Library & Archives Information Manager. OECD, Paris. Open until 19 August 2015

Library & Archives Information Manager

Job Number:

09986)

Description

The OECD’s mission – Better Policies for Better Lives – is to promote policies that will improve the economic and social well-being of people around the world. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The Digital, Knowledge and Information Service in the Executive Directorate (EXD/DKI) provides digital solutions to support and enhance the OECD’s global role in building knowledge, communicating with the world and interacting with governments to inform and influence policy making.

EXD/DKI is recruiting an Information Manager who will report to a team leader in the Knowledge and Information Management Unit and will respond to and follow-up on client requests, participating in: cataloguing, digitising and downloading electronic records and indexing paper records received from clients into the corporate repository OECD.Records, applying information management principles, inventorying records and processing loans and returns. This work will be carried out in different locations at la Muette, in Boulogne and in Sèvres and interviews will be held in Paris 31 August/1 September 2015.

Main Responsibilities

Client support:

• Reply to, dispatch and follow-up on client requests. Provide guidance, training and support to clients including: records management advice, locating and ordering articles, publications, interlibrary or archival loans and monitoring returns and following-up with clients when items are not returned on time.
• Appraisal of electronic records transfered by Directorates. Assure their indexing, storage or destruction in line with the Organisation’s retention schedule.
• Keep abreast of information sources in order to meet clients’ information needs.

Cataloguing, digitising and downloading of electronic documents:

• Digitise documents from microfiches, microfilms or paper.
• Check the quality of digitised folders and import and index them in OECD.Records.
• Import and catalogue electronic versions of OECD monographs, periodicals, official documents, photos, audio and video recordings into OECD.Records.

Information Management:

• Work with clients across the Organisation to identify their needs, implement good knowledge and information management research practices and apply practical digital solutions.
• Participate in the Unit’s strategic projects as part of the Digital, Knowledge and Information Management Service’s work programme.

Communication:

• Participate in preparing material, exhibits and animations for the Unit’s events in co-ordination with the communications co-ordinator.

Ideal Candidate Profile

Academic Background:

• Post-secondary education.
• A professional qualification in records, library or information management.

Professional Background:

• Three years practical experience in one of the fields related to records, information or library management.
• Experience in taxonomy management and working with semantic tools would be an advantage.
• Two years experience of working in a multi-cultural and multi-disciplinary environment.

Tools:

Good knowledge of:

• OpenText Content Server
• AcrobatPro
• Microsoft Office Suite

Languages:

• An excellent written and oral command of one of the two official languages of the OECD (English and French) and working knowledge of, or willingness to learn, the other.
• Knowledge of other languages would be an asset.

Core Competencies

• For this role, the following competencies would be particularly important: Analytical thinking, Managing resources, Client focus.
• Please refer to the full list of OECD Core Competencies and the level 1 indicators.

 

Contract Duration

• Two year fixed term appointment, with the possibility of renewal.

What the OECD offers

• Monthly base salary starting from 3 229 EUR exempt of French income tax, plus allowances based on eligibility.

• Please note, the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities.

Library and Archives Information Manager. OECD, Paris. Open until 4 May 2014

Library & Archives Information Manager

 

(Job Number:

09233)

Description

The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The Operations Service (OPS) in the Executive Directorate (EXD) is responsible for managing and running the OECD’s buildings infrastructure, providing a range of operational services for the functioning of the Organisation and supporting substantive work through the provision of knowledge and information services. The objectives are to provide good quality, value for money services that make maximum use of technology and modern day practices.

EXD/OPS is looking for an Information Manager to respond and follow-up on client requests made to the Library & Archives Unit, to catalogue, digitize and download into the OECD Library & Archives repository electronic documents as well as the paper records received from Directorates and to apply information management principles. S/he will work under the supervision of the person responsible for the Library&Archives Unit (Client Services) in the Information Management Services Division (IMSD) in the Operations Service.

Main responsibilities

Information Management

• Participate in the on-going changes to convert the Library and Archives Unit into a knowledge and information management centre, with a view to raising the standard of research in the OECD.
• Participate in the implementation of the Unit’s strategic projects, including the different projects related to Knowledge and Information Management.
• Work with clients across the Organisation to implement good information management and research practices.

Technical support

• Reply, dispatch and follow-up on client requests. Provide guidance, training and support to clients using Library & Archives information management tools. Locate and order articles or interlibrary loans or archives requested by clients.
• Collect, organise, analyse and present information provided in response to client demand in line.
• Keep abreast of information sources in order to meet users’ information needs.

