Records Manager. Permanent Court of Arbitration, The Hague. Open until 10 January 2018

Records manager (temporary employment)

Applications are currently being accepted for a temporary Records Manager position at the International Bureau of the Permanent Court of Arbitration (PCA). It concerns a project-based assignment for the duration of one year. The position is an amalgamation of records management, knowledge and information management as well as data protection. The successful candidate will be assisting the PCA, among other things, with the establishment of an effective control mechanism that appropriately manages the organization’s records from their creation through to their eventual disposal.

The PCA is the oldest intergovernmental organization in The Hague, founded at the first Hague Peace Conference in 1899 to provide a forum for the resolution of international disputes through arbitration and other peaceful means. It is situated in the Peace Palace, which was constructed to house the PCA and completed in 1913. The staff of the PCA is comprised of approximately 50 legal, editorial, and administrative staff members of various nationalities, dedicated to facilitating the resolution of disputes involving states, state entities, international organizations and private parties.

Duties will include:
• Reviewing current records management systems and processes, and implementing improvements that suit the organization’s needs in a way that its information can be stored, shared, assessed, and refined in the most practical yet safe manner. In doing so, the current use of overlapping resources, databases and platforms should be addressed and brought down to a minimum.
• Designing, developing and implementing of a records management policy and a business classification scheme;
• Designing, developing and implementing retention and disposal schedules including scope notes;
• Establishing a standardized referencing system and a Thesaurus of Index Terms;
• Procuring archival module software or specialist cataloguing software;
• Cataloguing the archival collection plus archival description;
• Appraising the archival collection for digitization including basic damage assessment;
• Managing the digitization process of the archival collection;
• Designing, developing and implementing a paperless intake system for records;
• Designing, developing and implementing an information security policy (including safeguards to ensure the longevity of electronic material);
• Establishing a disaster recovery/emergency plan;
• Promoting good records management practice and adherence through day to day advice; delivering training sessions and presentations to managers and staff at all levels to ensure the consistent application of standards.

The ideal candidate will have the following skills, qualities, qualifications and experience:
• Thorough knowledge and understanding of the theory and practice of records management, information management, archiving and data protection, obtained through a post-graduate qualification in related field(s);
• High level of computer literacy and in particular a good grasp of IT systems to support record management;
• Extensive working experience in abovementioned fields;
• Good project management and organisational skills;
• Strong discipline and ability to work against specific deadlines;
• Capacity to manage a busy workload and commitment to delivering a high standard of work;
• Excellent problem-solving and analytical skills;
• Skilled communicator who can work easily with a diversity of people and is able to communicate complex and detailed information in both written and verbal form to staff at all levels; ability to bridge potential differences effectively;
• Affinity with or working experience within legal environments and/or intergovernmental organizations is an asset;
• Fluency in written and spoken English is a requirement; working knowledge of French is an asset.

The PCA, being an intergovernmental organization, enjoys certain privileges and immunities in the Netherlands. Remuneration is to be discussed with qualified applicants.

The deadline for applications is 10 January 2018. Interested applications should send a cover letter and CV by e-mail to: recruitment-recrutement@pca-cpa.org.

Records Manager, Consultant. UNICEF, New York. Open until 18 February 2016

Records Manager - DHR, Consultant, NYHQ

Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

About UNICEF
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do.  Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 11,600 staff in more than 145 countries.


BACKGROUND

UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories.  All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015.  The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g.,  SAP (VISION), PageUp Talent Management system and Neocase Case Management system.


Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Manager, under a consultancy, to deliver the following:

1. Lead the maintenance of HR's Records Management (Gimmal) implementation – and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
   
2. Maintain the records management system classification scheme. Develop, maintain and update organizational retention schedule for new HR records. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
   
3. Lead the Field Office digitalization project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  Manage Field Office digitization team.
   
4. Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security.  Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
   
5. Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
   
6. Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems. 
   
7. Support Talent Management project management. Provide Talent Management system training for UNICEF Field Office and support for system users. Support promotion and information campaign including design of the promotion materials. Serve as web developer support for Talent Management project.
   
8. Provide any training to staff in accessing and managing records.  Provide support to users and IT in troubleshooting issues and proposing solutions.

