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

VACANCY NOTICE V/AD/REF/1/2020

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

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)

 

Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

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

 

Our Unit

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

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

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

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

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

services, developing them and implementing plans for sustainable

growth.

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

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

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

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

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

services, the purchase office and translation work.

 

1

cf. Annex II

 

Your Key Responsibilities

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

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

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

and providing information services to EUI services and departments.

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

document and records management policies of the EUI.

 

Level of Expertise:

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

archiving) and applicable data protection regulations;

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

management profession with particular regard to activities in EU institutions;

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

classification schemes and by testing audit trails.

 

Technological awareness:

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

management;

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

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

maintenance.

 

Policy/ Strategy Making:

 Developing and maintaining document management policies;

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

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

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

of documents and files;

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

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

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

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

 Participating actively in the relevant working groups.

 

Representation/communication:

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

the EUI records management programme;

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

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

managed in a secure way;

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

networking activities.

 

Level of autonomy and accountability:

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

 Reporting directly to the REFS Director.

 

Role in administrative processes:

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

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

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

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

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

managed and retained in an appropriate and secure way;

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

administrative and academic staff.

 

People management:

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

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

all users involved in document and records management;

 Conducting evaluation of the training provided;

 

Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.

 

Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.

 

Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

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

priorities;

 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.

 

What We Offer

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

exclusive focus on doctoral and post-doctoral studies;

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

European Union, and many other excellent research

facilities;

 Language courses and soft skills trainings;

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

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

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

 

How To Apply

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

form available at

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

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

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

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

 

Annex I – Eligibility and Selection Criteria

 

ELIGIBILITY CRITERIA

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

and specific conditions:

 

1. General conditions

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

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

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

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

the duties of the post;

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

 Being physically fit to perform the duties.

 

2. Specific conditions

2.1 Education (Qualifications)

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

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

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

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

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

2.2. Professional experience2

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

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

the diploma required under 2.1.

2.3 Knowledge of Languages3

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

Union; and

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

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

 

 

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

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

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

 

SELECTION CRITERIA

 

Essential

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

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

management programmes, including the use of dedicated systems;

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

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal

data;

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

Advantageous

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

international environment;

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

organization;

 Knowledge of additional languages of the European Union.

Knowledge Management Officer, P-4. FAO, Rome. Open until 23 October 2020

 2002366

 

Knowledge Management Officer 

Job Posting

: 09/Oct/2020

Closure Date

: 23/Oct/2020, 11:59:00 PM

Organizational Unit: CJWC

Job Type

: Staff position

Type of Requisition: Professional Project

Grade Level: P-4

Primary Location

: Italy-Rome

Duration: Short-Term (11 months)

Post Number: TBD

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device       The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments _____________________________________________________________________________________________________________________

•  FAO is committed to achieving workforce diversity in terms of gender and nationality •  People with disabilities are  protected from any type of discrimination during any stage of employment, including the recruitment phase •  All applications will be treated with the strictest confidentiality

 

Organizational Setting

The Secretariat of the Joint FAO/WHO Codex Alimentarius Commission, which is the executive organ of the Joint FAO/WHO Food Standards Programme, is located in the Joint FAO/WHO Centre (CJW). The Secretariat is under the programmatic responsibility of the relevant Deputy Directors-General, Assistant Directors-General of FAO and WHO as well as the Chief Scientist of FAO, while administratively under the supervision of the FAO Deputy Director-General of Natural Resources and Sustainable Production.

The Secretariat is administered in accordance with the rules and regulations of FAO. It services the sessions of the Commission and its subsidiary bodies, and acts as liaison between the Commission and interested sectors of FAO and WHO as well as the World Trade Organization (WTO), other organizations of the United Nations, and other international governmental and non-governmental organizations concerned with the consumer protection, quality and trade aspects of food standards. 

The post is located in CJWC team and the work will be undertaken in close coordination with the Office of Communications (OCC) and the Information Technology Division (CSI).

Reporting Lines

The Knowledge and Information Management Officer reports to the Senior Food Standards Officer P-5 

Technical Focus

Coordination of knowledge and information management activities.

Key Results

Planning, coordination and delivery of knowledge and information management activities.

Key Functions

• Manages and coordinates the development and support of information management applications for high quality data capture, data processing, analysis and dissemination of information in support of FAO's work;

• Coordinates and supervises the work of the system developers in support of the sectors and programs specific areas of work, including the development and maintenance of the Form Management Tool (FMT) database and associated data entry platforms, both on-line and off-line;

• Engages with the Heads of Sector to determine specific information and data management requirements in order to direct the design, development and maintenance of appropriate infrastructure, systems and processes;

• Provides technical advice and support to the strategic planning and implementation of the Information and Communication Technology (ICT) and Information Management areas of work, including the procurement of appropriate infrastructure, contracted services, support personnel and other investments as required;

• Supports the preparation and organization of meetings, seminars, and workshops, attend coordination meetings and represent the FAO Office in knowledge and information management activities working groups;

• Performs other duties as required.