Cataloguing, digitization and downloading of electronic documents

• When requested by users, digitize documents on the basis of microfiches, microfilm or paper.
• Check the quality of the digitized folders and import and index them in the Organisation’s Library & Archives repository.
• Import the electronic versions and catalogue OECD monographs and periodicals and audio or video recordings into the Library & Archives repository.
• Index digitised OECD Official Documents and prepare for import into the Organisation’s Library & Archives repository.
• Catalogue and index into the Library & Archives repository the records received from all Directorates.

Communication

• Identify topics, sources and records for exhibits and participate in the preparation of material and exhibit layout.
• Participate in the organisation and animation of Library & Archives Events in co-ordination with the Units’ communications co-ordinator.
• Assist, guide and supervise external researchers conducting research on OECD declassified material on OECD premises.

Other tasks

• Carry-out any other related tasks, as required by the Unit.

Ideal candidate profile

Academic background

• Post-secondary education and preferably a professional qualification in records, library or information management, or equivalent professional experience.
• A Category B French driving licence or equivalent would be an advantage.

Professional background

• At least three years practical experience in one of the fields related to records, information or library management.
• Experience of working in a multi-cultural, multi-disciplinary environment is desirable.

Tools

• Proven experience with IT solutions in an information environment is essential. Knowledge of OpenText Content Server would be an advantage.
• Good knowledge of data modelling and data structuring.
• Good knowledge of the Microsoft Office suite (Word, Excel, etc.).

Languages

• Excellent knowledge of one of the two official languages of the Organisation (English and French); good knowledge of the other.

Core competencies

Please refer to the OECD Core Competencies and the level 1 indicators.

Contract Duration

Two year fixed term, with the possibility of renewal.

What the OECD offers

Basic monthly salary from 3163EUR, exempt from income tax in France, plus allowances/benefits depending on individual situation.

Please note the appointment may be made at a lower grade depending on the qualifications and professional experience of the selected applicant.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, nationality, opinions or beliefs, gender, sexual orientation, health or disabilities.

Information Manager, B4. Council of Europe, Strasbourg,. Open until 7 May 2014

Vacancy Notice N° e85/2014
Information Manager (Grade B4)
Directorate General of Administration

Directorate of Information Technology
Closing Date: 07 May 2014
Location : Strasbourg

Job Mission

FIXED-TERM CONTRACT

Under the general authority of the Director of Information Technology and the Head of the Information Management Division (IMD), the incumbent will provide professional guidance and contribute to the programmes of this Division, in compliance with general guidelines and priorities and with a concern for quality, efficiency and accuracy.

Key Activities

The incumbent will perform all or a combination of the tasks related to the management of contents in an organisation-wide setting. In addition, the incumbent will also perform the following specific duties, under the guidance and the authority of the Head of the Access and Standardisation Section:

• Supervision and co-ordination of daily operations and projects in the domains of document and records management,
• Delivery of information organisation for document and records management.
• Supervision and coordination of metadata management (esp. the centrally controlled vocabularies).
• Participation in the provision of search functionality (common search engine) and user guidance.
• Functional and basic system administration for existing documentary systems in delegation of the IMD.
• Guidance in description and management of archive collections; guidance to creators for tagging their documents.
• Preparation and diffusion of ECM fundamentals (controlled vocabularies, procedures, policies, guidelines and manuals).

• Provision of archive and information services to internal and external users.
• Participation in the management of archive and information services.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

Eligibility Requirements

Only applicants who best meet the following criteria will be considered for shortlisting. Criteria marked with an asterisk (*) are statutory requirements.

· Qualifications*: professional degree or certification in RIM (Records and Information Management);

· Experience:

o At least 5 years of professional experience in RIM;

· Language requirements: very good knowledge of both official languages (English and French).

· Nationality*: nationality of one of the 47 Council of Europe member states.

· Age*: under 65 years of age at the closing date of the vacancy notice.

Competencies

Essential:

• Professional and technical competencies:

o ICT skills: has good computer skills of standard tools in office applications (word processing, spreadsheet, data bases, presentation software, outlook, internet/intranet publications) and good experience with ECM (Enterprise Content Management) systems;

o planning and work organisation;

o information seeking;

o problem-solving skills.

• Interpersonal skills: service and client orientation, team-work and co-operation; relationship-building.

Desirable:

• Professional and technical competencies:

o Basic knowledge of Project Management, especially Change Management; an advantage;

o Practical experience with taxonomy design and management an advantage.

For more information, please refer to the competency inventory of the Council of Europe.