Qualifications

• Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
  
• A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field.  A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
  
• Experience with Records Management system based on SharePoint preferably with Gimmal platform.  And also experience with large scale digitization projects in the international environment.
  
• Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
  
• Experience with SharePoint including design and development of web pages and sites.
  
• Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
  
• Technical skills and experience in Web design, for example, using html, CSS, JavaScript, PHP, MySQL, Bootstrap
  
• Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
  
• Knowledge of and experience with the ERP systems

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Information Management Specialist, Records Manager. WTO, Geneva. Open until 5 January 2015

Vacancy Notice No.: EXT/F/14-38 Title: Information Management Specialist - Records Manager Grade: 6 Contract Type: Fixed-term Starting Salary: CHF 84,399 net per annum (approximate) Issued On: 27 November 2014                                       Currently accepting applications Application Deadline (CET): 5 January 2015 Division: Languages, Documentation & Information Management (282) Duration: Two years with the possibility of extension

Other Conditions: In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations. The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave. Additional information on the compensation package is provided on the WTO website: http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf

The Secretariat of the WTO is seeking to fill a position of Information Management Specialist - Records Manager in the Information Management Services of the Language, Documentation and Information Management Division. Serving staff members interested in the position are also invited to apply. This is a re-advertisement of Vacancy Notice No. EXT/F/14-22. APPLICANTS WHO ALREADY APPLIED FOR EXT/F/14-22 NEED NOT RE-APPLY

General Functions Under the supervision of the Chief of Archives, the incumbent will work primarily on the WTO official records management application, indexing, storage and dissemination of WTO materials and records internally and externally. The incumbent will perform the following functions: 1. Catalogue, describe and organize information resources to ensure appropriate access and distribution of records using relevant metadata in electronic systems. 2. Assist in determining and applying international standards in records management, including authority files, taxonomies, thesauri, value lists, classification plans and retention policies to harmonize information. 3. In accordance with the Paper Smart Secretariat Plan, oversee the changeover from paper to electronic resources in the Archives Section. 4. Respond to telephone, email and written enquiries from Members, Secretariat and public on archival information resources by researching for materials and providing appropriate information. 5. Participate in the elaboration of information policy in respect of archives and records within the Division and work closely with other colleagues in this area. 6. Assist in the smooth functioning of training programmes for staff and others on how best to access, use and interpret WTO information resources through records management systems. Collaborate with the appropriate Secretariat team to create and distribute promotional and informational resources.

REQUIRED QUALIFICATIONS

Education: An advanced university degree in archives and records management or a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.

Knowledge and skills: Demonstrated professional experience in indexing, analysing and describing archive materials and records according to internationally recognized standards. Demonstrated experience of state-of-the art electronic records management tools. Practical experience of DOCUMENTUM would be an asset. Excellent command and use of IT (Information Technology) tools relevant to information organization and retrieval (e.g. search engines). Excellent interpersonal and communication skills. Ability to work as part of a team is essential.

Work Experience: Minimum two years' relevant experience.

Languages: Excellent command of English, both oral and written and a good working knowledge of French. Spanish would be an asset.

Additional Information: Only applications from nationals of WTO Members will be accepted. _____________ OFFICE(14)/73

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Online applications are strongly encouraged to enable WTO to store your profile in a permanent database. Please visit WTO's E-Recruitment website at: www.wto.org. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date - Central European Time (CET) - stated in the vacancy announcement.

Information Management Specialist - Records Manager. WTO, Geneva. Open until 22 September 2014

