Staff Assistant (Archives/Records) / Archives/Records Assistant - ITDISG (Job Number: 1900550)
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Showing posts with label Records. Show all posts
Showing posts with label Records. Show all posts
Wednesday, August 7, 2019
Staff Assistant (Archives/Records) / Archives/Records Assistant. IMF, Washington DC. Open until 9 August 2019
Monday, July 24, 2017
Records and Archives Expert. BIS, Basel. Open until 26 July 2017
Records and Archives Expert | |
| Office location: | Basel |
| Department: | General Secretariat |
| Unit: | Information Management Services |
| Service: | |
| Employment - Duration: | 3 years |
| Contract type: | Fixed-term |
| FTE%: | 100% |
| Application Deadline: | 26/07/2017 |
Description | |
| Purpose of the job: We are looking for a Records and Archives Expert to manage the Bank’s physical archives and digital records in accordance with the applicable document and information management regulations and objectives. The successful candidate will ensure that the Bank’s historically valuable documents and current records are preserved and organised to the highest standards possible. This requires the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment, including long-term preservation and disposal, within the framework of the Bank’s existing information management systems. The role also responds to internal requests and oversees the provision of an external research service. Qualifications and skills:
At last five years of relevant job experience in electronic records management and managing physical archives. The BIS’s head office is located in Basel, Switzerland, with representative offices in Hong Kong SAR and Mexico City. We are able to recruit globally, regardless of nationality, and offer competitive employment packages. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. The BIS is fully committed to equal opportunity employment and strives for diversity among its staff. We encourage applications from female candidates. | |
Wednesday, April 22, 2015
Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 29 April 2015
Information Resources and Services Assistant (Records and Archives) (Re-advertisement)
To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.
Expected Outcomes
Archives Organization, Maintenance and Conservation
Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Records Management Audit
Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned or reflected in the incumbent’s work plan.
Education Requirements
- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience
Work experience
- At least 5 years experience in information management
Technical knowledge
- Sound working knowledge and understanding of ADB’s records management system, policies and procedures
- Sound working knowledge of digital imaging and electronic documents conversion processes
- Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
- Proficient in ADB standard software programs and information technologies
People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English
Core Competencies
Application of Technical Knowledge and Skills
- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
Working Together
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
Immediate Reporting
- Supervisor: Designated International Staff and senior National Staff
Friday, January 23, 2015
Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 4 February 2015
Information Resources and Services Assistant (Records and Archives)
Job Purpose
To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.
Expected Outcomes
Archives Organization, Maintenance and Conservation
Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Records Management Audit
Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned or reflected in the incumbent’s work plan.
Education Requirements
- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience
Work experience
- At least 5 years experience in information management
Technical knowledge
- Sound working knowledge and understanding of ADB’s records management system, policies and procedures
- Sound working knowledge of digital imaging and electronic documents conversion processes
- Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
- Proficient in ADB standard software programs and information technologies
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English
Core Competencies
Application of Technical Knowledge and Skills
- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
Immediate Reporting
- Supervisor: Designated International Staff and senior National Staff
Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.
Tuesday, December 18, 2012
Head of Digital Archives, Records & Library Unit, P-4. STL, Leidschendam. Open until 29 December 2012
Head of Digital Archives, Records & Library Unit
Vacancy Ref
NL-OTR-CMSS-P4-501
Deadline for Applications
29 December 2012
Issuance Date
30 November 2012
Location
Leidschendam
Organ / Section
Registry / Court Management Services Section
Post Level
P-4
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The functions and reporting lines of the appointment may vary depending on the outcome of a planned restructuring of Registry Information Technology and Management services. The appointment shall be limited to the Special Tribunal for Lebanon (STL). A Fixed-Term Appointment of one year duration will be offered.This appointment and any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The STL is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, the STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected.
