Information Management Assistant (200779)
Primary Location Belgium-Brussels
NATO Body NATO International Staff (NATO IS)
Schedule Full-time
Application Deadline 06-Dec-2020
Salary (Pay Basis) 3,491.62Euro (EUR) Monthly
Grade B.3/ NATO Grade G8
Clearance Level CTS
Description
1. SUMMARY
The Archives and Information Management (AIM) Service
ensures the accessibility,
availability and integrity of all official information
produced by and for the North Atlantic
Council (NAC) and its Committees within the framework
provided by the NATO
Information Management (IM) Policy and NATO Security Policy.
It provides NATOwide IM and research support on matters pertaining to the
activities of the NAC and
its Committees, ensures the preservation of NATO information
of historical value on
behalf of the NATO Nations, provides training, support and
guidance to NATO Nations,
partners and entities on the implementation and execution of
NATO policies pertaining
to information and takes the lead on requirements
development for all IM-related
technology projects at NATO Headquarters. In addition, AIM
is responsible for
processing, disseminating, storing, organising and archiving
the documentation
produced by the NATO Committee structure and by the
Departments of the NATO HQ
International Staff (IS), taking into account the
requirements of NATO Security Policy,
NATO IM Policy, and applicable NATO HQ procedures.
The Quality Management unit is responsible for measuring,
assessing and reporting
on the quality of the metadata of information produced by
and for the North Atlantic
Council and its Committees and stored in the official
repositories. In this context, and
in order to maintain the consistency of the information
holdings, the unit also monitors
the compliance of the repository content and of the
underlying processes with the
applicable procedures or regulations.
The Information Management Assistant assists the Head of the
Quality Management
unit in the production of regular reports and the monitoring
of the compliance of the
repository contents with applicable policy and standards. As
directed, he/she will
ensure that support to stakeholders is provided in an
effective manner. He/she is
responsible for the correct and uniform application of
relevant working procedures and
of information security regulations; sound judgement and
capacity to apply regulations
will be essential assets for this position.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
have a high school diploma or an equivalent vocational
education degree;
have 3 years' experience in information support functions
OR a combination of
undergraduate studies in information or library sciences and
1 year of relevant
experience;
have knowledge and experience of international best
practices and standards in
the fields of information and quality management;
have experience with ICT systems and their application to
recordkeeping and
archives management, in particular, experience in working
with electronic
document and records management systems (EDRMS);
have solid practical knowledge of IT applications and of
current office software
packages, in particular, the MS Office suite, Adobe PDF and
document
management systems;
possess the following minimum levels of NATO’s official
languages
(English/French): V (“Advanced”) in one; III (“
Intermediate”) in the other.
DESIRABLE
The following would be considered an advantage:
professional training or experience in library/information
sciences, in data
administration, or in quality management;
knowledge of statistical methods and/or data analysis
relevant experience at the international level, especially
within an international
Organisation.
3. MAIN ACCOUNTABILITIES
Planning and Execution
Under the direction of the Unit Head, assist in the quality
management of information
stored in the NATO HQ Document Management System (DMS) and
future Enterprise
Information Management (EIM) solutions. Undertake
appropriate actions to correct
inappropriate data and metadata in these systems. Assist in
the preparation of quality
assessment reports on the information stored in the NATO HQ
DMS and EIM
solutions. Verify the accuracy and appropriateness of data
and metadata in the
repositories, in accordance with the appropriate work
procedures and guidelines and
the NATO Information Management Policy (NIMP). Verify
adherence to relevant
NATO standards. Assist in the preparation of analytical
reports with summary
performance metrics regarding the various contributors to
the information repositories.
Assist in the preparation of analytical reports for the
attention of service management
on overall data quality.
Information Management
Respond to requests for quality management related
information, specifically regular
reports. Assist in monitoring of repository contents and the
compliance with policy and
organizational standards. Process documents and
correspondence in accordance
with applicable procedures and guidance.
Stakeholder Management
Support and cooperate with the units at NATO HQ that store
documents into the
repositories, in particular the Information Capture Unit, to
ensure effective data entry.
Assist in providing regular reports on quality management
activities.
Expertise Development
Participate in cross-functional training assignments within
the service and in other
professional training as directed. Provide advice on basic
IM topics and promote
awareness of best practices for quality management.
Contribute to the improvement
of routine work processes. Improve own statistical and data
analysis skill set.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head of the Quality Management
Unit and is responsible
for the performance of all main accountabilities outlined
above and other associated
responsibilities, .as they may evolve. He/she has frequent
contacts with divisional staff
to deliver routine information support and to provide advice
on quality management
related aspects; in this context he/she also works closely
with other Archives and
Information Management staff to ensure optimal customer
support.
Direct reports: N/a
Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate:
Clarity and Accuracy: Checks own work;
Customer Service Orientation: Responds appropriately, maintains
clear
communication;
Empathy: Listens actively;
Flexibility: Accepts the need for flexibility;
Initiative: Reacts to short-term opportunities or
problems;
Organizational Commitment: Is able to fit in;
Teamwork: Co-operates.
6. CONTRACT:
Contract to be offered to the successful applicant (if
non-seconded): Definite duration
contract of three years’ duration; possibility of an
indefinite duration contract thereafter.
Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations,
the successful
candidate will receive a definite duration contract of three
years, which may be
followed by an indefinite duration contract.
If the successful applicant is seconded from the national
administration of one of
NATO’s member States, a 3-year definite duration contract
will be offered, which may
be renewed for a further period of up to 3 years subject to
the agreement of the national
authority concerned. The maximum period of service in the
post as a seconded staff
member is six years.
Serving staff will be offered a contract in accordance with
the NATO Civilian Personnel
Regulations.
7. RECRUITMENT PROCESS:
Please note that we can only accept applications from
nationals of NATO member
countries.
Applications must be submitted using e-recruitment system,
as applicable:
For NATO civilian staff members only: please apply via the
internal recruitment
portal (for more information, please contact your local
Civilian HR Manager);
For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates
will be asked to provide
evidence of their education and professional experience as
relevant for this vacancy.
Appointment will be subject to receipt of a security
clearance (provided by the national
Authorities of the selected candidate) and approval of the
candidate’s medical file by
the NATO Medical Adviser.
More information about the recruitment process and
conditions of employment, can
be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
8. ADDITIONAL INFORMATION:
Salary value as per 2020. Subject to future adjustments in
accordance with North
Atlantic Council decision.
NATO is committed to diversity and inclusion, and strives to
provide equal access to
employment, advancement and retention, independent of
gender, age, nationality,
ethnic origin, religion or belief, cultural background,
sexual orientation, and disability.
NATO welcomes applications of nationals from all member
Nations, and strongly
encourages women to apply.
Building Integrity is a key element of NATO’s core tasks. As
an employer, NATO
values commitment to the principles of integrity,
transparency and accountability in
accordance with international norms and practices
established for the defence and
related security sector. Selected candidates are expected to
be role models of
integrity, and to promote good governance through ongoing
efforts in their work.
Due to the broad interest in NATO and the large number of
potential candidates,
telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be
offered an appointment
to another post of a similar nature, albeit at the same or a
lower grade, provided they
meet the necessary requirements.
The nature of this position may require the staff member at
times to be called upon to
travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including
Teleworking and Flexible
Working arrangements (Flexitime) subject to business
requirements.
Please note that the International Staff at NATO
Headquarters in Brussels, Belgium is
a non-smoking environment.