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity. Vacancy Notice No.: EXT/F/14-22 Title: Information Management Specialist - Records Manager Grade: 6 Contract Type: Fixed-term Starting Salary: CHF 84,399 net per annum (approximate) Issued On: 22 August 2014 Application Deadline (CET): 22 September 2014 Division: Languages, Documentation & Information Management (282) Duration: Two years with the possibility of extension Other Conditions: In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations. The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave. Additional information on the compensation package is provided on the WTO website: http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf The Secretariat of the WTO is seeking to fill a position of Information Management Specialist - Records Manager in the Information Management Services of the Language, Documentation and Information Management Division. Serving staff members interested in the position are also invited to apply. General Functions Under the supervision of the Chief of Archives, the incumbent will work primarily on the WTO official records management application, indexing, storage and dissemination of WTO materials and records internally and externally. The incumbent will perform the following functions: 1. Catalogue, describe and organize information resources to ensure appropriate access and distribution of records using relevant metadata in electronic systems. 2. Assist in determining and applying international standards in records management, including authority files, taxonomies, thesauri, value lists, classification plans and retention policies to harmonize information. 3. In accordance with the Paper Smart Secretariat Plan, oversee the changeover from paper to electronic resources in the Archives Section. 4. Respond to telephone, email and written enquiries from Members, Secretariat and public on archival information resources by researching for materials and providing appropriate information. 5. Participate in the elaboration of information policy in respect of archives and records within the Division and work closely with other colleagues in this area. 6. Assist in the smooth functioning of training programmes for staff and others on how best to access, use and interpret WTO information resources through records management systems. Collaborate with the appropriate Secretariat team to create and distribute promotional and informational resources. REQUIRED QUALIFICATIONS Education: An advanced university degree in archives and records management or a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree. Knowledge and skills: Demonstrated professional experience in indexing, analysing and describing archive materials and records according to internationally recognized standards. Demonstarted experience of state-of-the art electronic records management tools. Practical experience of DOCUMENTUM would be an asset. Excellent command and use of IT (Information Technology) tools relevant to information organization and retrieval (e.g. search engines). Excellent interpersonal and communication skills. Ability to work as part of a team is essential. Work Experience: Minimum two years' relevant experience. Languages: Excellent command of English, both oral and written and a good working knowledge of French. Spanish would be an asset. Additional Information: Only applications from nationals of WTO Members will be accepted. _____________ APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW. Online applications are strongly encouraged to enable WTO to store your profile in a permanent database. Please visit WTO's E-Recruitment website at: www.wto.org. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date - Central European Time (CET) - stated in the vacancy announcement. Currently accepting applications

Archivist & Records Manager. Islamic Relief, Birmingham. Open until 10 August 2014

Archivist & Records Manager (ARM) Salary: £32,640 per annum Location: Birmingham, UK Contract: One Year Fixed Term Ref: ARM/F&S-F/0714 Requirements: We are currently looking for an Archivist & Records Manager based in Birmingham, UK. The Archivist & Records Manager will be an integral member of the Facilities team (Finance & Services), they will set up and oversee the implementation of new document management systems to improve the organisation’s efficiency, provide access to accurate records for a range of operational and strategic purposes and to help ensure the preservation of future IR global archives. The Archivist & Records Manager (ARM) will work closely with the Country Directors and Departmental Managers, ensuring that the archives are stored in such a way as to meet their long-term preservation and conservation needs and taking responsibility for departmental environmental monitoring. S/he will catalogue and index the archives including paper based, electronic, videos, photographs and tapes currently held by the IR Offices to national and international standards and adding records to the Archives Hub. The successful candidate will be qualified to a Degree level in a relevant subject and you will have a qualification in Archives and Records Management recognised by the Archives and Records Association. The applicant will have experience in an archives repository, preferably including work with born-digital or digitised materials and have relevant experience of devising and maintaining records management systems. The successful candidate will have excellent IT skills and competence in automated cataloguing to modern archival standards with experience of conservation and reprographic issues. You will be Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system. In addition to this the candidate will have excellent fluent written and spoken English; a working knowledge of Arabic will be a significant advantage. Knowledge of a European language particularly French or German will also be positively considered also or an Indian subcontinent national languages particularly Urdu. If you are talented, reliable, service minded, resilient and a highly motivated professional, with a strong commitment to IRW’s values and beliefs, please apply by downloading the application pack from our website http://www.islamic-relief.org/work-with-us and forward the completed form to recruitment@irworldwide.org on or before the closing date. Islamic Relief promotes equality and meritocracy, and seeks individuals who agree with the IR values together with our policy standards on Anti-Bribery, Child Protection and Code of Conduct. We will carry out screening checks and will take out references on your behalf if you are selected. Please note, for UK based roles, we are only able to accept applications from candidates who are eligible to work in the UK. We are unable to progress applications which would require sponsorship. Applicants should be sympathetic to the values of Islamic Relief. Only short-listed candidates will be contacted. Islamic Relief is an equal opportunities employer. Only applications from those who already have the right to live and work within the UK will be considered. Closing Date: 10 August 2014 Job Description Application Form For further details, please contact recruitment@irworldwide.org - See more at: http://www.islamic-relief.org/archivist-records-manager/#sthash.sStyXEak.dpuf

