Information Management Specialist (Records Management)
Reference: 2015-278-EXT
Closing Date for Applications: Thu, 17 Dec 2015
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the European Central Bank’s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, the IMS Division is responsible for:
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB’s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
- managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB’s information retention policy;
- managing the ECB library and providing staff with print and electronic publications and information services;
- supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;
- providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB’s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
- drafting and disseminating written guidance on document and records management topics;
- implementing the ECB’s filing and retention plan, including the mapping of folders to the ECB’s filing plan;
- reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
- conducting monitoring activities, as well as reporting on compliance with the ECB’s information management policies, procedures and guidance;
- identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
- facilitating the controlled move of physical records to the custody of the ECB’s Archives;
- contributing to information management projects and initiatives;
- acting as Data Protection Coordinator and keeping abreast of data protection developments;
- sharing best practices and helping to achieve consistency across the IMP team.
Qualifications and experience:Applicants must have the following knowledge and competencies:
- a bachelor’s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
- at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
- knowledge of records management principles and practices;
- knowledge and experience of electronic document management system(s), ideally Open Text ‘Content Server’;
- awareness of and interest in the role and functioning of the ECB would be an asset.
- an advanced command of English;
- a good knowledge of at least one other official language of the EU;
- a working knowledge of MS Office, in particular Word, Excel and PowerPoint.
Competencies:The successful candidate will have the following behavioural competencies:
- analytical skills – an ability to analyse the information aspects within business processes;
- communication skills (oral and written) – communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;
- customer handling skills– providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
- team-working skills –Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
- adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;
- seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
- achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
- handles sensitive information in a discreet manner, thereby respecting confidentiality rules.
Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.
How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
This position has been allocated to salary band: E/F
