International Consultant, EDRMS project. ADB, Manila. Open until 20 April 2021

This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of Office of Administrative Services (OAS) provides information resources and services to ADB staff and consultants. Our most important project for 2021 is the design and implementation of an EDRMS (Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have significant impact on overall business of the whole Bank as it aims at bolstering the records management functions of SharePoint and establishing a content management platform, including capturing, retention, research/retrieval, disposal, and archiving electronic records. The main objective of this engagement is to support the EDRMS project and introduce international good practice for updating ADB policies and procedures in connection with the project

Scope of Work

The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) outside duty station could apply until the lifting of the ongoing Community Quarantine in the Philippines due to COVID-19. Coordination with departments to provide support and guidance on records retention and access. Work closely with ITD to develop the system requirements for EDRMS. Updating ADB’s policies and procedures for archives and records management is also a fundamental deliverable of the assignment. Training the staff of the Records and Archives Team to keep them abreast with the latest international good practice on records management and specially on EDRMS implementation is the third dimension of the assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at the end of engagement period.

Detailed Tasks and/or Expected Output

Specifically, the Consultant shall undertake the following: • Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of records, including departmental file plans in line with the new corporate-level File Plan. • Contribute as a key team member to the design and implementation of EDRMS, including development of retention rules, metadata, and workflows. • Assist in the supervision of the records management component of the ADB-wide electronic documents repository system and make recommendations for improvements as necessary. • Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments. • Help review and update records management policy and procedures in light of most recent international good practice. • Develop and implement an electronic records management training/workshop program for HQ and field offices staff. • Provide preliminary analysis and supports special studies on various work improvement projects initiated by the Unit, particularly in the areas of records and archives management, including outsourcing of services. • Support the leadership and oversight of ADB's electronic document filing systems. • Provide technical support to the Resident Missions on the efficient management of project records electronically, including e-file transmissions of delegated project documents. • Make recommendations for upgrading the storage and retrieval mechanisms currently used by the Unit, with a view toward the disposal of records that have microfilm or electronic facsimiles. • Provide input and advice on streamlining and formalizing workflow related to the transfer of paper- based records from departments to the records center. • Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff. • Provide records management guidance and technical support to ADB's Departmental Files, assisting Departmental File Custodians in all aspects of the work (i.e. records processing, file station maintenance, and other duties). • Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’ s records and archives management system, and to the EDRMS project in particular.

Minimum Qualification Requirements

• Master’s degree in records/archives administration, library science, or other information management discipline; preferably with advanced training in archives and records management. • At least 5 years experience in records management and archives, including 3 years on electronic/digital records management. • Thorough knowledge of archival operations and preservation techniques. • Comprehensive knowledge and understanding of international best practices on records management policies and procedures. • Practical experience drafting policies and procedures in the fields of information management, archives and records management. • Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage. • Advanced SharePoint knowledge, focused specially on records management features. • Effective report-writing and communication skills in English. • Able to work collaboratively with teams as a constructive team member. • Strong oral and written communications skills.

Minimum General Experience 5 Years Minimum Specific Experience (relevant to assignment) 3 Years

Document Management Officer, AST 3. EUI, Florence. Open until 30 November 2020

VACANCY NOTICE V/AD/REF/1/2020

The European University Institute (EUI), based in Florence, Italy

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)

 

Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

More on our Institution: https://www.eui.eu/About

 

Our Unit

The mission of the Real Estate and Facilities Service (REFS) is

to offer to the community of users and to all visitors the optimal

work and life environment for the duration of their stay at the EUI.

The REFS manages the overall infrastructure of the EUI Campus. It

operates and maintains all of the Institute's buildings and their

services, developing them and implementing plans for sustainable

growth.

The service takes care of the day-to-day running of the EUI, managing canteens, the crèche,

housing service, postal service, welcome service, ordinary maintenance and site security.