Archivist & Records Manager. Islamic Relief, Birmingham. Open until 22 June 2014

An international humanitarian organisation with operations in over thirty countries worldwide requires a:

Archivist & Records Manager (ARM)
Salary: £32,640 per annum
Location: Birmingham, UK
Contract: One Year Fixed Term
Ref: ARM/F&S-F/0514

Requirements: We are currently looking for an Archivist & Records Manager based in Birmingham, UK. The Archivist & Records Manager will be an integral member of the Facilities team (Finance & Services), they will set up and oversee the implementation of new document management systems to improve the organisation’s efficiency, provide access to accurate records for a range of operational and strategic purposes and to help ensure the preservation of future IR global archives.

The Archivist & Records Manager (ARM) will work closely with the Country Directors and Departmental Managers, ensuring that the archives are stored in such a way as to meet their long-term preservation and conservation needs and taking responsibility for departmental environmental monitoring. S/he will catalogue and index the archives including paper based, electronic, videos, photographs and tapes currently held by the IR Offices to national and international standards and adding records to the Archives Hub.

The successful candidate will be qualified to a Degree level in a relevant subject and you will have a qualification in Archives and Records Management recognised by the Archives and Records Association. The applicant will have experience in an archives repository, preferably including work with born-digital or digitised materials and have relevant experience of devising and maintaining records management systems. The successful candidate will have excellent IT skills and competence in automated cataloguing to modern archival standards with experience of conservation and reprographic issues. You will be Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system. In addition to this the candidate will have excellent fluent written and spoken English; a working knowledge of Arabic will be a significant advantage. Knowledge of a European language particularly French or German will also be positively considered also or an Indian subcontinent national languages particularly Urdu.


If you are talented, reliable, service minded, resilient and a highly motivated professional, with a strong commitment to IRW’s values and beliefs, please apply by downloading the application pack from our website http://www.islamic-relief.com/Vacancies/ and forward the completed form to recruitment@irworldwide.org on or before the closing date.

Islamic Relief promotes equality and meritocracy, and seeks individuals who agree with the IR values together with our policy standards on Anti-Bribery, Child Protection and Code of Conduct. We will carry out screening checks and will take out references on your behalf if you are selected.
Please note, for UK based roles, we are only able to accept applications from candidates who are eligible to work in the UK. We are unable to progress applications which would require sponsorship.

Applicants should be sympathetic to the values of Islamic Relief.
Only short-listed candidates will be contacted.
Islamic Relief is an equal opportunities employer.
Only applications from those who already have the right to live and work within the UK will be considered.

Archivist/Records Manager, AST3. European University Institute, Florence. Open until 5 December 2011

Florence, 2/11/2011

VACANCY NOTICE IUE/6/2011
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS

Nature of post: 1 temporary post - grade AST3 – Archivist/ Records Manager
Unit to which post is attached: Historical Archives of the European Union

Duration of contract: four years, renewable initially for a fixed period of up to two years. Any further renewal will be for an indefinite period.

Description of duties: The staff member, under the supervision of the Director of the Historical Archives, will be in charge of receiving, arranging, describing, indexing and publishing on the web European institutional archives, and will perform reference service at
the Archives desk. In addition to these duties the employee will be required to manage the records management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department, a classification scheme, retention schedule and management tools for current and intermediate archives; providing archiving support to other EUI units;
- Selecting, filing and describing the current and intermediate EUI archives, in both electronic and paper format;
- Developing and monitoring the evaluation and preservation protocols for ensuring that historically valuable documentation will continue to be available in the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need to be converted to EDMS (Electronic Document Management System).
- Providing support to IT specialists
* in preparing a comprehensive digital and recordkeeping strategic plan for ensuring the long-term viability, security and accessibility of the EUI’s digital information in compliance with RAME procedures and internationally-recognized archival principles;
* in assessing and monitoring an EDMS.