Additional Information

Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website www.coe.int/jobs you can create and submit your on-line application. Applications must be submitted at the latest 7 May 2014 (midnight Central European Time).

The selection procedure consists of shortlisting, assessment(s), and a panel interview. Assessments may include one or more of the following: ability tests, behavioural questionnaires, job-related examinations, situational exercises, language tests, interviews and full assessment centres. At least one assessment will be eliminatory.

Depending on the number of applicants, the length of the required professional experience may be increased.

Candidates with the best results in the previous stages of the procedure (tests, exams, etc.) will, as a last stage of the procedure, be invited for an interview with a panel.

Following this competition, a reserve list of successful candidates, in order of merit, may be established. This list will be valid for two years with the possibility of extending it to a maximum of four years. It should be noted that placement on a reserve list does not give candidates the right to an appointment within the Council of Europe. The choice of candidates from a reserve list is not made solely according to the order of merit but also takes into account the requirements of the position to be filled and the qualifications of the candidates.

During the period of validity of the reserve list, candidates on the list may be offered employment on a fixed-term contract, which may be renewed one or several times. There is a statutory probationary period of two years.

The compulsory retirement age is 65.

Details on conditions of employment including salaries, allowances, pension scheme and social insurance can be consulted on our recruitment website.

Under its equal opportunities policy, the Council of Europe is aiming to achieve parity in the number of women and men employed in each category and grade. In the event of equal merit, preference will therefore be given to the applicant belonging to the under-represented sex.

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

The Organisation

The Council of Europe is a political organisation founded in 1949 in order to promote greater unity between its members. It now numbers 47 member states. The Organisation’s main aims are to promote democracy, human rights and the rule of law, and to develop common responses to political, social, cultural and legal challenges in its member States. Since 1989 it has integrated most of the countries of Central and Eastern Europe and supported them in their efforts to implement and consolidate their reforms.

The Council of Europe has its permanent headquarters in Strasbourg (France). By Statute, it has two constituent organs: the Committee of Ministers, composed of the member States’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States.

The European Court of Human Rights is the judicial body competent to adjudicate complaints brought against a state by individuals, associations or other contracting states on grounds of violation of the European Convention on Human Rights.

External recruitment procedure organised in accordance with Article 15B of the Regulations on Appointments

Library & Archives Information Manager (Client Services – Contracts and Subscriptions). OECD, Paris. Open until 13 May 2013

Job Description Library & Archives Information Manager (Client Services – Contracts and Subscriptions)( Job Number: 08665) Description The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems. The Operations Service (OPS) of the Executive Directorate (EXD) is responsible for managing and running the OECD’s buildings infrastructure, providing a range of operational services for the functioning of the Organisation and supporting substantive work through the provision of knowledge and information services. OPS is looking for an Information Manager to assist with the management of external information sources and the administration of contracts and subscriptions. S/he will work under the supervision of the person responsible for Contracts and Subscriptions in the Client Services Team of the Library & Archives Unit within the Information Management Services Division (IMSD) of the Operations Service. Main Responsibilities: Information Management: • Participate in the proactive efforts of the Library and Archives Unit to provide knowledge and information management services to substantive Directorates, with a view to raising the standard of research in the OECD. • Work with clients across the Organisation to implement good information management and research practices. Management of external information sources: • Identify and participate in the organisation of acquisitions of electronic information sources to provide relevant information in support of substantive work in a cost-effective way. Search the Internet to find quality information relevant to the OECD’s work. • Process requests for electronic and paper subscriptions and manage renewals. • Maintain regular contact with publishers to keep abreast of their policies and practices, and check that electronic accesses for OECD staff are operational. Follow-up with providers on missing issues or technical problems. • For electronic subscriptions, maintain an alert system for articles relevant to clients’ specialities. For paper subscriptions, create and maintain circulation lists; continue efforts to replace paper by electronic access. Contracts and Invoicing: • Participate in drafting consultations, call for tenders and the subsequent review of proposals. • Participate in negotiations with vendors to ensure that favourable conditions are obtained for contracts in full respect of the financial rules. Ensure that contract conditions are adhered to. Liaise as appropriate to ensure timely delivery and review of material. • Verify invoices against orders, process payments and follow-up as necessary. Keep track of expenditures and respect allocated budget. Other tasks: • Produce monthly statistics on the activities related to periodicals. • Create and manage users in Livelink, ensure access to online databases and periodicals. • File all correspondence, contracts and background information in the records management system Livelink. • Carry-out any other tasks that may be required for the Unit. Candidate’s profile: Academic background: • A good level of post-secondary education, preferably rewarded by a degree or a qualification in library, records or information management. Professional background: • At least three years’ practical experience in one of the fields related to records, information or library management. • At least three years practical experience in managing periodicals would be an advantage. • Knowledge of the Organisation’s financial rules and administrative procedures relative to the processing of contracts and expenditures would be an advantage. Tools: • Good knowledge of the Microsoft Office suite (Word, Excel, Outlook). • Knowledge of Livelink records management software, or similar software, would be an advantage. • Proven experience with IT solutions in an information environment. Languages: • Excellent knowledge of one of the official languages of the Organisation (English and French) and a good oral and written knowledge of the other. Core Competencies Please refer to the OECD Core Competencies and the level 1 indicators. Contract Duration 2 years fixed term, with the possibility of renewal. What the OECD offers Monthly base salary starting from 3 150 € net of French taxes plus allowances based on eligibility. NB. The appointment may initially be made at the level immediately below if the qualifications and professional experience of the selected applicant correspond to that level; in this case, the duties and responsibilities assigned will be adjusted accordingly. The OECD is an equal opportunity employer and encourages all qualified candidates to apply.

