The EIB, the European Union's bank, is seeking to recruit for its Corporate Services (CS) – Information Management and Procurement Department (IMP) – Information Management Division (IMD) – Operations Unit, at its headquarters in Luxembourg, a:
Operational Assistant - Historical Archives
This is a full time position at grade 1/2
This is a temporary assignment for 1 year
Purpose
The Operational Assistant - Historical Archives will provide administrative and technical support for the identification, preservation, description, declassification and availability of the Bank’s Historical Archives for internal communication purposes and selective transfer to Historical Archives of European Union (HAEU).
Within the Corporate Services Directorate, the Information Management and Procurement Department brings together the functions responsible for Information Management, Procurement and Corporate Information & Processes. The Information Management Division Archive Service is dedicated to meeting EU Regulatory requirements and EIB Transparency and Historical Archives Policy objectives.
Operating Network
The Operational Assistant - Historical Archives will report directly to the Head of Information Management Division and work in collaboration with senior EIB colleagues and a number of external contract staff.
Internally, s/he will work in close collaboration with all EIB staff using Historical Archives and Multi-media archives services. Externally, s/he will deal with the responsible archivists in the HAEU; external storage provider.
Accountabilities
The Operational Assistant - Historical Archives will be responsible for:
- Providing administrative and archival support for the Historical Archives services; this includes:
- Identifying documents, photographs or other materials in Historical and Multi-media Archives collections which require protection and preservation whilst in storage in Record Centre
- Assuring secure and physical preservation of record collections in the Records Centre until transfer to HAEU
- Physically locating or relocating collections in Record Centre for Archive collections identified for permanent retention in the Bank’s retention schedules
- Creating hierarchical ISAD(G) descriptions of Fonds, sub-fonds and series containing contextual information about collections, alongside file level finding aids
- Organising digital files to be transferred together with the physical files to the HAEU
- Maintaining register of declassified documents
- Assisting in exhibitions and presentations to promote Historical Archives
- Maintaining statistics relevant to historical archives to be incorporated in the Division reporting and Dashboard
Qualifications
- Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
- Minimum 3 years’ experience in an operational position in a relevant field of archives, document management, IT, or logistics services.
- Experience of archives or document management processes and procedures.
- Experience of implementing archives or document management processes and procedures.
- Knowledge of Archive Description standards
- Experience of EDMS or similar information management databases.
- Thorough knowledge of advanced functions of the Bank’s standard office tools (MS Office package)
- Excellent knowledge of English and/or French(*), with a good knowledge of the other. (Knowledge of other EU languages would be an advantage)
Competencies:
- Achievement Drive: Continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals
- Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes
- Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns
- Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
Deadline for applications: 5th July 2017
We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability
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