Other areas which come under the remit of the Real Estate and Facilities Service are the

central filing and protocol office, the organisation of conference and seminar rooms, the

management of audio-visual equipment, document reproduction and printing, environmental

services, the purchase office and translation work.

 

1

cf. Annex II

 

Your Key Responsibilities

The Real Estate and Facilities Service (REFS) is looking for a

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

tools and systems for document and records management (RM),

and providing information services to EUI services and departments.

This is a substantially reshaped and strategic role focused on developing and managing the

document and records management policies of the EUI.

 

Level of Expertise:

 In-depth knowledge of applicable rules regarding records management (retention,

archiving) and applicable data protection regulations;

 Identifying, examining, and evaluating major publications and trends in the records

management profession with particular regard to activities in EU institutions;

 Regularly assessing the EUI document management policies, by investigating on security

classification schemes and by testing audit trails.

 

Technological awareness:

 Understanding applicability and limitation of technology to the work of records

management;

 Actively applying technology to appropriate tasks; being open to learn new technologies;

 Liaising with EUI ICT service and external (IT) companies in order to secure system

maintenance.

 

Policy/ Strategy Making:

 Developing and maintaining document management policies;

 Cooperating with the administrative staff in organising and maintaining the EUI central

archives in accordance with existing rules and standards applicable to the EUI;

 Implementing rules and procedures concerning registration, filing, archiving and retention

of documents and files;

 Managing the various electronic document management systems in place at the EUI;

 Leading strategic discussions and working groups with regard to the EUI RM programme;

 Facilitating administrative staff‘s access to EUI electronic document management

systems, and leading the transition towards digital and digitised archives;

 Participating actively in the relevant working groups.

 

Representation/communication:

 Providing advice and organising workshops to ensure knowledge of and compliance with

the EUI records management programme;

 Developing and maintaining the contents of the EUI RM programme web pages;

 Liaising with staff of EUI services and departments to ensure the EUI documents are

managed in a secure way;

 Participating in and contributing to the profession through external training and

networking activities.

 

Level of autonomy and accountability:

 Working with a high level of autonomy; accountable for the work of others;

 Reporting directly to the REFS Director.

 

Role in administrative processes:

 Managing the document and records management policies of the EUI;

 Taking into account relevant provisions on information security and protection of personal

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

 Managing the EUI records and archives management systems and applications;

 Working with and providing hands-on training to staff to ensure the information is

managed and retained in an appropriate and secure way;

 Providing support and assistance on all document management-related questions to

administrative and academic staff.

 

People management:

 Supervising project staff, contractors, external collaborators and trainees;

 Providing regular training for EUI administrative services and academic units, in particular

all users involved in document and records management;

 Conducting evaluation of the training provided;

 

Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.

 

Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.

 

Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

 Organizational skills for own and others’ work and ability to meet deadlines and to set

priorities;

 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.

 

What We Offer

 A role in an inspiring community of young scholars with an

exclusive focus on doctoral and post-doctoral studies;

 A world-class research library, the Historical Archives of the

European Union, and many other excellent research

facilities;

 Language courses and soft skills trainings;

 Access to all EUI facilities: library, crèche, cafeteria, gym,

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

 A healthy work-life balance in a family-friendly environment.

 

How To Apply

Applications must be submitted electronically using the V/AD/REF/1/2020 online application

form available at

https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

CLOSING DATE FOR APPLICATIONS: 30/11/2020 at 24:00 CET

Before completing the online application form you are invited to read ANNEXES I

& II that represent an integral part of this vacancy notice.

 

Annex I – Eligibility and Selection Criteria

 

ELIGIBILITY CRITERIA

On the closing date for online applications, you must fulfil all the following general

and specific conditions:

 

1. General conditions

 Being a national of a Member State of the European Union;

 Enjoying full rights as a citizen attested by a recent extract from judicial records and/or

certificate of good conduct proving no previous conviction for a criminal or

administrative offence that could call into question his/her suitability for performing

the duties of the post;

 Having fulfilled any obligations imposed by the laws on military service;

 Being physically fit to perform the duties.

