Documentation Counter Clerk, G-3. OPCW, The Hague. Open until 13 June 2017

Post Level	GS-3	Closing Date :     13 June 2017
Vacancy Ref	E-PMO/DCC/F0073/GS-3/13/02-17
Branch	Secretariat for the Policy-Making Organs
Division	Secretariat for the Policy-Making Organs
Date	12 May 2017
Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for a duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
Principal Functions		Requirements
Under the supervision of the Conference Services Officer and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties: (a) To provide Member States and Technical Secretariat (TS) staff with documents and general information related to the work of the policy-making organs through day-to-day operations of the Documentation Counter. · To distribute current official-series documents and related materials on request and provide information to delegations and TS staff regarding the availability of various documents. · To monitor, and replenish as necessary, the supply of documents and publications to ensure that current and pertinent documents are readily available. · To maintain tidy and logical document shelving system and an up-to-date digital reference archive. To ensure his or her own familiarity with the documents and materials being distributed to Member States through the Documentation Counter. · To stay abreast of the issues under current consideration by the bodies of the policy-making organs. (b) To provide information to delegations and TS staff alike on matters relating to meetings and presentations, including scheduling and other procedural concerns. May be required to make ad hoc decisions, within his/her area of competence, to resolve issues in the absence of and on behalf of the Conference Services Officer, which can affect the effectiveness of the meetings of the policy-making organs and the reputation of the Division and the Technical Secretariat. (c) To ensure the timely distribution of relevant documents at Sessions and Meetings of the Executive Council (EC) as well as at Sessions of the Conference of the States Parties (CSP) and other formal and informal meetings of the policy-making organs. · To keep records of the receipt and distribution of documents and statements at the sessions. · To assist with ascertaining document requirements for these meetings and the subsequent preparation of sets of pertinent documents, in appropriate language combinations for each delegation. · To assist with the preparation and tidying of the meeting rooms and interpretation booths. · To provide in-session meeting room assistance, as required. (e) To ensure that the interpretation teams, while servicing meetings of the Policy-Making Organs, receive timely and accurate information and documentation, including pertinent background documents and current statements and draft texts. (f) To receive, record, distribute and archive each unofficial document provided to the Conference Services Unit (CSU) during a Meeting or a Session of the EC and CSP; exercise a high level of accuracy and initiative when processing received documents in close consultation with the Director of PMO, Conference Services Officer, Member States, and TS substantive officers. (g) To carry out the distribution and secure the temporary storage of classified official-series documents for discussion by the policy-making organs, in accordance with the confidentiality guidelines as determined by the Office of Confidentiality and Security in the Manual of Confidentiality Procedures and related work instructions. (h) To maintain the Internal Meeting Room Schedule, respond to requests by delegates and assist TS staff to schedule internal meetings and determine their requirements. To exercise a high level of attention to detail and accuracy when preparing the weekly Journal for issuance to Member States and the Schedule of Meetings for issuance to TS staff. (i) To communicate with the Conference Services Clerk and the OPCW Audio-Visual Technician as necessary, regarding the requirements for technical and audio-visual equipment at meetings of the policy-making organs and, as requested, meetings coordinated by other divisions and branches, to ensure that the equipment is available, in place and operational prior to the meeting start-time. (j) To assist the Audio-Visual Technician in the set-up and operation of Ieper Room meeting-related technical equipment used to support interpretation, presentations, and digital recordings, as appropriate and to the extent that this is within his/her area of competence. (k) To determine the needs of catering for PMO related meetings, coordinate with in-house caterer the timely provision of services and ensure their actual provision. (l) Ensure that the internal meeting rooms which are overseen by PMO are maintained in a meeting-ready state at all times when not in use. (m) To maintain the highest standard of delivery of service through demonstrated knowledge of protocol issues in a diplomatic environment, and through professional dress and conduct appropriate for interaction with diplomats. (n) To provide, as necessary, the meeting room attendant services in the absence of the Conference Services Clerk. (o) Other duties as required.		Knowledge and Skills
		Essential: High School Diploma or equivalent diploma of secondary education. Desirable: Completion of post-secondary education in conference or records management, or in the field of international relations. Skills and Abilities (key competencies): · The incumbent must have strong organisational and interpersonal skills that allow for effective and professional delivery of a wide variety of support services in the course of supporting the formal and informal work of Member States delegations through document distribution, and of assisting, as required, in meeting room support. · Excellent communication skills, resourcefulness, initiative, maturity of judgment and team spirit. · Computer literacy. · Knowledge of meeting room set-up, and operation of standard meeting room and reprographic equipment. · Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. · Sound Knowledge of standard Microsoft applications including MS Word, MS Excel, MS Publisher, and possibly MS Visio. · Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Experience: Essential: At least one year of relevant experience in clerical work, or records or documents management. Desirable: Previous work experience in international conferences would be an asset. · Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity. · Familiarity with the operation of technical equipment would be an asset, in particular, equipment related to audio and visual display, recording or editing technology, and/or printing and copying machines.
		Experience
		Essential: At least one year of relevant experience in clerical work, or records or documents management. Desirable: Previous work experience in international conferences would be an asset. · Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity. Familiarity with the operation of technical equipment would be an asset, in particular, equipment related to audio and visual display, recording or editing technology, and/or printing and copying machines.
		Languages
		Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
Euros 32,345		Net Salary	EUR 0
CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE NEW ONLINE APPLICATION SYSTEM. Interested applicants who do not have internet access, and are unable to submit an application online at www.opcw.org, may complete the OPCW Personal History Form and send it via fax, no. +31 (0)70 4163790, or mail. Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted. Applications from qualified female candidates are strongly encouraged.