Specific Functions

• Leads the efforts on the digitalization of Codex in coordination with OCC/CSI

• Oversees the management of electronic and/or paper-based information and records for the Codex Secretariat; Identifies, designs, sets up, maintains the most appropriate records management systems; Catalogues, indexes and abstracts Codex materials;

• Manages, assesses and analyses data to provide management with relevant information to elaborate core strategies in the unit to ensure the efficient and effective access to and dissemination of Codex outputs; Ensures compliance with relevant legislation and regulations to preserve records; Ensure a complete historical repository of Codex audio-visual materials is maintained; Leads the implementation of a repository for Codex Terminology to be used by Codex officers and translators;

• Responsible for the provision of a policy framework to guide staff in records management, and provide training and advice to members/clients on use of electronic information services; Analyses and develops innovative, creative and strategic approaches to ensure the efficient and effective access to and dissemination of Codex outputs;

• Facilitates implementation of the Codex communication plan developed jointly with OCC and in collaboration with relevant units;

• Facilitates optimal implementation of Codex meetings, in particular virtual meetings, including participation of Codex Secretariat and host countries in Codex meetings and working groups; 

• Attend, on behalf of the Codex Secretariat, relevant FAO/WHO meetings and other bodies or organizations working in the field of food standards;

• Perform other related duties, as required.

_____________________________________________________________________________________________

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in an area related to information and knowledge management, business administration or communications

• Seven years of relevant experience in information and knowledge management in international organizations   

• Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian

Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable

•Extent and relevant experience in knowledge and information management systems, communication

• Knowledge of a second official FAO language (Arabic, Chinese, French, Russian or Spanish) is desirable

  

FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

 

GENERAL  INFORMATION

• All candidates should possess computer/word processing skills
• FAO reserves the right not to make an appointment, to make an appointment at a lower grade, or to make an appointment with a modified job description

 

CONDITIONS OF SERVICE

 

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:  http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm

FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce . FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes: 
• elements of family-friendly policies
• flexible working arrangements
• standards of conduct

 

 

 

 

 

 

HOW TO APPLY

 

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply and submit your application
• Your application will be screened based on the information provided on your online profile
• Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Only applications received through the FAO recruitment portal will be considered
• We encourage applicants to submit the application well before the deadline date

If you need help, or have queries, please contact: Careers@fao.org 

FAO IS A NON-SMOKING ENVIRONMENT

Young Graduate Trainee for Digitisation of Archives. European Space Agency, Frascati. Open until 26 September 2018

EUROPEAN SPACE AGENCY

Young Graduate Traineeship Opportunity in the Director General's Services.

ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged.

Post
Young Graduate Trainee for Digitisation of Archives

This post is classified F1.

Location

ESRIN, Frascati, Italy 

Our team and mission

The Director General’s Cabinet assists the Director General and the Council in their activities. It also ensures the necessary support for all meetings and official visits at high level, including an appropriate protocol service. It co-ordinates transversal activities in all areas reporting directly to DG. 

The Cabinet guarantees Member States access to the necessary information to support the decision making process and maintains the ESA archives for access, fruition and exploitation of its member states its’s scientific community.

Interested candidates are encouraged to visit the ESA website: http://www.esa.int

Field(s) of activities

The rapid evolution in Information and Communication Technology (ICT) have strongly enhanced the value of digitally managed data, information and knowledge.

ESA is therefore implementing the ESA Digital Agenda for Space (EDAS). Specifically the Cabinet is part of the digital transformation of the Agency with a leading role in the development of a  system to collaborate with its member states,  distribute and make accessible official documents and made available its archives.

Focus areas for the trainee will be document management, system to facilitate collaboration inside and outside the Agency and the digital transformation of archives.

Specifically the Young Graduate Trainee (YGT) shall perform the following activities:

• conduct ad hoc studies and analysis in support of the Cabinet specific items of the Digital Agenda;
• support the testing, validation and the deployment of the systems developed by IT;
• support the change management activities related to the digital transformation;
• support the transition of libraries from LN to Microsoft Share Point and support the use of Microsoft Share Point functionality to implement the ESA Records management procedures;
• participate in the assessment of the collections of the ESA Corporate archive and support the publication of its catalogues on-line.

Technical competencies

Knowledge of relevant technical domains

Relevant experience gained during internships/project work

Breadth of exposure coming from past and/or current research/activities

Knowledge of ESA and its programmes/projects

Behavioural competencies

Self Motivation

Communication

Continuous Learning

Cross-Cultural Sensitivity

Teamwork

Education

Applicants should have just completed, or be in their final year of a University course at Masters Level (or equivalent) in a technical or scientific discipline.
 