Library & Archives Information Manager (Client Services – Document Management). OECD, Paris. Open until 13 May 2013

Job Description Library & Archives Information Manager (Client Services – Document Management)(Job Number: 08663) Description The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems. The Operations Service (OPS) of the Executive Directorate (EXD) is responsible for managing and running the OECD’s buildings infrastructure, providing a range of operational services for the functioning of the Organisation and supporting substantive work through the provision of knowledge and information services. OPS is looking for an Information Manager who will be responsible for digitizing, indexing and keeping an inventory of OECD archives, monographs, periodicals and documents and also for monitoring loans and returns. S/he will work at the Headquarters in Paris (La Muette) and in an Annex in the Paris region (Sèvres), under the direct supervision of the responsible Information Managers in the Client Services of the Library and Archives Unit within the Information Management Services Division (IMSD) of the Operations Service. Main Responsibilities: Digitization and downloading of electronic periodicals: • When requested by users, digitize documents on the basis of microfiches, microfilm or paper. • On the basis of a predetermined timetable, download electronic versions of periodicals and format them according to preestablished criteria. Carry-out a detailed inventory of and prepare collections for digitization by an outside provider. Check the quality of the digitized folders and import and index them in the Organisation’s archive management system. • Import the electronic versions and catalogue OECD monographs and periodicals. Management of archive stacks: • Look after the day-to-day management of the library and archive stacks and ensure that the space is efficiently used. Make sure that all the stacks and all the boxes are correctly identified and located in the archives management software. Move the boxes when necessary and prepare their transfer for additional sorting by colleagues in the Unit. Update the corresponding computer data in the archives management software. This task requires the capacity to carry and handle relatively heavy loads. • Carry-out the physical and computer destruction of archives in line with the management table in use. • Supervise the physical cleaning of the archive stacks and adjoining work spaces carried out by the sub-contractor. Management of loans and returns: • Receive, process and make an inventory of incoming archives and documents and update the data when necessary. • Receive computer archives and documents put into the archives management system by Directorates. Handle their filing and their storage or destruction in line with current storage periods. • Reply to requests to consult archives or publications. Carry out searches and provide access to archives, after authorization, to the directorate concerned • Organise archive and document loans to the inputting directorate, on request, and record loans and returns in the archive management software. Inform the Head of Unit of any archives and loans which are not returned on time. Other tasks: • Carry-out any other related tasks, as required by the Unit. Candidate’s profile: Academic background: • A good level of secondary education. • A valid category B French driving licence would be an advantage. Professional background: • Proven experience in the management of stacks. • Professional experience in a multidisciplinary and multicultural environment would be an advantage. Tools: • A good knowledge of the Microsoft Office suite (Word, Excel, Outlook). • Knowledge of Livelink records management software, or similar software, would be an advantage. Languages: • Excellent knowledge of one of the two official languages of the Organisation (English and French) and a sound knowledge of the other. Core Competencies: Please refer to the OECD Core Competencies and the level 1 indicators. Contract Duration: Two years fixed term, with the possibility of renewal. What the OECD offers Monthly base salary starting from 2 740 € net of French taxes plus allowances based on eligibility. NB: The appointment may initially be made at the level immediately below if the qualifications and professional experience of the selected applicant correspond to that level; in this case, the duties and responsibilities assigned will be adjusted accordingly. The OECD is an equal opportunity employer and encourages all qualified candidates to apply.