 

2. Specific conditions

2.1 Education (Qualifications)

A level of post-secondary education attested by a diploma, or

a level of secondary education attested by a diploma giving access to higher education,

and appropriate professional experience of at least three years. This professional

experience will be considered part of the educational qualification and will not be taken

into account in the required numbers of professional experience under 2.2.2.

2.2. Professional experience2

By the deadline for applications, and in addition to the qualifications required above, you

must have at least three years of relevant professional experience gained after obtaining

the diploma required under 2.1.

2.3 Knowledge of Languages3

 Main language: have a thorough knowledge of one official language of the European

Union; and

 Second language: a satisfactory knowledge of another official language of the

European Union to the extent necessary for the performance of the duties.

 

 

2 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or selfemployment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account.

Completed and remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once.

3 Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a thirdEU language.

 

SELECTION CRITERIA

 

Essential

 University degree in Archives Science and/or Records Management;

 At least 3 years of relevant work experience in document, records or archives

management programmes, including the use of dedicated systems;

 Experience with IT tools applied to document, records and archives management;

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal

data;

 Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).

Advantageous

 Proven ability to work as part of a multinational and multidisciplinary team in an

international environment;

 Experience working with European Union institutions or in a university or research

organization;

 Knowledge of additional languages of the European Union.

Information Management Specialist - Records Manager. WTO, Geneva. Open until 26 November 2020

 

Vacancy Notice No.: EXT/F/20-55   Title: Information Management Specialist - Records Manager   Grade: 6   Contract Type: Fixed-term   Starting Salary: CHF 84,440 net per annum (approximate) Issued On: 29 October 2020   Application Deadline: 26 November 2020   Division:   Knowledge Management, Information Management, Academic Cooperation and WTO Chairs' Programme Duration:  Two years with the possibility of extension

Other Conditions: In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations. The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave. Additional information on the compensation package is provided on the WTO website: https://www.wto.org/english/thewto_e/vacan_e/compensation_e.htm

The Secretariat of the WTO is seeking to fill a position of Information Management Specialist - Records Manager in the Records and Archives Management Section of the Knowledge and Information Management, Academic Outreach and WTO Chairs Programme Division. The Division develops and coordinates WTO knowledge and information management policies and is responsible for academic outreach activities with universities and the WTO Chairs Programme. The Records and Archives Management Section is in charge of the custody and control of Secretariat records and informational assets, in both paper and electronic formats, by leading their management, access, retention, storage, preservation and disposition, with the purpose of protecting them as evidences of actions and of ensuring accountability to present and future users.

General Functions Under the supervision of the Chief of the Records and Archives Management Section, the incumbent will work in the deployment and maintenance of the WTO electronic document and records management system (EDRMS). The incumbent will perform the following functions: 1. Develop, implement and maintain tools to manage active and semiactive records, such as classification plans, retention schedules and controlled vocabularies, based on international standards and best practices. 2. In line with the overall Divisional Knowledge Management mandate and workplan, and in accordance with the Records and Archives Management Strategy, participate in the implementation of the EDRMS in compliance with records management best practices, including: mapping and analysis of records and information processes, optimization of workflows, and refining, indexing and migration of records to the new EDRMS. 3. Contribute to drafting and implementing records and archives management guidelines and procedures, such as metadata schemas, digitization guidelines, transfer of custody or digital preservation. 4. Liaise with relevant stakeholders of Knowledge Management policies and strategies; mobilize and keep engaged knowledge and information management focal points, particularly by ensuring organizational understanding of the interrelationship between records and business processes, providing training to staff on how best to access, use and share WTO information resources and knowledge through the records management systems and the knowledge management portal when required. 5. Manage the central repository of active and semiactive records. Prepare lists for the disposition of records not qualified for permanent preservation in accordance with the approved retention schedules. 6. With infographics and other visualization tools, support promotion and information campaigns on knowledge management, including the design and preparation of customized presentations and messages, as well as collaborating with other Divisional staff in the dissemination of information and knowledge resources.