Additional requirements

Familiarity with document management concepts and solutions is an asset.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.

In addition, applicants should demonstrate good interpersonal skills and the capacity to work both independently and as part of a team as well as a customer focus attitude.

During the interview the candidates’ motivation and overall professional perspective/career goals will also be explored.

Other information

For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework.

   

The closing date for applications is  26 September 2018.

If you require support with your application due to a disability, please email contact.human.resources@esa.int.

--------------------------------------------------------------------------------------------------------------------------------------------------

Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, and the UK, or Slovenia as an Associate Member, Canada as a Cooperating State, Bulgaria, Cyprus, Latvia, Lithuania and Slovakia as European Cooperating States (ECS).

 Priority will first be given to candidates from under-represented Member States.

In accordance with the European Space Agency’s security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment

Administrative Services Assistant (Records management), G-4. IFAD, Rome. Open until 11 April 2017

Administrative Services Assistant (Records Management)

Vacancy Announcement Number	1517
Date of Issue	28/03/2017
Deadline for Applications	11/04/2017
Organizational Unit	Administration Services
Level	G-4
Duty Station	ROME
Duration of Assignment	2 years fixed term (renewable)

Organizational context

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and  advocates at the local, national and international level for policies that contribute to rural transformation.
The Corporate Services Department (CSD) provides IFAD with human resources, administrative services, safety and security and information technology resources required to allow IFAD to meet its objectives of enabling rural people overcome poverty.
Within CSD, the Administrative Services Division (ADM) provides a series of critical user-oriented services including records management and archives to support the Organization core activities and facilitate day to day business operations in line with international accepted best practices.

Post's organizational accountability

Administrative Services Assistants are located in the Administrative Services Division (ADM) and typically work under the supervision of an Administrative Services Associate, Analyst or Specialist. Assistants at the G-4 level perform standardized work, categorized as process-oriented, requiring full knowledge and understanding of a body of formal rules, practices and procedures; the work may require on-the-job training in support work to specialized activities of the unit to which assigned. G-4 Administrative Services Assistants work with moderately complex systems, such as dedicated travel systems or standalone databases, or components of complex systems, such as PeopleSoft. This is the full working level for non-specialized administrative services support functions. Work involves a variety of transaction processing that requires the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, based on knowledge of standard practice and requiring a choice of methods to use or courses of action to take. Assistants at this level are expected to resolve routine questions and problems, referring only the most complex to higher-level staff. It also requires thorough knowledge of the related work in own office and general knowledge of similar work in other offices.
Under the overall guidance of the Manager, Administrative Services and direct supervision of the Records Management Officer, the incumbent will work in the Records Management Team (RMT) which has the overall responsibility of effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence.
In particular, the focus of this position is on the provision of activities related to handling of paper and electronic records according to established records management policy and procedures. This role requires accuracy and high level of discretion and confidentiality for the proper distribution, classification, appraisal and retrieval of records.
Working under general supervision for the completion of standard tasks, the G-4 Administrative Services Assistant participates in all phases of the work process; s/he may receive specialized training and learning opportunities in support of workforce planning and career development.

Key results expected / Major functional activities

1. Determine distribution of incoming electronic and paper correspondence in accordance with the Correspndence Routing Index (CRI) and accurately process sensitive and confidential correspondence.
2. Appraise records in accordance with Records Management Policy.
3. Digitize paper records and capture them in the electronic records management system (ERMS).
4. Profile records in accordance with established procedures to ensure search and retrieval.
5. Provide reference service to clients for records retrieval.
6. Ensure that records management equipment is regularly maintained and assistance is provided when needed.
7. Act as backup for mailroom services.
8. Perform any other duties as required.

Impact of Key results / Key performance indicators

Impact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.

Representation / Work relationships

Impact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.

Competencies

Organizational

• Strategic thinking and organizational development : Personal influence
• Demonstrating Leadership: Personal leadership and attitude to change
• Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
• Focusing on clients: Focuses on clients
• Problem solving and decision making: Demonstrates sound problem solving and decision making ability
• Managing time, resources and information: Manages own time, information and resources effectively
• Team Work: Contributes effectively to the team
• Communicating and negotiating: Communicates effectively: creates understanding between self and others
• Building relationships and partnerships: Builds and maintains effective working relationships

Technical/Functional

• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint..
• Knowledge of IFAD administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors; ability to handle confidential information with discretion.
• Sense of initiative and good judgement.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

Minimum recruitment qualifications

Education:

• High school diploma is required.