A. Eligibility criteria
• Being a national of the European Union, or a national of third countries having acquired the status of long term resident on the basis of the EU Directive 2003/109/EC;
• Post–secondary education attested by a diploma, or secondary education attested by a diploma and appropriate professional experience of at least three years;
• Good knowledge of two languages of the European Union.

B. Selection criteria
Essential:
• Knowledge of records management, attested by a diploma, or equivalent professional experience;
• Experience in the use and implementation of Electronic Document Management Systems (Documentum, LiveLink, SharePoint, Alfresco, etc.);
• Knowledge of international standards for archival description (ISAD and ISAAR);
• Good knowledge of English;
• Ability to work as part of a multinational team in an international environment.

Desirable:
• Work experience in a university or research environment;
• Knowledge of additional languages of the European Union, particularly French.

Selection process:
Candidates shortlisted by the Selection Board will be invited for
• a language test
• a computing test
• an interview, enabling assessment of the candidate’s ability to carry out the tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.

The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,900. In addition, when conditions as laid down by the Statutes are applicable, there are family allowances - household allowance,
dependent child allowance, education allowance – and expatriation allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the Member States of the European Union charged with research and postgraduate training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. The Institute is not an EU Institution, but an intergovernmental organization,
funded directly by signatory states, partly by the European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/6/2011 online application form.
Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the reserve list will be published on the EUI Web site. By submitting their application, candidates acknowledge and give their explicit consent to this procedure, according to the Data
protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 05/12/2011


(signed)
Pasquale FERRARA

Records Manager, P-2. International Telecommunication Union. Geneva. Open until 6 August 2010

INTERNATIONAL TELECOMMUNICATION UNION
General Secretariat
Geneva, 16 July 2010
Place des Nations
CH-1211 Geneva 20
Switzerland
Telephone: +41 22 730 51 11
Telefax: Gr3: +41 22 733 72 56
Gr4: +41 22 730 65 00
E-mail: recruitment@itu.int
Website: www.itu.int/employment
TEMPORARY VACANCY NOTICE Nº. 684
Organ General Secretariat Unit Information Services Department
Job Title
Grade
Duration of Appointment
Records Manager
P.2
11 months
Date of entry
Deadline for
applications
As soon as possible
6 August 2010
GENERAL SECRETARIAT
The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of
information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including
conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and
the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

ORGANIZATIONAL UNIT
Within the General Secretariat, the Information Services Department (IS) is the focal point for the ITU information technology infrastructure which includes standards, user support and training, communication services (postal mail, voice,
image, video, data), network services (file, print and computing), information exchange services (messaging, database, document base), desktop services (office productivity tools), administrative applications and software development
environments. The Information Services Department manages the physical, human and organizational resources needed to design, deploy, operate, maintain and support the ITU information infrastructure. It also represents ITU in interorganization
meetings and committees related to information technology management.

DUTIES
Reporting to the Head of the Library and Archives Service, and working in close collaboration with the Archives Services, the ITU business units and the ITU EDRMS/Documentum team, the incumbent will be responsible for developing and
maintaining the information management aspects of a new Electronic Document and Records Management System (EDRMS), for drafting policies, procedures and user guides and for training and coaching in the use of the system and
information management principles. The person will undertake the following activities:
 Working within the framework of a high-level corporate file classification scheme (functions-based), conducts
research, interview with business units and file inventories to develop lower levels of the classification scheme.
Implement approved classification categories in the EDRMS (Electronic Document and Records Management System), including mapping business unit files to the classification scheme.
 Under the coordination of the Head of Archives Service, appraise records and recommend retention and disposition decisions based on legal and regulatory requirements and business needs; implement and maintain approved
records retention schedules in the EDRMS.
 Design training tools and deliver initial and ongoing training to users of the EDRMS. Training must cover use of the EDRMS and the file classification scheme as well as raising awareness of information management principles and responsibilities. Training could be delivered in various formats: group, one-on-one, online.
 Create and maintain user guides and other tools to assist business units in their use of the EDRMS. User guides must be updated as modifications and new developments to the EDRMS are rolled out.
 Coach users, one-on-one or in small groups, on how to identify and name the files they need and how to map those files to the file classification scheme.
 Draft guidelines for application of access/confidentiality restrictions, file and document naming conventions, information management responsibilities in the context of the EDRMS and other guidelines as required.
 Establish and manage access controls for the electronic records system based on organizational policies and departmental agreements.
 Monitor use of the system to identify problems, difficulties or misunderstandings and develop training, user guides and/or other tools to mitigate the problems.
 Participate in identifying and analyzing user requirements, business requirements and information management requirements for the EDRMS.
 Perform other related duties.

