Traineeships in Archives and Records Management. ECB, Frankfurt. Open until 24/03/2021

 

Traineeships in Archives and Records Management

 Students and graduates

 Secretariat

 3027

General Information

Type of contract  Traineeship

Who can apply?  EU nationals eligible for our traineeship programme (see further information section)

Grant  The trainee grant is €1,070 per month plus an accommodation allowance (see further information section)

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  24.03.2021

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division has 60 staff providing the framework, policies, procedures and tools for ensuring that ECB staff and European citizens can access, and benefit from, ECB information and data on an ongoing basis. We are currently devising an enterprise information management strategy and laying the foundations for a knowledge management programme, which will take a holistic approach to managing the ECB’s information and knowledge assets.

In your role as Trainee of Archives and Records Management Support (ARMS) in the Information Governance Policies Section, you will be part of a support team of six members of staff responsible for coordinating and performing information and access management tasks, as well as for preparing and communicating reporting and technical improvements, while working closely with the Information Management Specialists and key contact persons representing all of the ECB’s functions and operations.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Trainee of ARMS, you will:

• support the quantitative and qualitative monitoring and reporting of information management practices, as well as the implementation of the ECB’s retention policy for paper and digital records;
• contribute to a wide range of operational records management and archival support tasks related to how information is created, processed, stored and preserved for future use, and in a highly specialised environment;
• support the Division’s information management projects, including digital archiving and preservation, external collaboration and the opening of the ECB’s historical archives to the general public;
• develop and/or test functional requirements of enterprise content management and digital preservation systems;
• support and maintain the ECB’s information management policies, procedures and guidance;
• develop and enhance guidance and training material to raise staff awareness and encourage adherence to the ECB’s information management policies and procedures.

This traineeship offers you an excellent opportunity to obtain experience in providing information services in an institutional environment and to gain insight into various topics related to the ECB’s activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

Essential: 

• a bachelor’s degree or higher qualification in information, archives and/or records management or librarianship, or, if your first degree is not in this field, a postgraduate diploma, master’s degree or higher qualification – or enrolment in a postgraduate course – in any of these subjects;
• a working knowledge of the MS Office package, in particular Word, Excel, PowerPoint and Outlook;
• an awareness of and interest in the role and functioning of the ECB;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• a sound understanding or working knowledge of (i) Enterprise Content Management systems, such as OpenText Content Server; (ii) collaboration tools, such as MS Teams; (iii) digital preservation software, such as Preservica; and (iv) and/or archival collection management tools, such as Calm and Adlib.

You are curious and eager to learn, and want to further develop your ability to analyse complex information. You are keen to collaborate with others, pursue team goals and learn from other people’s diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need for change and propose alternative solutions.

You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe. You are keen to be part of our team and to use your skills and competencies to achieve the objectives of this position.

Further information

Traineeships are of six months’ duration, extendable up to 12 months in total.

Application and selection process

Further information on how to join us is available on our website.

The recruitment process for this position will include an online interview via Webex. 

Digital Content Collaboration Expert. ECB, Frankfurt. Open until 15 March 2021

 

Digital Content Collaboration Expert

 Experienced

 Secretariat

 2808

General Information

Type of contract  Fixed-term contract which may be converted into a permanent contract after three years subject to individual performance and organisational needs

Who can apply?  EU nationals

Salary  F/G (1) (minimum monthly net salary €4,914 and benefits, see further information section)

Role specialisation  Information Management

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  15.03.2021

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division has 50 staff members who provide the framework, policies, procedures and tools to ensure that ECB staff and EU citizens have access to and can make the most of our information, now and in the future. We are currently one of the key players of the ECB Digital Transformation initiative.

In your role as Digital Content Collaboration Expert, you will be part of a team of six members of staff focusing on all aspects of the ECB collaboration tools suite, including real-time document collaboration, document storage, mobile editing, intranet and other tools used to improve information collaboration.