REQUIRED QUALIFICATIONS

Education: Advanced university degree in information science, knowledge management, archival science or records management. Alternatively a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.

Knowledge and skills: Technical knowledge and skills: Knowledge of and demonstrated professional experience in developing tools for the management of active and semi active records according to internationally recognized standards. Knowledge and demonstrated experience of state-of-the art electronic records and archives management systems. Knowledge of trusted digital repositories would be an asset. Excellent command and use of IT (Information Technology) tools relevant to information management and retrieval. Knowledge of programming languages would be an asset. Proficiency in MS suite of applications (e.g. Word, Excel, PowerPoint, Access, etc.). Behavioural skills: Solid organizational skills. Ability to work under pressure and meet tight deadlines. Excellent communication and presentation skills including the ability to relay technical information in simple language. Ability to come up with creative solutions to solve problems. Excellent interpersonal skills: ability to work as part of a team in a multicultural environment; tact and discretion; contribute to the collective good of the Division; work well as a member of a team, while also capable of working independently to complete his/her assignments.

Work Experience: A minimum of two years of relevant experience. Experience gained in intergovernmental organizations would be an asset.

Languages: Excellent command of English, both oral and written, is required. A good working knowledge of French or Spanish would be an asset.

Additional Information: Only applications from nationals of WTO Members will be accepted. For WTO staff members on fixed-term or regular contracts, only those who have spent minimum two years on their current post are normally considered eligible to apply, as per administrative memorandum 976 paragraph 46. The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources. ----------------- OFFICE(20)/93

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Please note that all candidates must complete an online application form. To apply, please visit the WTO's E-Recruitment website at: erecruitment.wto.org. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date - Geneva (Switzerland) time - stated in the vacancy announcement.

Records and Information Management Expert. WIPO, Geneva. Open until 3 November 2020

 