QUALIFICATIONS REQUIRED
 University degree in archival science, records management, information management science, information management systems or a related field OR education in a reputed college of advanced education, with a diploma of equivalent standard to that of a university degree in one of the fields above.
 At least three years of progressively responsible experience in records management or information management systems . An advanced degree in a related field can be considered as a substitute for one year of working experience. A doctorate in related fields can be considered as a substitute for two years of working experience.
 Excellent knowledge of one of the six official languages of ITU (Arabic, Chinese, English, French, Russian, Spanish) and very good knowledge of English or French. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)

COMPETENCIES
 Hands-on experience in supporting and maintaining an EDRM system is essential (not just end-user experience).
 Experience in the development and maintenance of functions-based file classification schemes is essential.
 Experience in the development and maintenance of records retention schedules is desirable.
 Knowledge of ISO 15489, Information and documentation – Records management.
 Experience in liaising with business unit staff and IT staff to define and clarify business requirements and associated information needs.
 Strong organizational and analytical skills and attention to detail.
 Excellent communication skills including verbal, written (including report writing) and presentation skills are essential.
 Experience working with Documentum is desirable.
 Ability to make decisions under pressure.
 Ability to work on own initiative, managing competing demands and deliver work to tight deadlines.
Important:
The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62. Only applicants who are expected to complete a term of appointment will normally be considered.
Permanent and temporary staff as well as candidates who have already worked at ITU are requested to update their internal Curriculum Vitae or their Personal History Form before the closing date.
Applications for temporary posts should be sent through the usual channels to the Director of the Bureau or the Chief of the Department concerned who forward them to the Administration and Finance Department in cases where secondment is feasible.
According to the Staff Regulations and Staff Rules of the Union, in general, staff in the general service category (grades G.1 to G.7) shall be recruited from among persons resident in Switzerland, or in the French territory within a radius of 25 kms from Geneva.
Remark:
Primarily for Union staff members holders of either a permanent, fixed-term or short-term appointment. If the detachment of an official of the Union is impossible, applications from roster candidates will be submitted to the Department concerned. Forms and Vacancy Notices may be obtained from our website.
Advertised posts are open equally to women and men.
The ITU is a smoke-free environment

Archivist/Records Manager, FG II. Historical Archives of the European Union, European University Institute. Florence. Open until 31 August 2010

Florence, 06/07/2010
VACANCY NOTICE IUE/3/2010
coupled with a notice for an
OPEN COMPETITION ON THE BASIS OF QUALIFICATIONS AND TESTS
Nature of post: 1 contract post– FG II – Archivist/Records Manager
Unit to which the post is attached: Historical Archives of the European Union
Duration of contract: one year, with possibility of renewal
Description of duties: The contract staff member will be in charge under the
supervision of the Director of the Historical Archives, of receiving, arranging,
describing, indexing and publishing on the web European institutional archives;
reference service at the Archives desk.
In addition to these duties the employee will be requested to manage the records
management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department,
a classification scheme, retention schedule and management tools for current
and intermediate archives; providing support for archives to unit correspondents
in their routine tasks;
- Selecting, filing and describing the EUI current and intermediate archives both
electronic and paper-based;
- Developing and monitoring the evaluation and preservation protocols for
ensuring that historical valuable documentation will continue to be available in
the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need
to be converted to EDMS (Electronic Document Management System).
A. Eligibility criteria
· Being a national of the European Union, or a national of third countries having
acquired the status of long term resident on the basis of the EU Directive
2003/109/EC;
· Post–secondary education attested by a diploma, or secondary education attested
by a diploma and appropriate professional experience of at least three years;
· Good knowledge of two languages of the European Union.
B. Selection criteria
Essential:
· Records–filing skills, attested by a diploma, or equivalent professional
experience;
· Good knowledge of English;
· Good working knowledge of office automation software;
· Ability to work as part of a multinational team in an international environment.
Desirable:
· Knowledge of international standards for archival description (ISAD and
ISAAR);
· Work experience in a university or research environment;
· Knowledge of additional languages of the European Union, particularly French.
Selection process:
Candidates shortlisted by the Selection Board will be invited for
· a language test
· a computing test
· an interview, enabling assessment of the candidate’s ability to carry out the
tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.
The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,040. In addition, when conditions
as laid down by the Statutes are applicable, there are family allowances - household
allowance, dependent child allowance, education allowance – and expatriation
allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the
Member States of the European Union charged with research and postgraduate training
in Law, Economics, History and Civilisation and Political and Social Sciences with
special reference to Europe. The Institute is not an EU Institution, but an
intergovernmental organization, funded directly by signatory states, partly by the
European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/3/2010 online application
form. Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the
reserve list will be published on the EUI Web site. By submitting their application,
candidates acknowledge and give their explicit consent to this procedure, according to the Data protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu
DEADLINE FOR RECEIPT OF APPLICATIONS: 31/08/2010
(signed)
Marco DEL PANTA