You will help to solve multidimensional information management problems, improve user experience and generate value for the ECB and ESCB users by leveraging on existing technology and/or identifying innovative new ways forward.

You will provide front-end/user interface (UI) configuration, design, platform management, testing and training services for a range of content management and collaboration tools, including OpenText Content Server 16.2.10, Microsoft 365, Confluence and Interact. More specifically, you will work with end-users to analyse, design and configure new collaboration solutions. This may involve developing workflows and integrations between systems, templates and web reports, as well as migrating data and creating an interface with other applications. 

You will have to work together with teams across the ECB to understand their requirements and workflow needs. You will work closely with other collaboration system owners on cross-functional opportunities to create a seamless and connected ecosystem to make developers, system owners, management and others more open and efficient.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Digital Content Collaboration Expert, you will:

• execute the collaboration-related activities of the Enterprise Information Management strategy and the Division’s strategic planning in close cooperation with other business areas;
• gather user requirements and design content management, collaboration, task management and/or workflow solutions that meet their needs; 
• analyse, design and configure new collaboration solutions for teams and individuals; 
• take responsibility for the collaboration product backlog, prioritise initiatives and ensure deadlines are met;
• engage and collaborate closely with teams across the ECB to define a forward-looking vision for the deployment and maintenance of ECB collaboration tools;
• support the adoption and strategic use of collaboration tools;
• communicate progress and performance to stakeholders and senior management; 
• drive the ECB’s collaboration application and integration strategy to create a holistic environment. 

The position offers you excellent opportunities to contribute to the digital transformation of a dynamic institution. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

Essential: 

• a master’s degree or equivalent in information management, computer science, knowledge management or another relevant field (click here for details on degree equivalences);
• deep understanding of collaboration products (OpenText Content Server, Microsoft 365, Confluence and Interact) and experience with them in a large organisation environment; 
• solid experience at an intermediate or higher level with at least one of the following:

• front-end/UI web development;
• Content Management System administration;
• graphic design;
• user experience (UX) design;
• information architecture;

• track record of managing highly complex collaboration projects; 
• professional customer orientation with a strong commitment to provide a high standard of service to users; 
• strong organisational and planning skills; 
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• understanding of change management principles and experience in leading change initiatives;
• ability to understand and translate complex information and issues;
• ability to work independently in a rapidly evolving environment; 
• ability to interact with and influence stakeholders at different levels.

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs.

You are motivated to be part of our team and to use your skills and competencies to achieve the objectives of this position.

Working modalities

To enable the Division to maintain its business continuity capability, you will occasionally be expected to perform work during non-standard working hours and work at the ECB’s standby sites.

Further information

The formal title for this position will be Organisational Solutions Expert. 

For additional information on this specific vacancy, you can speak to the hiring manager, Sylvie Beausuroy, on +49 (0)69 1344 17122 

Application and selection process

The recruitment process for this position includes a written exercise, a presentation and interviews. 

Records/Knowledge Management Specialists. ECB, Frankfurt. Open until 15 December 2020

 

Records/Knowledge Management Specialists

 Knowledge, Information, Data&Statistics

 Entry/early career

 Secretariat

 2800

General Information

Type of contract  Fixed-term contract, which may be extended subject to individual performance and organisational needs

Who can apply?  EU nationals

Salary  E/F (1) (minimum monthly net salary €4,034 and benefits, see further information section)

Role specialisation  Information Management

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  15.12.2020

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division of 50 staff members provides the framework, policies, procedures and tools to ensure that ECB staff and European citizens are able to access and benefit from our information on an ongoing basis.

As a Records/Knowledge Management Specialist you will play a key role in strengthening the ECB’s information and knowledge management services. You will work to improve the ECB’s efficiency and effectiveness by meeting users’ information needs and developing lean and automated information processes. You will make the best possible use of technology and advise and train our users to work with information in a consistent and self-sufficient manner.

