Senior Assistant - Research, Archives and Control, B.4, NATO HQ, Brussels. Open until 25 March 2015

OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

STAFF VACANCY 150048
17 February 2015

DIVISION
: INTERNATIONAL MILITARY STAFF

Executive Coordinator

Information Management

Knowledge, Information, Support and Services Management


TITLE
: Senior Assistant - Research, Archives and Control

GRADE
: B-4

Please note that the competition for this post will take place in Brussels and is provisionally scheduled for mid May 2015


1. Post Context. This post is in the Knowledge, Information, Support and Services (KISS) Management under the directorate of the Executive Coordinator (EXCO) of the International Military Staff (IMS). The Senior Assistant, Research, Archives and Control (RAC) is responsible to, and assists, the Head Records, Archives and Research (RAR) Unit with archiving, retention and provision of current and historical information of the Military Committee (MC) and the IMS.

2. Principal Duties.

a. Assisting the Head RAR Unit in the preservation and storage of documents/information, publications, correspondence and messages and their retrieval, both manually and by Automated Data Processing (ADP) means;

b. Providing research upon requests for NATO/World-wide documents/information;

c. Screening, indexing, retaining, destroying, downgrading and declassifying documents;

d. Controlling and advising IMS Action Officers on the preparation of MC and MC Memoranda (MCM) documents in order to ensure continuity, coherence, adherence to protocol and layout and controlling of these documents prior to the signature of the Director General IMS (DGIMS);

e. Maintaining/vetting the IMS Web Pages regarding:

(1) MC/IMS taskers to SHAPE, ACT or other NATO agencies requesting

inputs;

(2) Open IMS Working Memoranda (IMSWM);

(3) The index of current MC Documents;

(4) IMS Release of Information database;

f. Vetting all correspondence and instructing its indexing and relation to other documents;

g. Maintaining and updating databases regarding:

(1) Access Control of documentation/information;

(2) MC Documents, MCMs and Chairman MCMs sent to North Atlantic

Council (NAC) for action and vetting of all incoming documents related to these documents/information;

(3) International Staff (IS) correspondence through vetting and securing,

in order to track the staffing of these documents.

(4) The Outstanding Actions on MC related documents web

page accordingly;

h. Providing research and advice regarding requests for release of information to non-NATO nations, organisations and/or bodies;

i. Updating the IMS Document Management System (DMS) with information of all documentation released to Euro-Atlantic Partnership Council (EAPC) / Partnerships for Peace (PfP) and non-NATO nations/bodies/entities;

j. Maintaining a standardised document reference system;

k. Maintaining the filing system, preparing new files and issuing/accounting for spare copies;

l. Updating, destroying, downgrading and declassifying documents, information, publications, correspondence and messages as instructed.

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

a. Perform other related duties;

b. Travel both within and outside of NATO boundaries and work irregular hours

whenever necessary;

c. Perform Research and Advice duties in the NATO HQ Crisis Management

Organisation.

4. Essential Qualifications.

a. Professional/Experience. The incumbent must have:

　

(1) A minimum of 4 years of experience in the handling of NATO documentation and information management systems and subject/topic research;

(2) Extensive knowledge of NATO’s structure;

(3) In-depth knowledge of the MC and IMS processes and procedures;

(4) Very good knowledge of ICT systems and current office software packages and their application to document processing, recordkeeping and information sharing;

(5) Very good knowledge and experience of the NATO Security Regulations and in particular, the handling and accountability of classified material;

b. Education/Training. The incumbent must be educated to at least higher secondary level.

c. Languages. The incumbent must have a very good command of both

spoken and written English (advanced) and have a fair working knowledge of French (intermediate level). The candidate will be required to pass a one-hour multiple choice computer-based test in each language at the required level as well as to demonstrate their abilities in the written test and interview.

c. ADP Knowledge. The candidate will be required to pass the NATO HQ

Microsoft Proficiency Test (MOPT) which will test their abilities in Word, Excel, PowerPoint and Outlook.