University Records Manager. University of Princeton.

Requisition Number 1000058
Job Title University Records Manager
Department Library - 690
Position Summary Founded in 1746, Princeton is the fourth-oldest college in the United States. Today, more than 850 full-time faculty members, who are leaders in their respective disciplines, instruct Princeton's approximately 4,850 undergraduate students and 2,295 graduate students. Princeton simultaneously strives to be one of the leading research universities and the most outstanding undergraduate college in the world. As a research university, it seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding, and in the education of graduate students. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching. Princeton's main campus consists of approximately 8 million square feet of space in 160 buildings on 500 acres. The University, with approximately 5,400 benefits-eligible employees, is one of the region's largest private employers. (For more information, see: http://www.princeton.edu/main/about/facts/)

The Princeton University Library, one of the world's most respected research institutions, serves a diverse community of students and faculty with more than 6 million printed volumes, 5 million manuscripts, and 2 million nonprint items. The holdings in its central facility and 11 specialized libraries range from ancient papyri and incunabula to the most advanced electronic databases and digital collections. The Library employs a dedicated and knowledgeable staff of more than 300 professional and support personnel, complemented by a large student and hourly workforce. More information can be found at the Library's Web site:http://libweb.princeton.edu/

The Seeley G. Mudd Manuscript Library is part of the Princeton University Library's Department of Rare Books and Special Collections. It houses the Princeton University Archives, as well as a highly regarded collection of 20th-century public policy papers. For more information on the library, please see: http://www.princeton.edu/~mudd.
The Princeton University Library seeks to fill the position of University Records Manager. This individual will plan, develop, implement, and manage a campus-wide records management and information program to develop and maintain records retention and disposition schedules for University records in both print and digital formats.

Responsibilities:
Responsibilities will include surveying offices to assess records, develop a retention and disposal plan for each category of documents already on hand, educate offices about proper records management and compliance with University Records Policy and appropriate local, state and federal laws, and plan for the organization and handling of future records, especially those records now born digital. Records having archival value will be deposited in the Archives according to University policies. The Records Manager will work with University Archives staff to manage transfers of university files to the Archives. The process for managing the transfers will include instructing office staff in university departments in preparing records for transfer and working with the University Archives and IT offices to ensure the permanence of electronic records with archival value.
The University Records Manager will report to the University Archivist and work closely with departments across campus, including the Office of Information Technology and Library's System Office, the General Counsel's Office, and the Office of the Vice President for Finance and Treasurer.
Able to handle collections, including ability to lift up to 30 pounds.
Essential Qualifications Required:
MLS from an ALA-accredited library school and/or advanced degree in a subject area with coursework in records or information management.

Three years records management experience.

Demonstrated knowledge and understanding of records management and archival theory and standards, including legal and fiscal issues governing university records.

Excellent oral and written communication skills to convey program rationales and benefits to audiences at all organizational levels and backgrounds.