You will work closely with your Team Lead and colleagues across the Division, as well as with other ECB business areas (in particular within the Directorate General Information Systems and the Data Protection Office), to deliver the Division’s work programme.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Records/Knowledge Management Specialist you will:

• engage and collaborate with our users to identify/understand their needs and to design and deliver user-centric records management and knowledge management solutions;
• design and advise on ECB information structures (access rights, folder structures, metadata, taxonomies, etc.) to facilitate the efficient recording of ECB information (information capture, retrieval and retention);
• review and monitor ECB information structures and processes to ensure that they are as efficient as possible and comply with ECB information policies and obligations, ideally in an automated way;
• proactively maintain awareness of emerging records and knowledge management services, trends, standards and technologies and understand their impact on the ECB’s information and knowledge services;
• advise, train and engage users, making them aware of the available information policies, processes, services and solutions and empowering them to work with information in a consistent and self-sufficient manner;
• actively contribute to projects that enhance the ECB’s information and knowledge services and solutions.

This position offers an excellent opportunity to combine your passion for information and knowledge management, your enthusiasm for technology and your impeccable customer service skills to transform information processes and services at the ECB. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

• a bachelor’s degree or equivalent in archives, records management, knowledge management or information science (click here for details on degree equivalences);
• in addition to the above, a minimum of two years’ experience in providing records or knowledge management services, i.e. designing efficient and robust information processes and structures; 
• experience of working collaboratively with users to gather, analyse and assess their information needs in order to provide innovative and user-centric knowledge and information solutions;
• experience of leading initiatives to foster desired behaviours and promote good information and knowledge management practices (e.g. knowledge sharing and open collaboration);
• experience in designing efficient and robust information processes and structures;
• a comprehensive knowledge of records management concepts, principles, functions, techniques, methods and international standards, as well as proven experience of applying them to information holdings;
• a broad awareness of information governance, information management and knowledge management issues, trends, standards and technologies;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• an understanding of the changing role of information professionals; 
• knowledge and understanding of metadata and the ability to design metadata structures to support information retrieval;
• experience with ECM software and collaboration and information exchange tools, preferably OpenText Content Server, Documentum, Microsoft Teams, digital whiteboards, SharePoint, Confluence and Dropbox.

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs. 

You are motivated to be part of our team and to use your skills and competencies to achieve the objectives of this position.

You are aware of your strengths and areas for development and know what motivates you to perform at your highest level.

Working modalities

We are willing to discuss part-time arrangements.

Further information

The formal title for this position will be Information Management Specialist.

Temporary appointments may be extended or made permanent subject to organisational needs and budgetary constraints. This may result in a staff member with a non-convertible fixed-term contract being offered a convertible contract in accordance with the ECB Conditions of Employment.

For additional information on this specific vacancy, you can speak to the hiring manager, Laura Rodewald, on +49 172 5728395 between 11:00 to 13:00 on Tuesday, 24 November, 10:30 to 12:30 on Thursday, 26 November and on Wednesday, 9 December, 15:00 to 17:00.

Application and selection process

For further information on how to join us, read more.

The recruitment process for this position may include an online interview via WebEx in the pre-selection phase and – if you are invited to participate in the subsequent selection phase – a written exercise, a presentation and interviews.

Information Management Coordinator, B5/B6. EUMETSAT, Darmstadt. Open until 6 December 2020

 

 

VN 20/23 REISSUE INFORMATION MANAGEMENT COORDINATOR

 

LOCATION

Darmstadt, Germany

QUALIFICATIONS

Qualification or professional certification in information management, records management or archives management

LANGUAGES

The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have some knowledge of French.

DEADLINE

6 December 2020

 

In the EUMETSAT matrix organisation, the Technical and Scientific Support (TSS) department provides support to the development and operations of EUMETSAT satellite systems, in particular ground systems; as well as quality assurance and management support services to the full organisation, through its Process Assurance and Management Support Division (PRS).

The Information Management (IM) Competence Area of the PRS Division provides IM expertise, knowhow and support across EUMETSAT.