5. Desirable Qualifications. The incumbent should have:

a. Knowledge of Microsoft SharePoint and Document Management Systems

(DMS);

b. Formal/vocational training in document/information handling systems.

6. Personal Attributes. The incumbent must:

a. Have good judgement, initiative, tact and client focus;

b. Be able to perform his/her tasks independently with only general advice and guidance.

7. Managerial Responsibilities The incumbent will be expected to supervise one military staff member.

8. Professional Contacts. The incumbent maintains regular professional contacts NATO/world-wide for the exchange of information.

9. Contribution to Objectives. The incumbent assists in the safeguarding and preservation of valuable current and historical information for NATO and, through analysis, knowledge and experience, advises staff officers of the Military Representatives and the

IMS on procedural and policy issues. He/she assists staff officers/Divisions in the completion of assigned taskers by screening all documentation/correspondence and providing guidance/information on follow-up actions.

10. Remarks.

a. Security Clearance
– NATO SECRET (if not currently held, the incumbent must be eligible for this level of clearance).

b. Work Environment – Normal office environment.

11. HOW TO APPLY

Applications must be submitted by
25 March 2015 using one of the following links, as applicable:

o
For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);

o
For all other applications: www.nato.int/recruitment

12. 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.

13. Appointment will be subject to the deliverance of a NATO SECRET security clearance by the national authorities of the selected candidate and approval of the candidate’s medical file by the NATO Medical Adviser.

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

15. Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or a lower grade, provided they meet the necessary requirements.

16. 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.

17. The IMS is a non-smoking environment.


NOTE
:

1. The IMS is currently undergoing a review process which is expected to be completed by end 2015. As a consequence, the title and some of the duties pertaining to this post may differ slightly from those detailed in this vacancy notice

Documents Control Assistant, FS-4. UNMICT, Arusha. Open until 27 July 2012

Job Title: DOCUMENTS CONTROL ASSISTANT, FS4, FS4 Department/ Office: International Residual Mechanism for Criminal Tribunals Duty Station: ARUSHA Posting Period: 27 June 2012-27 July 2012 Job Opening number: 12-CON-RMT-24135-R-ARUSHA (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The post is located in the Office of the Prosecutor (OTP) of the United Nations Mechanism for International Criminal Tribunals (UNMICT), ICTR Branch, Arusha. The incumbent will work under the general supervision of the Officer in Charge/Senior Legal Officer. Responsibilities The incumbent will perform the following duties: • Receives and processes all evidence material, records, seizures and other documents from investigations, trial and appeals teams as well as other sources. • Implements established systems and document control procedures by maintaining the Truth Book providing a daily record of new material received including by affixing unique identifiers/numbers on such newly received documents. • Performs electronic record keeping by scanning hard copies of documents using optical scanners to produce images and full-text electronic versions; analyses documents according to protocols and enters information about the document into the evidence database using existing classification guidelines. • Organizes and maintains the established system of case files related to the preparation of cases, trial and appeal hearings, amendment of indictments, applications for the referral of cases to national jurisdictions and applications for review filed by convicted persons. • Responds to job assignment requests from within the OTP with respect to search requests, document production, and the disclosure obligations of the Prosecutor. Specifically, provide document support services to trial teams and appeals teams and Investigators doing OTP work. • Maintains the integrity and physical order of active and archived records by arranging them in systematic manner for ease of referencing and retrieval. • Prepares summaries of documents to enhance searchability by end users by ensuring that names of accused, co perpetrators or victims are recorded as part of the metadata field. • Upon request, submits documents for translation in order of priority and updates the translation database in order to avoid duplication of such requests. • Maintains statistics and workload indicators on services provided. • Performs any other duties assigned by the responsible authority. Competencies • Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Excellent computer skills. Proven ability to use specialized database/litigation software applications such as TRIM, Zylab, Zyfind and Casemap. 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. • 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Education High school diploma or equivalent. Additional training or degree in modern records management or archiving would be an added advantage. Work Experience At least six years of experience in archives, electronic records management or related area. Experience handling and processing confidential material is required. Relevant experience in an international legal environment is greatly desirable. Experience working at an international criminal tribunal will be an advantage. Languages English and French are the working languages of the UNMICT. For the post advertised, fluency in oral and written English or French is required. Working knowledge of the other one is highly desirable. Assessment Method Evaluation of qualified applicants may include a written assessment which may be followed by a competency-based interview. Special Notice The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates. United Nations Considerations The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. 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