Records Assistant, G-3. IAEA, Vienna. Open until 22 May 2015

Records Assistant (G3) - (393118-2015-2)

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2015-04-22

Closing Date

: 2015-05-22

 

Duration in Months: 24

Contract Type: Temporary Assistance - Regular

Organizational Setting

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the Head, Records Unit, the Records Assistant contributes to various key processes within the Records Unit including: digitising unclassified and classified official records (preparation of documents, scanning and performing quality control), registering (indexing) and distributing official correspondence, conducting file transfers, inventorying records and performing other records management tasks.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and communicates extensively with Unit staff regarding codified official correspondence (incoming and outgoing) either in paper or electronic format. In addition he/she communicates with Record Office Coordinators regarding record audits as well as file transfer and disposal.

Functions / Key Results Expected

• Digitise records in accordance with established procedures set forth in the IAEA's Administrative Manual and Record Keeping Policy. Digitisation tasks include:
• Sorting and distributing all incoming paper correspondence to Records Assistants;
• Preparing and scanning correspondence;
• Performing quality control measures on digitised correspondence; and
• Outcharging records that have been digitised.
  
• Adhere to the procedures of handling confidential information as set forth in the Information Security Policy and Safeguards Security Manual, when digitising classified records. This entails:
• Copying records for distribution;
• Delivering original incoming correspondence against signature to responsible officers;
• Retrieving outgoing correspondence for dispatch; and
• Performing quality control measures on outgoing correspondence.
  
• Input codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
• Assist in the handling of incoming and outgoing fax messages in the most efficient and cost effective way, as well as their appropriate distribution.
• Assist in ensuring the electronic messaging systems are functioning well and report to MTIT whenever there are problems.
• Provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
• Assist in conducting audits of Records Offices and assist Records Office Coordinators in organizing and transferring files in accordance with Archives and Records Management Handbook.
• Assist in monitoring forms management program and maintain the Forms Inventory Database.
• Assist the Head of Records Unit in conducting records management awareness training sessions in the IAEA.
• Assist in liaising with Records Office Coordinators throughout the IAEA on record keeping matters including records transfer and/or disposal.

Knowledge, Skills and Abilities

• Knowledge of records management policies and practices in international organizations an asset.
• Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
• Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
• Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
• Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
• Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
• Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.

Required Core and Functional Competencies

• Communication
• Programme and Individual Performance
• Teamwork/Relationships
• Client Orientation
• Document, Correspondence and Report Management
• Planning, Organizing and Multi-tasking

Skills and Expertise

• Records and Documents Administration

Language

• Excellent knowledge of both spoken and written English essential. Knowledge of any other official IAEA language (i.e. Arabic, Chinese, French, Spanish or Russian) is an asset.