Requisition Title : Records and Information Management Expert   Title of Assignment: Records and Information Management Expert Name of unit/sector: Records and Archives Section, Conference and General Services Division Place of Assignment: WIPO Geneva, Switzerland Expected places of travel (if applicable): None Expected duration of assignment: 12 months    1. Objective of the assignment WIPO recently completed Phase One of a major project to implement an Enterprise Content Management (ECM) system for the Organization based on OpenText Content Server. In Phase Two of the project, the ECM e-Repository will be progressively rolled out to all WIPO business units.   Working in the Information Structure stream of the Project, the Records and Information Management Expert will support the ECM roll-out by rapidly developing Business File Plans (BFPs) for all WIPO business units and advising the selective migration of content from the legacy share drives into the ECM.  2. Responsibilities Under the supervision of the Information Structure stream-lead, the Expert will work with WIPO business units to develop tailored BFPs, which meet the needs of each business unit while facilitating the consistent application of records management actions and information governance requirements within the ECM system. The Expert will inform business units about records and information management best practices; provide expert advice on metadata use and naming conventions; and help them to prioritize their content for migration to the ECM platform. 3. Deliverables/services Deliverables and services will be provided as follows: 1. Business File Plans (BFPs)  A. For each business unit assigned to the Expert, s/he will: • Research the business unit’s functions, activities and records using various methods (e.g., consult Program & Budget or Workplan information; conduct surveys/questionnaires; review existing shared drive folder structures, etc.);  • Conduct intensive workshops with business unit representatives to define the following: o Functions, activities and records series o Access groups o Metadata requirements o Records Management Classification o Security Classification; • As part of the workshops, make presentations on information management best practices and the ECM project’s approach to developing BFPs to ensure common understanding amongst workshop participants; • Liaise with other members of the Records and Archives Section to ensure compliance with records management requirements; • Share findings with the ECM Project team to ensure technical or user issues are communicated and find solutions as required; • Engage with all identified business unit stakeholders, solicit feedback on the draft BFP requirements, and make amendments as necessary;  • Obtain the business unit manager’s approval for the BFP requirements; • Review newly-created BFPs in the ECM system to ensure they properly reflect the submitted requirements; provide feedback as necessary; • Document and resolve changes requested by the business units. B. Monitor and adapt BFP development approach • Identify emerging patterns relating to user needs and responses, and propose standardized or re-usable solutions where appropriate; • Propose changes and improvements to the development approach as necessary. 2. Migration Advice and Support to Business Units  In preparation for the business unit’s migration to the ECM platform, the Expert will: • Advise on the migration approach best suited to the business needs; • Advise business unit representatives on cleaning up folders, naming conventions, and other practices; • Assist the business units in prioritizing content for migration, documenting the priorities, and communicating them to the ECM Project team. 4. Reporting   The Expert will be based within the Records and Archives Section, Conference and General Services Division, reporting to the Records and Information Management Officer (stream-lead of the Information Structure stream in the ECM Project). 5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience) Essential: a. University degree in records or information management, archival science or a related discipline; b. At least 3 years of relevant professional experience as a records or information manager in an electronic environment; c. Knowledge of OpenText Content Server or similar ECM or EDRM systems;  d. Ability to communicate fluently in English; e. Experience developing file plans or records classification schemes; and f. Excellent analytical skills. Strongly Desirable: a. Ability to communicate fluently in French; b. Experience with the practical application of records retention rules in ECM or EDRM systems; d. Experience developing and implementing records management best practices in an organization; and e. Good knowledge of MS Excel.  6. Duration of contract and payment We expect the deliverables and services, as listed in 3, above, to be completed within 12 months of the contract start date. There is a possibility of an extension by up to one year.  Payment will be effected on a Time Material basis with a monthly time sheet. Applicants are requested to provide an indication of their daily rate expectations in Swiss francs.

Associate Records Management Officer, P-2. OSCE, Prague. Open until 11 December 2019