CTBTO Preparatory Commission. Documents Control Assistant, G6. Open until 29 July 2010

Documents Control Assistant
G-6
VA145-37-2010
29 July 2010
As soon as possible

DUTIES AND RESPONSIBILITIES:
Under the supervision of the Chief, PMO Secretariat Support Section to: Receive all official documentation of the Preparatory Commission, assign symbols, prepare and keep lists of documents, workflow and archive documents using the Document Management System (DMS) software, review documents for completeness, discuss changes with the drafter, mark changes, check acronyms, and keep electronic and hardcopy master files; Maintain close liaison with UNOV Documents Control in relation to all aspects of the translation, printing and distribution of documentation, including scheduling the processing of documents and changes required thereto to meet changing situations particularly during meetings using the UNOV Documents Control and Performance Monitoring System (DCPMS), decide on appropriate roll figures; Provide reference and terminology assistance to UNOV Linguistic Support Unit and individual translators directing them to the correct source or providing relevant background information, and ensure that all official documents together with their translated versions are uploaded, upon their issuance, onto the Expert Communication System, Intranet, and the official website of the Organization, as appropriate; Maintain contact with UNOV Documents Distribution before, during and after meetings to ensure that an appropriate amount of each document remains available and provide delegates with documents during meetings; Perform other duties as assigned.

QUALIFICATIONS:
Completed secondary education or equivalent and appropriate office training including excellent computer skills; education beyond high school in a field relevant to the work highly desirable; Extensive relevant seven years of working experience part of which should have been in an international environment preferably including the processing of documentation; Fluency in English. Working knowledge of other official languages of the CTBTO Preparatory Commission desirable.

COMPETENCIES:
Professionalism – Professional competencies in the related field of work; conscientious and efficient in meeting commitments, observing deadlines and achieving results; able to work independently with minimum supervision; ability to operate in compliance with organizational rules and regulations. Planning and Organizing - Ability to plan and organize own work within the framework of the Section’s work programme; good organizational skills. Communication – Very good skills in communicating with people from different backgrounds. Teamwork – Very good interpersonal skills; demonstrated ability to work in a multicultural environment. Technological Awareness – Ability to apply technological tools relevant to the job and to keep abreast of developments in the profession. Client Orientation – Skillful in identifying clients’ needs.

REMUNERATION/CONTRACT:
Depending on qualifications and experience, indicative tax-free annual net base salary of Euro 44,208 subject to deduction of contributions to the CTBTO Provident Fund and Health Insurance Scheme. Additional benefits include, when applicable, dependency allowance and thirty working days vacation per year. This post is for local recruitment only.


All applicants are encouraged to apply online before the deadline stated in the vacancy announcement. When applying, please quote the vacancy announcement number and complete the CTBTO Personal History form. Applicants are particularly encouraged to submit a fully completed CTBTO Personal History Form (PHF). Should it be deemed necessary to submit a Curriculum Vitae instead, all pertinent information as required in the PHF must be provided therein. The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade in particular if the selected candidate has less than the qualifications required or to make an appointment with a modified job description or for a shorter duration than indicated above. The CTBTO Preparatory Commission reserves the right to undertake correspondence only with shortlisted candidates.

THE PREPARATORY COMMISSION FOR THE COMPREHENSIVE NUCLEAR-TEST-BAN TREATY ORGANIZATION IS COMMITTED TO A POLICY OF EQUAL EMPLOYMENT OPPORTUNITY.
APPLICATIONS FROM QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED.

CTBTO Preparatory Commission
Personnel Section
Vienna International Centre
Room E0979
P.O. Box 1200
1400 Vienna
Tel: (43.1) 26030 6210
Fax: (43.1) 26030 5897
E mail: personnelping@ctbtopong.org