Responsibilities
Under the direct supervision of the Chief Court Management Services Section and within the limits of the delegated authority, the Head of Digital Archives:
Records & Library Unit is responsible for planning, budgeting, management, supervision and daily operation of the Digital Archives, Records and Library Unit (DARLU). Subject to restructuring, this post will report to the Chief of the Information Management Technology Services Section (IMTSS) and join the senior management team of that new Section;
Serve as focal point for all records management and archives activities for the STL including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry. Manage records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; perform an appraisal to identify/eliminate duplicate records and to minimize creation of duplicates in the future; assure that the retention schedules, registration and physical aspects of records transfers meet established standards; oversee space management, internal repositories and commercial storage facilities/contracts to insure adequate storage space is managed in accordance with best practice records storage standards; keep current with and apply state of the art preservation techniques and strategies to permanent records;
Manage archival processing activities by overseeing adherence to preservation, international legal description and database standards. Perform and supervise reference functions by advising internal and external users about records holdings and accessibility; maintain communication with other Information Management Officers and records archives specialists (including, but not limited to, the UN ARMS, other UN ad hoc tribunals, universities, NGO's, legal research networks, etc. Evaluate records management and reference tools for adoption by the STL. Participate in the development of stakeholder outreach strategies and in their implementation. Ensure access to records with continuing value by appraising records according to their administrative, legal, financial and/or historical value; develop and implement appropriate retention schedules with records originating offices; monitor compliance with records transfer standards;
Ensure strict adherence to information security access and restrictions policies. Contribute to the formulation of policies, procedures, objectives and guidelines affecting the development and maintenance of the STL's current and non-current records and archives and delivery of reference services, archival description and systems management. Provide Organization-wide advisory services on recordkeeping practices based on needs, business process, workflow, technical architecture, information resources analysis and Legacy strategy;
Serve as the Registrar's adviser on Legacy issues relative to the permanent records of the STL; conduct relevant research, prepare options studies/feasibility analyses and prepare position papers on information management, recordkeeping and archives matters. Conduct policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Organization-wide policies, guidelines and procedures in keeping with technological developments. Research, analyze and evaluate new applications of information technology for their applicability to the management of STL records, both for current business practices and in preparation for the Legacy. Participate in recordkeeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation;
Lead the Digital Archives & Records team, comprising an Associate Information Management Officer and a Senior Archives & Records Assistant. Supervise the Librarian in all matters relating to planning and organizing the library and reference services of the Tribunal;
The post holder will work in close cooperation with the Head of IT and Courtroom Technology to ensure the implementation of information management policies and standards, including system recordkeeping functionality, metadata capture and digital preservation. The post holder will also work closely with Information Security to implement security policies.
Knowledge and Skills
•Professionalism - Good theoretical background in information management or a related field, with specialization in archival or information science. Domains of professional knowledge include the following: the nature of records and recordkeeping, including records in electronic media and audiovisual records; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge or research practices and trends, Demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, coming up with conclusions and making recommendations.
•Planning and Organizing - Ability to establish priorities and to plan, coordinate and monitor own work and those under her/his supervision.
• Leadership - Proven managerial supervisory and technical skills. Ability to coordinate major needs assessment, planning, development and implementation and maintenance of information/records systems, taking the lead in initiating projects to evaluate related practices, policies and procedures. Ability to maintain effective working relations, both as a team member and team leader.
• Communication - Proven and sustained communication (verbal and written skills, including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups.
• Teamwork - Proven interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment.
Qualifications
• Education: University degree (Bachelors Degree or equivalent) with specialization in archival science and/or information systems.
• Work Experience: A minimum of 9 years of progressively responsible experience in modern archives and/or information management functions, of which at least three years should be at the national or international level. Experience must include the management and preservation of electronic records, with emphasis on migrating and maintaining digital archives and applying information technology to archives functions. Possession of an advance university degree in a relevant field may be considered in substitution of years of experience.
• Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post, proficiency in oral and written English is required. Knowledge of the other languages is an asset.
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