Issued by

OSCE Secretariat

Vacancy number

VNSECP01483

Vacancy type

International Contracted

Field of expertise

Documents Control and Records Management

Grade

P2

Number of posts

1

Duty station

Prague

Date of issue

13 November 2019

Deadline for application

11 December 2019 - 23:59 Central European Time (CET/CEST)

Background
		This post is located in Prague in the OSCE Office of the Secretary General, Documentation Center in Prague (DCiP). The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The DCiP´s mandate is keeping the institutional memory of the Organization and spreading information on the OSCE through various outreach activities. DCiP is the home of the CSCE/OSCE archives, thus, an important part of its activities relate to maintaining and updating various archival collections, including their digitalization, renaming and saving.  Researchers working under special conditions on the DCiP premises and library (Researchers-in-Residence Programme) are also assisted by the DCiP. Effective May 2019 the DCiP also oversees and advises on records management and retention management practices and policies throughout the OSCE.
Tasks and Responsibilities
		Under the direct supervision of the Head, Documentation Centre in Prague the incumbent will be tasked with overseeing and advising on records management and retention management practices throughout the OSCE (Secretariat departments, other executive structures and the field operations). The selected candidate will perform the following administrative and support functions in order to ensure the efficient and effective operation of the records management programme: Providing input to develop records management policies and procedures, and implement and update policies and procedures for OSCE records management across the Organization in accordance with best practices and standards; In co-operation with the Senior Documentation and Information Assistant, being responsible for amendmetns and updating of the relevant administrative instructions and manuals; Assisting the Head, DCiP in proposing and implementing Organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of records in any medium, including electronic and paper records; Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system; Advising on and co-ordinating the transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague (DCiP); Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS), providing guidance and support to users and introducing improvements as needed;; Fostering communication and co-operation with records management focal points from other OSCE executive structures, including co-ordinating records management matters and participating in working groups related to automated record- keeping systems with ICTS (Information Communication Technology Services) and the closure or downsizing of field operations; Monitoring records management compliance within the Secretariat and OSCE field operations; identifying gaps in practices and proposing solutions to address them; Advising on the development of information and training related to records management and providing training for OSCE staff on records management principles, practices and tools; Supervising the Records Management staff work priorities to ensure the smooth operations; assisting with all financial matters pertaining to records management including preparation of the annual budget, half yearly reports, mid-year reviews, horizontal issues; Acting on behalf of the Head, DCiP as requestsed; Performing other related duties such as promoting records management practices by developing awareness campaigns and organizing events. For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
Necessary Qualifications
		First-level university degree; degree in records management, archival science or other related field would be an advantage; Minimum of four years of professional records management experience with increasing responsibilities, including some experience providing technical direction for, or supervising, records management administrative staff; Practical experience in the implementation or use of EDRMSs (especially Open Text) or similar electronic management systems would be desirable; Computer literacy with practical experience in Microsoft applications including SharePoint; Professional fluency in English with excellent written and oral communication skills; knowledge of Russian or other OSCE languages would be an advantage; Demonstrated commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities; Ability to work under time pressure and with tight deadlines; Experience in working in a multilateral/multicultural environment; Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.
Required competencies
		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Remuneration Package
		Monthly remuneration is approximately EUR 4,659 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System. Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only those applicants who are selected to participate in the subsequent stages of recruitment will be contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization. The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the application and review process.

Information Manager Officer, UN Volunteer. UNAMA, Kabul. Open until 20 November 2019

Information Management Officer

International Specialist

Host entity UNAMA

Country Afghanistan

Duty station Kabul (AFG)

Language skills

English

Start date 01 April 2020

Duration until 31 December 2020 with possibility of extension

Application deadline 20 November 2019

Description of task

Under the overall supervision of Chief FTS and direct supervision of IT Operation Manager, the UN Volunteer Information Management Officer will undertake the following tasks:

• Act as IMU and Records Management (RM) Team Leader;
• Coordinate and supervise the daily work of RM Clerks within delegated authority; Prepare drafts of file plans / folder structure for UNAMA offices in compliance with the UNAMA, UN File Classification Scheme (FCS) and UN Peacekeeping Operations Retention Schedule for approval of the Chief FTS and Chiefs of relevant offices;
• Lead the implementation of an electronic records management system using SharePoint Online by ensuring that electronic records are accurately captured and managed in the system during the roll out in the respective sections;
• Participate in the implementation of UNAMA electronic recordkeeping systems: Enterprise Content Management (ECM) system; and provide technical assistance, configuration O365 product (One Drive, MS Teams, and SharePoint Online);
• In coordination with the Chief Operations and Chief FTS advises on and assists in the digitization projects of active/ semi-active and non-current records; Including the initiative of paperless office environment with possible IT solution and tools;
• Coordinate and participate the inventory of UNAMA active records and further periodically review to ensure compliance with established file plans;
• Provide training services on all aspects of records management programs and digital business transformation process;
• Provide relevant IM assistance and advisory services for the identification of institutional memory and Knowledge Management platform for UNAMA staff members, including technical support;
• Coordinate a network of RM Focal Points within the Mission and provide technical assist in the migration of files to the ECM SharePoint Online;
• Provide technical assistance on the following UN Systems, i.e. Field Support Suite; COMET; SharePoint Online, One Drive for Business, MS Teams, Blue page Contact directory, Umoja etc.
• Provide assistance to the Records Management Team with regards to receipt, appraisal and management of collections of inactive records;
• Provide Information Management related report, including the data extracting from the Business Objective, cleansing, analysis and visualization as per the request from sections;
• Support advocacy initiatives on volunteerism;
• Facilitation of knowledge building and knowledge sharing;
• Promote/Organize advocacy initiatives on volunteerism;

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Qualifications/Requirements

Required degree level: Bachelor degree or equivalent

Education - Additional Comments:

1. Qualifications, skills, experience

A combination of relevant certification/diploma or other academic qualifications/training in records and/Business Administration

Must have Excellent Technical documentation and writing experience as well as presentation and excellent communication skills (to both technical and non-technical audiences, written and verbal).

