The EIB, the European Union's bank is seeking to for its Corporate Services Directorate (CS) – Information Management and Procurement Department (IMP) - Information Management Division (IMD) – Operations Unit
Head of Unit – Operations
This is a full time position
The term of this contract will be 4 years
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract subject to organisational requirements and individual performance.
Specific Post Environment and Purpose:
The Operations Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing day-to-day management and functional support relating to physical archives, electronic document management, scanning and Copy Centre services to all Directorates of the Bank.
The Head of Unit – Operations will manage a range services aimed at enhancing the operational effectiveness of archive and document management processes in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.
Operating Network:
S/he will report to the Head of IMD Division and will be responsible for the management of 8 EIB staff members and a number of external contract staff.
Internally, s/he will work in close collaboration with all Directorates of the Bank using services of Operational Unit and in collaboration with IG/Internal Audit as required. Externally, the post requires close collaboration with external service providers, consultants and auditors.
Accountabilities:
The Head of Unit – Operations will be responsible for:
- Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
- Coordinating (Inter-) Directorate Working Groups in own domain for the identification of user needs and implementation of processes which contribute to the effectiveness of IMP Information Management
- In collaboration with IMD Document Management Office unit, proactively suggesting enhancements to IMD processes, procedures databases and record-keeping systems with regard to enhancing operational efficiency of IMD services.
- Managing and developing staff members in the Operations Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
- Optimise staff resources, equipment and technology for the successful delivery of Copy Center, scanning archiving and electronic document management services and projects on time and according to business requirements.
- Coordinating, supervising and executing key processes related to the services of the Operations Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
- Coordinate the successful implementation of document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction according to defined processes and procedures
- Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
- Developing Service Level Agreements with Directorates and monitoring compliance therewith
- Ensuring the physical security of Copy Centre and Scanning premises and of EIB record holdings and storage areas in collaboration with CS/Facilities Management services
- Participating in the procurement and management of external services related to record storage, scanning and copy centre through Tender procedures including the drafting of Terms of Reference and participation in selection panels
- Providing or ensuring the availability of specific advice and recommendations to CS Management on the domains covered by the Operations Unit
Qualifications:
- University level education, complemented with a relevant post-graduate certification in archives or document management studies.
- Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, managing ideally both electronic and physical records
- At least 3 years’ experience in leading and coordinating cross functional teams and proven track record of success
Key technical/professional knowledge and skills
- Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
- Knowledge of scanning and printing service practices would be an advantage
- Experience of implementing document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction
- Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
- Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
- Knowledge of EIB Personal Data Protection regulations
- Experience of Business Process Mapping will be an advantage
- Good knowledge of how the Bank operates and is organised
- Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
- Excellent verbal and written English and/or French language skills and a good command of the other (*)
Competencies:
- Change Orientation: Ability to drive change and innovation to realise the Bank’s mission and strategy
- Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
- Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
- Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
- Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
- Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
- Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
- Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions
(*) 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: 31st August 2016
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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