Reporting to the Competence Area Manager, the Information Management Coordinator provides records and information management support to all EUMETSAT business areas and contributes to the implementation and evolution of the overall IM framework.

 

DUTIES

Contribute to the effective management of information throughout its life cycle, in liaison with business areas:

Ensure that records and information conform to applicable processes, procedures and working practices;

Promote awareness and use of policies, procedures and tools;

Contribute to the safe handling and processing of confidential information;

Maintain and evolve electronic filing systems, templates, and baselined information in liaising with engineering teams.

 Implement information and retention policies and participate in their quantitative and qualitative monitoring, as well as their update;

Contribute to the development and refinement of records management tools such as classification scheme and retention schedule;

Contribute to standardisation activities, for example with regard to metadata, document templates, reporting;

Provide support to migration and deployment of content management applications.

 

SKILLS AND EXPERIENCE

Proven experience using enterprise-wide content management tools in an information-intensive industry (e.g. aerospace, defence, finance, or similar);

Proven experience providing advice/guidance to users in order to ensure information management working practices are followed;

Knowledge of records management principles and practices;

Ability to handle peaks of workload by self-organisation and management of priorities;

Excellent communication and interpersonal skills and the ability to work as part of a team;

Strong service and customer focus;

Experience in information retrieval, taxonomy management, or digital preservation would be an asset.

 

EMPLOYMENT CONDITIONS

The initial contract will be of 4 years’ duration, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and organisation requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

This post is graded B5/B6 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 5,217 per month (net of internal tax) which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.

EUMETSAT is committed to providing an equal opportunities work environment for men and women.

Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.

ABOUT EUMETSAT

EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.

 EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.

 As an intergovernmental European Organisation, EUMETSAT has 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)

Internship on a Metadata Schema and Registry. EUMETSAT, Darmstadt. Open until 15 November 2020

INTERNSHIP ON A METADATA SCHEMA AND REGISTRY FOR EUMETSAT

LOCATION

Darmstadt, Germany

QUALIFICATIONS

Currently enrolled in a university degree in information management or related discipline. A focus on metadata management during studies will be an asset.

LANGUAGES

Candidates must be able to work effectively in English.

DEADLINE

15 November 2020

EUMETSAT is Europe’s meteorological satellite agency and its purpose is to gather accurate and reliable satellite data on weather, climate and the environment around the clock, and to deliver them to our Member States, to our international partners, and to users world-wide.

This project targets the improvement and streamlining of metadata management at EUMETSAT, by preparing the foundations in form of a common metadata schema and a registry for metadata elements where information on these elements is stored and maintained in a standardised and sustainable way.

This project will be accomplished under supervised support and in continuous exchange with Information Management team members, within Process Assurance and Management Support Division.

DUTIES

The intern will establish an inventory of metadata elements and their characteristics used in EUMETSAT corporate tools;

Based on this inventory, the intern will then develop a schema of metadata elements that could or should be common across tools in the interest of interoperability and, in particular, search;

 The intern should also investigate whether the metadata use is adequate for retrieval or whether further/other metadata elements could boost findability of information;

Finally, the structure for a registry as central location for storing the information on metadata elements should be developed;

The intern will elaborate a report summarising the outcome of his/her findings, including ideas which may be incorporated by EUMETSAT.

SKILLS AND EXPERIENCE

Excellent communication and team working skills;

Learning Orientation and innovative approach;

Problem Solver and Proactive approach;

Excellent interpersonal skills and the proven ability to work in a team;

Readiness to learn and expand the own knowledge.

EMPLOYMENT CONDITIONS

Length of internship:  6 months

Anticipated start date: 1 April 2021

Interns who have recently finished their studies will receive German minimum wage.

No salary is paid to interns who are still in studies, however a daily allowance and contribution to travel / accommodation costs may be provided. The conditions will be established taking into account the requirements and policy of the intern’s educational institution.

Interns are responsible for providing their own health and accident insurance and for finding their own accommodation in Darmstadt.  

EUMETSAT is committed to providing an equal opportunities work environment for men and women.

Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.

ABOUT EUMETSAT

EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.

EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.

As an intergovernmental European Organisation, EUMETSAT has 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)

3 Traineeships in the Information Governance Division. ECB, Frankfurt. Open until 15 July 2020

Traineeships in the Information Governance Division

Reference 2020-298-TRA

Type of contract Traineeship

Who can apply EU nationals eligible for our traineeship programme
(https://www.ecb.europa.eu/careers/what-weoffer/
traineeship/html/index.en.html)

Salary The trainee grant is €1,070 per month plus an accommodation
allowance.

Working time Full-time

Place of work Frankfurt am Main, Germany

Closing date for
applications
15 July 2020

Your team
You will be part of the Information Governance Division in the Directorate General Secretariat. Our
Division provides records management and archival services, including managing the ECB’s
document and records management system, and library information services. In addition, the Division
develops, maintains and guides the implementation of information management policies and
procedures and is responsible for related training, maintenance and support.
We are currently devising an Enterprise Information Management strategy and laying the foundations
for a knowledge management programme, which will involve taking a holistic approach to managing
the ECB’s information and knowledge assets.

The Division is seeking to recruit three trainees: two in the Archives and Records Management team
within the Information Governance Policies Section and one in the Library team within the Knowledge Solutions Section.
The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role
 
As a trainee in the Archives and Records Management team you will:
be part of the centralised Archives and Records Management Support Service and be involved
in a wide range of operational tasks related to how information is created, processed, stored
and preserved for future use, in a highly specialised environment;
specify and/or test functional requirements for electronic records management and archives
management/digital preservation systems;
support the quantitative and qualitative monitoring and reporting of information management
practices;
support the implementation of the ECB’s retention policy for paper and digital records;
help to acquire, appraise and describe archival material to meet business and organisational
needs;
contribute to the Division’s information management projects, including digital archiving and
preservation, external collaboration, digitalisation of archival material and the opening of the
ECB’s historical archives to the general public.
help to develop and update the ECB’s information management policies, procedures and
guidance;
help to streamline guidance and raise staff awareness to encourage adherence to the ECB’s
information management policies and procedures.

As a trainee in the Library team you will:
provide reference services and research support, using print and electronic information
resources;
help to provide customised information services to meet business and research needs,
including by scanning relevant publications, searching online databases, monitoring news and
setting up alerts;
help to develop tailored alert services and prepare annotated reading lists on topics related to
the ECB;
promote and raise awareness of available resources and services.
The traineeship offers you an excellent opportunity to gain experience in providing information
services in an institutional environment and to gain insight into various topics related to the ECB’s
activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential:
a bachelor’s degree or higher qualification in information, archives and/or records management
or library studies, or, if your first degree is not in this field, a postgraduate diploma, master’s
degree or higher qualification – or enrolment in a postgraduate course – in any of these
subjects;
a working knowledge of Microsoft Office, in particular Word, Excel, PowerPoint and Outlook;
an awareness of and interest in the role and functioning of the ECB;
an advanced (C1) command of English and an intermediate (B1) command of at least one
other official language of the EU, according to the Common European Framework of Reference
for Languages,
https://www.coe.int/en/web/common-european-framework-reference-languages/table-1-cefr-3
.3-common-reference-levels-global-scale.

Desired:
for the traineeship in the Archives and Records Management team: knowledge of a document
management system such as OpenText Content Server, digital preservation software such as
Preservica, and/or archival cataloguing tools such as Calm and Adlib;
for the traineeship in the Library team: experience in providing library services and knowledge
of library management systems.
You are curious and eager to learn, and want to further develop your ability to analyse complex
information. You are keen to collaborate with others, pursue team goals and learn from other people’s
diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need
for change and propose alternative solutions.

Further Information
Traineeships of six months, extendable up to 12 months in total.

Application and selection process
For further information on how to join us,
http://www.ecb.europa.eu/careers/before-you-apply/html/index.en.html.