Strong interpersonal skills to successfully collaborate with a broad range of personnel from various campus departments, including executive management, directors, managers, supervisors, faculty and staff employees.

Ability to work independently with self-initiative and minimal supervision.

Demonstrated ability to work with confidential information and to handle sensitive situations with diplomacy and respect for privacy rights. Ability to maintain and safeguard confidentiality of documents and information collected and reviewed.

Experience with electronic records management and digital preservation issues.
Preferred Qualifications Certified Records Manager (CRM)

Experience in a college/university setting.

Knowledge of and/or experience with enterprise financial, messaging, and content management systems. Knowledge of and/or experience with electronic records management systems. Experience with systems integration.

Evidence of program building success. Experience with public programs and outreach.

Directory Title University Records Specialist
Job Function Reg Prof Specialist &Technical
Grade TR 222
Standard Hours
Full-time/Part-time Full Time
Actual Hours per Week, if casual hourly
Pay Rate, if Casual Hourly
Work Schedule, if other than standard hours
Eligible for Overtime No
Benefits Eligible Yes
Union Code Not Applicable
Education Required Other-see essential qualifications
Application Deadline Open Until Filled or See Position Summary.
Instructions for Applying Complete the online application and click "Apply to this Posting" at the top of the posting details page.
Documents which can be associated with this posting Resume/CV
Cover Letter

Archivist/Records Manager. Legislative Council of Hong Kong

Job Summary
Archivist/Records Manager POSTED: Jan 18
Salary: Open Location: Hong Kong, China
Employer: Legislative Council of Hong Kong SAR Type: Full Time - Experienced
Categories: Archives Management, College & University Archives, Government Archives Preferred Education: Masters

http://careers.archivists.org/jobdetail.cfm?job=3278265#emp







Employer Information
About Legislative Council of Hong Kong SAR

The Legislative Council of Hong Kong SAR

View all our jobs





Job Description
The Legislative Council Secretariat provides support services to the Legislative Council in scrutinizing legislative and public expenditure proposals and in monitoring government policies and measures. It also fulfils the information needs of the Legislative Council, its committees, Members and other related personnel involved in legislative work. We are now looking for high calibre individuals to work as an Archivist/Records Manager in the Research and Library Services Division. The Archivist/Records Manager is responsible for establishing the Legislative Council Archives, overseeing the operation of the Archives, and setting out best practices and operation procedures for managing records of the Legislative Council and the Secretariat.
Duties of the Archivist/Records Manager include: (a) formulating and implementing an effective archives and records management policy and its associated standards and practices; (b) setting out best practices which the Legislative Council, its committees and the Secretariat should follow for the creation, management and disposal of their records; (c) developing and issuing disposal authorities and disposal schedules and procedures; (d) reviewing, approving and rejecting proposals for the destruction of records; (e) preserving, arranging, describing, administering and providing access to records deposited in the Legislative Council Archives; (f) advising on the preservation and control of temporary records retained in individual divisions of the Secretariat; (g) formulating policies on access to archival records; (h) providing advice, assistance and training to the Secretariat staff responsible for records management; and (i) developing and implementing procedures and practices for the operation of the Legislative Council Archives.

NOTES:
Additional Salary Information: A newly appointed Archivist/Records Manager will be offered a starting salary at HK$80,485 per month (increasing by 4 annual increments to HK$92,720), plus a monthly cash allowance applicable to the post of Archivist/Records Manager on the date of appointment currently at a rate of HK$12,105 per month. Upon satisfactory completion of the agreement, the appointee will also be eligible for an end-of-agreement gratuity which, when added together with the employer's contribution to a Mandatory Provident Fund scheme, equals to 15% of the total basic salary drawn during the agreement period. Fringe benefits include paid leave as well as medical and dental benefits.





Requirements
Candidates for the post of Archivist/Records Manager should (a) be a qualified Archivist or Records Manager, with a graduate or postgraduate qualification in Archives or Records Management; (b) have at least 12 years' professional experience in archives, records and information management, preferably six years of which were in a lead or supervisory capacity; (c) have a sound knowledge of emerging trends in applying digital technologies to archival activities and functions; (d) have excellent command of written and spoken Chinese and English; and (e) possess very good communication, interpersonal and supervisory skills.