Experience:

• At least three (3) years of progressively responsible experience in office support.
• Basic knowledge in records management/archives is required.

Language and other skills requirements:

• Excellent written and verbal communication skills in English.
• Knowledge of Arabic language (essential)
• Knowledge of French or Spanish language (desirable)

Other information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful

Shortlisted candidates will be required to take FAO English Language Test and obtain at least Level B and FAO Arabic Language test and obtain Level C unless mother-tongue.

Records Management Officer, P-2. IFAD, Rome. Open until 9 December 2013

Records Management Officer (1 position) Vacancy announcement number: 1199 Date of issue: 04/10/2013 Deadline for applications: 09/12/2013 Administrative Services Div. Organizational unit: Level: P-2 Duty Station Rome, Italy Duration of Assignment 2 years fixed-term Organizational Context IFAD is an International Financial Institution and a Specialized Agency of the United Nations whose mission is to enable poor rural people to overcome poverty. IFAD's headquarters is in Rome, Italy, and its staff work with poor rural people, their governments, communities and organizations in more than 90 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes. Division Context The Records Management Team (RMT) is part of the Administrative Services Division and it is the focal point for IFAD's records management, including reception, capture, classification, digitization, profiling, custody, retention, preservation, dematerialization and disposal of records. The RMT has the corporate responsibility of managing and preserving the institutional memory of the Fund. Records are necessary to document IFAD activities and to serve as authoritative sources of evidence and information. They must be complete, accurate, authentic, integer, reliable and accessible. Purpose of Position Under the direct supervision of the Section Manager, the Records Management Officer ensures that records are managed in the most effective manner, in line with international standards and in support of programmes and projects developed at corporate level. He/she is also a facilitator of cooperation with all departments in IFAD HQ and in ICOs, for the implementation of the Electronic Records Management System (ERMS). Duties and Responsibilities 1. Contributes to the management of the Section by developing and implementing the work program of the team; 2. Supervises the daily work of the RMT, ensuring that team members' objectives are developed and achieved in support of divisional management results; 3. Administers the Electronic Records Management System (ERMS) to ensure its functionality and accessibility for clients; 4. Advises DRMT staff on the use of best practices and applications of international standards, monitors accuracy and consistency in the description of institutional records; 5. Prepares and presents Records Management and Archives training programmes for IFAD staff, both at HQ and ICOs; 6. Drafts and revises Manual Sections, user instructions and technical guidelines for input storage access and retrieval of official records both active and archived; 7. Guides the development and implementation of ICT tools in line with business requirements and quality management including the setting and improvement of work standards, processes and procedures; 8. Collaborates with ICT to ensure integration of other corporate systems with ERMS; 9. Oversees services rendered by external suppliers for records and archives (e.g. disposal and shredding, equipment maintenance, provision of non-stock material for archival use); 10. Makes sure that vital records necessary for business continuity are identified and preserved; 11. Recommends, implements and manages reformatting, refreshing and migration projects to ensure the long-term preservation of archival material in accordance with International Standards Organization; 12. Liaises with other UN and IFI Document Centres and Archives to facilitate exchanges, network activities and resource sharing; act as focal point for cooperative programmes. 13. Performs other related duties. Qualifications and skills required Education and Experience •First Level University degree (or equivalent), preferably in archives/records management; or information management, business administration, political science, international relations, history or similar field. •Professional qualification in archives, records management, information management, or library science information management and classification is an asset. •Minimum of three years professional experience in the field of archives/records or information management, preferably within an international organization. •Knowledge and experience in the management of electronic record-keeping and archival systems is required; familiarity with international metadata standards and the management of multi-media records are advantages. •Practical experience in the implementation and use of an ERMS. Tech/Functional Competencies •Analytical skills: Analytical ability and thorough understanding of records management best practices and international standards; •Team-worker: Capable to coordinate team work and establish and maintain effective working relations with people of different national and cultural backgrounds; •Planner and Organizer: Ability to prioritize activities and work under pressure with tight deadlines Languages and other skills Excellent written and oral skills in English required, including the ability to set out a coherent argument in presentations and group interactions. Working knowledge of French, Arabic or Spanish is an asset. Other information Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD. IFAD is committed to achieving diversity and is seeking a balanced workforce from IFAD's Member States. Women are, in particular, encouraged to apply. IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge. Interested candidates are requested to apply by completing IFAD's Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and NOT a substitute to the PHF. The application should be made through the online system only. PLEASE READ CAREFULLY the instructions in 'How to Apply' before you start. In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful. Candidates will be required to take a written test and may be asked to deliver a presentation as well as participate in interviews. Please note that this vacancy was initially advertised internally in IFAD and has now been opened to external candidates. Internal candidates who had applied to the internal vacancy do not need to re-apply, their applications will be considered automatically.