Functional Assets

• Process Improvement and Efficiency
• Knowledge Management and Development

Qualifications and Experience

• Completed secondary education.
• A minimum of two years of clerical experience, one year of which should be related to records management activities, records registration and/or document indexing.
• Exposure in an international setting is desirable.
• English language test (level 2) and typing test (level 2) at IAEA standard.

Type of Appointment

Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to probationary period of one year.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 31899 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Temporary Documents and Records Management Assistant, G-3. OSCE, ODIHR, Warsaw. Open until 31 December 2012

Description Job Title Temporary Documents and Records Management Assistant Organization Name OSCE Office for Democratic Institutions and Human Rights Location Warsaw,PL Grade G3 Closing Date of application 31-12-2012 No. of Posts 1 Background This is a short-term position. The financial remuneration is calculated and paid based on the number of hours worked during a calendar month. The planned duration of the project is for a period of one year. The Office for Democratic Institutions and Human Rights (ODIHR) is OSCEfs principal institution responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHRfs assistance projects and other activities are implemented in participating States in accordance with ODIHRfs mandate. The Documents and Records Management Unit (DRM) is primarily responsible for managing all information produced and received by ODIHR.@ The unit processes information in all formats including paper documents, digital files and media items.@ The unit was established in 2009 and is currently handling a backlog of retroactive records weeding and digitalization.@DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval.@ Due to a highly increased workload over the last year in relation to other taskings, DRM seeks temporary assistance to process the backlog of material. Finalized processing is required for full compliance with official OSCE Records Management policies and initiatives as outlined in the revised versions of FAI3 and the Records Management Manual, both in development for 2013. Tasks and Responsibilities Under the direct supervision of the Documents and Records Management Officer, the incumbent is responsible for following duties: Scanning old correspondence and uploading scanned PDF files to ODIHR Correspondence database entering all necessary metadata; Checking all letters migrated to ODIHR Correspondence database for all the necessary metadata and attachments; retroactive editing of letter entries to ensure completeness of information; Re-housing documentation currently on file into acid-free archival boxes for permanent retention; Weed paper material stored in records rooms and re-house them in archival boxes; Scan election observation forms older than 2 years; together with a member of the DRM unit review elections media for retention or disposal; Assess for retention, scan, and upload documents relating to project coordination within ODIHR and extra-budgetary donations; Upload significant documents to OSCE database; save PDF scans of project documents on local network drive; Necessary Qualifications Completed secondary education; At least two years of demonstrated experience working with documents in a library, archive, international organizations or other related organizations; Ability to critically absorb and assess materials, apply current selection standards, process information on a variety of subjects and in various formats, and communicate clearly with colleagues and people requesting information; Working knowledge of standard computer applications including scanning software, Adobe and MS Office; ability to maintain simple databases; Experience with and knowledge of basic archival and/or records management principles and activities; Good knowledge of English; knowledge of Polish and of other OSCE languages, particularly Russian, is desirable. Ability to co-operate effectively with people of different national and cultural backgrounds. Remuneration Package Hourly remuneration is approximately 23.53 PLN per hour. OSCE salaries are exempt from taxation in Poland. How To Apply If you wish to apply for this position, please use OSCEfs online application link found under http://www.osce.org/employment . 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 the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE, as an equal opportunity organization, encourages female candidates to apply. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 . No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Mail Clerk, G-3. IAEA, Vienna. Open until 7 July 2012