The incumbent must be a dynamic, multi-functional person, with strong analytical skills, who supports the activities of the UNAMA’s Information Management program with professionalism, dedication and client orientation. Knowledge of ECM tools, web-based applications/Microsoft SharePoint, office 365, Microsoft Visio, Microsoft project is highly desirable

Required experience: 60 Months

Experience remark:

At least five years of progressively responsible experience in the field of records and information management.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Knowledge management, archiving and documentation

Area of expertise details:

Area of Expertise: Experience in application of file classification schemes and/or implementation of file plans and indexing tools essential; experience in administration of relational databases essential; experience with O365 products and SharePoint Online Administration desirable.

Area of Expertise Preference

Knowledge/Information/records Management and Technology is desirable,

Focus Area: Information/Records Management, Project Management, Business analyses process, Data analysis and visualization.

• Fully proficient computer skills in Microsoft Office applications, Internet and Adobe Acrobat Professional, as well as in the use of advanced applications; knowledge of Operations File Classification Scheme and any other records classification systems; knowledge of digital transformation and automated information systems applicable to archives, libraries, records management and information networks will be considered an advantage;
• Ability to synthesize and analyses complex information about records accumulated in multiple offices, analyses business processes, procedures and activities related to management of records and to apply corrective measures;
• At least 2 years of professional work experience at the national and/or international level; experience with Project Management is an asset, as is experience working in the UN or other international development organization;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have affinity with or interest in UNAMA’s volunteerism as a mechanism for durable development, and the UN System.

Competencies values:

Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Records Assistant - Filing, G-5. EOSG, UN HQ, New York. Open until 16 April 2017

Posting Title:	Records Assistant - Filing, G5
Job Code Title:	STAFF ASSISTANT
Department/Office:	Executive Office of the Secretary-General
Duty Station:	NEW YORK
Posting Period:	29 March 2017 - 16 April 2017
Job Opening Number:	17-Administration-EOSG-76933-R-New York (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

            

                                    

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

               

Org. Setting and Reporting

This position is located in the Central Records Unit of the Executive Office of the Secretary-General.

The primary role of the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG) is to be the repository of all official correspondence addressed to the Office of the Secretary-General.

               

Responsibilities

Within delegated authority and under the direct supervision of the Head of Central Records Unit (CRU), the Records Assistant is expected to contribute to the work of the Unit as follows:

- Engages in management of paper records for the EOSG;

- Files returned cases according to the File Classification Scheme;

- Updates the File Classification scheme as necessary;

- Distributes morning cables;

- Prepares folders and boxes for records transfer;

- Provides required service to both internal and external customers of the Unit;

- Performs ad hoc duties as may be required.

               

Competencies

Professionalism: Knowledge of and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of records management profession; ability to search the database, select and summarize data required; Ability to exercise tact and discretion in dealing with confidential matters; Ability to identify issues, formulate opinions, make conclusions and recommendations. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed. Works collaboratively with colleagues to achieve organizational goals; Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


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.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

               

Education

High school diploma or equivalent.

               

Work Experience

A minimum of five years of relevant experience in administrative services, such as data-entry, secretarial and general support functions or related field is required. Work experience within the United Nations or other similar large international organization is required. Experience working with an extensive File Classification Scheme and catalog system is required; Experience handling and organizing large volumes of paper and electronic records in a fast paced office is desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

               

Assessment

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

               

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.