contract which may

be renewed. If the successful candidate is seconded from a national administration, public

institution or the armed forces of a NATO member state, he/she will be offered a three-year

definite duration contract which may be renewed for a further period of up to three years.

The maximum time of service in post for seconded staff is six years. Serving NATO

international civilian personnel will be offered a contract in accordance with the NATO

Civilian Personnel Regulations.

Appointment will be subject to the deliverance of the appropriate security clearance (up to a

maximum of CTS/A) by the national authorities and approval of the medical file by the NATO

Medical Adviser.

A written test will be held as part of the selection procedure.

Applicants who meet the necessary requirements and who prove to be competent for the

post but who are not successful in this particular competition, will be placed on a reserve list

to be considered for posts of a similar nature which will become vacant in the near future

following the restructuring of IMSS.

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.

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.

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 IMS at NATO Headquarters in Brussels, Belgium, is committed to providing equality in

working opportunities regardless of sex, race or ethnic origin, religion, disability, age or

sexual orientation.

The IMS is a non-smoking environment.

Contract Agent FGIII, Deputy DMO. EEAS, Brussels. Open until 28 September 2020

 

We are

The European External Action Service (EEAS), which 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 records management and archives 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 line with existing policies. 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 Document Management Officer (DMO) – Deputy DMO 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

Key responsibilities of the position will in particular entail:

• contribute to the implementation and follow-up of archiving, document management and related areas in the EEAS, HQ and delegations;
• assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting;
• initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents;
• assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents;
• develop training modules, materials and procedures concerning data management, the records management and archives policy and related issues;
• provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot).
• assist colleagues and services; ensure mentoring and / or coaching; answer to all document management related questions addressed by HQ or delegations to the relevant functional mailboxes;
• organise and supervise the network of DMO Correspondents at HQ and of DMOs in delegations;
• report to management on progress and outcomes of administrative activities;
• provide staff and management with information on procedural issues via Intranet and other channels.

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=All&institution=101&location=All
• 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 knowledge of Document Management (e-Domec framework or similar);
• have a proven knowledge and understanding of international standards in document and information management;
• have a very strong experience with document and information management tools;
• have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
• be committed to customer service and passionate about promotion of excellent document management practices;

Furthermore:

• have extensive experience with the corporate recordkeeping tool of the EEAS, ARES;
• have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;
• experience in designing and providing training to users both in person and/or remote;
• experience in document management services of a European Institution or other international organisation
• a degree in the field of archival, information, library studies or equivalent
  would be considered as strong 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 External Action Service applies an equal opportunities policy.

Application procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to ivan.donadello@eeas.europa.eu(link sends e-mail)

Deadline for applications: 28 September 2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address: https://europa.eu/europass/en/create-europass-cv.

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.

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 Empowered 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 available: November 2020