Position and Grade: Mail Clerk (G-3) Organizational Unit: Mail Unit Archives and Records Management Section Division of General Services Department of Management Duty Station: Vienna, Austria Issue Date: 8 June 2012 Application Deadline: 7 July 2012 Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year CCOG codes: 2.A.23.c -------------------------------------------------------------------------------- Organizational Setting The Division of General Services is one of the six Divisions in the Department of Management. The Division of General Services provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support, and Commissary Management. The Archives and Records Management Section (ARMS) establishes a framework for the creation and management of authentic, reliable and useable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three units: Mail, Records and the Archives Unit. The Mail Unit provides messenger, mail, courier and pouch service to the IAEA. It is responsible for the processing of daily Incoming Mail including the in-house distribution via Messenger Service as well as the processing and dispatch of Outgoing Mail. Main Purpose Under the supervision of the Unit Supervisor, the Mail Clerk is responsible for the day-to-day operation of the Central Mail Room (CMR) including the screening and pre-sorting of incoming mail. He/she assists the Unit Supervisor and acts as coordinator in CMR, coordinates mail delivery services, trains new staff members and provides information about mail delivery changes. Working Relationships The Mail Clerk interacts with staff at all levels in performing the duties including dealing with telephone inquiries and direct visits by personnel of Permanent Missions and Company representatives (Sealed Bids) and is required to provide accurate information related to the procedures of the Unit. He/she is the main contact point for Records Unit staff in relation to the transmission of through mail. In addition the Mail Clerk maintains good working relationships with representatives from the Austrian Postal Services, the Documents Distribution area as well as mail and pouch counterparts in other areas of the Vienna Based Organizations (VBOs). Functions / Key Results Expected Coordinate the efficient operation of the IAEA Central Mail Room. Oversee the collection of incoming mail from the Austrian Postal Services, separate official and private mail, and assist with the opening of official mail for further processing. Coordinate the distribution of all incoming mail to the respective mail stations. Oversee the receipt of hand carried mail (including Sealed Bids). Deal with general inquiries and provide accurate instructions in all areas of mail operations, including the coordination of requests for hand carried mail services. Monitor staff moves/departures and maintain a record of such moves via Livelink. Assist in the processing of outgoing mail items. Knowledge, Skills and Abilities Knowledge and familiarity on all aspects of operations related to Mail Unit and Archives and Records Management in general. Basic computer skills and knowledge of the MS Office package which is the IAEA's standard. Excellent communications skills and the ability to provide clear and concise information when dealing with inquiries. Organizing skills: Ability to carry out routine duties independently, and to deal with issues that may arise on own initiative. Quality orientation: Accuracy and ability to pay attention to detail. Customer orientation: Ability to deal with staff at all levels in a professional and tactful manner. Good interpersonal skills, including the ability to operate effectively across organizational boundaries and the ability to establish and maintain working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Physical fitness, the incumbent has to spend extensive periods walking and must be able to work under stress situation. Education, Experience and Language Skills Completed secondary education. Minimum of two years of relevant experience in the field of mail processing. Experience in data entry applications. English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard. Good knowledge of English and German is required. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an asset. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €29 790 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance. How to Apply Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. -------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Records Management Assistants, G-3 (4 posts). UNFCCC, Bonn. Open until 27 April 2011

SHORT TERM EMPLOYMENT


INFORMATION SERVICES (IS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA02/IS
PUBLICATION DATE: 06 April 2011
DEADLINE FOR APPLICATION 27 April 2011
TITLE AND GRADE: Records Management Assistant, G-3 (4 posts)
INDICATIVE MONTHLY SALARY: EUR 2,313 to 2,659 net plus other UN benefits
DURATION OF APPOINTMENT: 11 months with starting date as soon as possible
DUTY STATION: Bonn, Germany
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
The Records Management Clerk is a member of the records management implementation
project team within the Knowledge Management Unit. The project team is charged with the task of
implementing records management programme across the Climate Change Secretariat - in terms of the
substantive stream of activities: policy, procedures and practice; as well as, a systems stream to
operationalize a records management system (FileNet).
The Records Management Clerk reports to the Records Management Officer and is responsible
for supporting staff in secretariat programmes to manage the physical records according to records
management polices and procedures, implementing the authorized records disposition and supporting
the operation of the IS records centre. The particular duties include:
1. Liaise with record-creating offices on the transfer of records to IS/KM records centre;
2. Analyse records against retention schedules and precedents in support of disposition decisions
3. Process records transfer from record-creating offices and programme record storages into the IS/KM
records centre;
4. Analyze, organize, and register inactive and permanent records according to the filing classification
scheme;
/….
2
5. Assess the collection, identify the preservation requirement and undertake necessary actions for the
preservation of historic and legacy records;
6. Scan the archival records and capture them with adequate metadata into the records management
system, ensure the scanned images are accurate representations of original document, taking
corrective action when necessary;
7. Supports records disposal operations;
8. Perform other related duties as required.
Requirements
• Completed secondary education. Specialized training in information science, records and archives
management is an asset.
• A minimum of three years experience in documents registration, modern archives management,
record keeping, information management or related area; Practical experience in maintaining records
for public institutions is desirable;
• Fluency in English, knowledge of French or German is an advantage.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.