Human Resources Assistant (Registry & Records), G-4. ICAO, Montreal. Open until 11 September 2015

POSITION INFORMATION Post Title:	Human Resources Assistant (Registry & Records)	Vacancy Notice:	2015/38/G 105593
Level:	G-4	Posting Period:	28 August – 11 September 2015
Duty Station:	Montréal	Date for entry on duty:	After 11 September 2015

THE ORGANIZATIONAL SETTING

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing retirees, administration of social security and pension benefits, staff accreditation matters and oversight of the medical clinic.

The incumbent reports directly to the Chief, SEA who provides general guidance and with whom s/he consults on complex technical issues.



 MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)


Ensures maintenance of registry system,
achieving results such as:

• Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.

• Open of new subject files as required and disposal of old files in accordance with the established retention schedule.

• Maintain the archives, making sure files are properly stored and accessible; safe keeping of documents.

• Provide photocopies of material from the confidential registry files, as requested by staff.

• Assist in the collection of reference and background material from registry files.

• Preparation of correspondence and reports related to registry activities.

• Participate in the creation and maintenance of an electronic registry system for Human Resources.


Function 2 (incl. Expected results)


Provides effective records management,
achieving results such as:

• Receive, register code documents, letters and other correspondence and store in proper files. Review, record and sort incoming and outgoing mail and maintain a register therefor.

• Establish and maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.

• Follow-up on actions to be taken by the relevant HR Sections.

• Verify completeness and accuracy of returned files and determine the need for the creation of new files.

• Maintain and update the list of registry files on regular basis, including the classification of files.


Function 3 (incl. Expected results)


Performs quality control functions, achieving results such as:


• Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.

• Ensure that files do not contain non-record material and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.

• Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc. and that duplicate records are removed.


Function 4 (incl. Expected results)


Maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval,
achieving results such as:

• File documents into appropriate folders and ensuring that confidential files are secured.

• Ensure that the labelling and placement of folders in order in the relevant filing rooms/cabinets and inactive files removed and sent for archiving. Review on a daily basis the SEA in-box for incoming faxes and distribute to appropriate staff for action.

• Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations or through consultation with clients.

• Provide timely information to the user(s) in the case of complex inquiries, of not only the file on which the desired record has been placed but also related files which may be necessary to provide complete background to the situation or to enable the user to take the appropriate action.

• Consult or refer clients to other appropriate resources.


Function 5 (incl. Expected results)


Performs a variety of functions related to office support and statistics and surveys,
achieving results such as:

• Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.

• Provide back up support in terms of processing staff accreditation and United Nations Laissez-Passer (UNLPs).

• Ensure an adequate and timely supply of stationery items are available to the Sections.

• Maintain a calendar of activities of SEA.


Function 6


Performs other related duties, as assigned.

 QUALIFICATIONS AND EXPERIENCE

Educational background


Successful completion of secondary education, including relevant training in office automation courses.


Professional experience and knowledge


Essential


• At least four years of experience in administrative/clerical work.

• Knowledge of office automation techniques for text processing and contemporary software including loading files on a web environment.

• Knowledge of filing and registry procedures.


Desirable


• At least two years of experience with an international organization or a government.

• The ability to use relevant software applications.


Language skills


Essential


Fluent in reading, writing and speaking abilities in English and French.


Desirable


Knowledge of any of the other languages of the Organization (Arabic, Chinese, Russian, Spanish).


Competencies


1.
Accountability: The willingness and ability to accept responsibility for oneself and one’s responsibilities; taking ownership for actions and outcomes.

2.
Creativity: The willingness and ability to develop new ideas, improve existing processes, and thinking "outside of the box".

3.
Client Orientation: The willingness and ability to see things from the clients’ perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.

4.
Commitment to continuous learning: The willingness and ability to engage in self-development, keep oneself up-to-date with new developments, help others to learn and learn from others.

5.
Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.

 
CONDITIONS OF EMPLOYMENT

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration:	Level		Net Base Salary per annum
G-4		CAD 33,386

Registry and Records Assistant, G-4. OSCE, Vienna. Open until 21 May 2012

Job Title Registry and Records Assistant Organization Name OSCE Secretariat Location Vienna,AT Grade G4 Closing Date of application 21-05-2012 No. of Posts 1 Background The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records Management, and oversees the Prague Office. The OSG also ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of the Executive Management Section. Tasks and Responsibilities Under the direct supervision of the Chief, Records Management, you will provide support services related to the Secretariat records management functions, specifically: Registering and distributing all official incoming and outgoing communications in the correspondence registration database; Reading and analysing documents and assigning file codes based on content. Scanning and uploading electronic records in OSCE’s electronic document and records management system (DocIn) (includes assigning metadata to the records); Maintaining the central filing system of electronic and hard copy records; Monitoring electronic folders in DocIn; Reviewing and facilitating transfers of records from closed field operations in accordance with OSCE’s retention and disposal policy; Performing preliminary appraisal of records and weeding and disposing of obsolete records; Ensuring secure destruction for "restricted" records authorized for destruction; Providing reference services by handling information requests and assisting with retrieval of records; Directly supporting Secretariat staff regarding compliance with the Administrative Instruction related to Records and Document Management; Advising Secretariat staff on the practical use of DocIn; Performing other related duties as required. Necessary Qualifications Completed secondary education, additional qualifications in archives or records management are desirable; Minimum of three years of relevant experience preferably in archives or records management; Knowledge of electronic document and records management systems is desirable; Professional fluency in English with excellent communication skills; knowledge of another OSCE working language would be an asset; Superior customer service skills; Ability to work accurately and pay attention to detail; Ability to review and analyse documents and identify key information; Tact in dealing with internal and external parties and the ability to maintain a high level of confidentiality; Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; Ability to work in a team and establish working relationships with people of different national and cultural backgrounds. Remuneration Package Monthly remuneration, subject to social security deduction is EUR 2,924 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Van Breda medical insurance scheme and the OSCE Provident Fund. How To Apply If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83. The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply. Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation. No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Registry and Records Assistant, G-4. OSCE, Vienna. Open until 3 October 2011

Job Title Registry and Records Assistant

Organization Name Department of Management and Finance

Location Vienna,AT

Grade G4
Closing Date of application 03-10-2011
No. of Posts 1

Background

The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization.



The Mission Support Service Section provides the working framework for OSCE’s procurement, asset, travel and facilities management. It also acts as the co-ordination point for Fund Administration Units in relation to these activities, including technical training programmes, which are governed by Financial/Administrative Instructions.




Tasks and Responsibilities

Under the direct supervision of the Chief, Records Management, the incumbent will control incoming documentation, analyze and appraise permanent records and historically valuable documents, monitor the shared drives of the Secretariat, integrate paper archives with electronic ones and act as help-desk support for the OSCE Secretariat, Institutions and field operations. He/she will perform the following duties:



Providing central registry services for the OSCE Secretariat, including correspondence distribution and follow-up; managing the OSCE Postmaster (official e-mail address);
Receiving, reviewing and proof reading as well as processing all incoming and outgoing official communications;
Classifying and assigning the established code for future retrieval and reference and determining the internal distribution based on document contents;
Entering subject matter summaries, and other relevant data of communications into the registry database;
Maintaining and updating the central filing system and the paper archives as well as archiving historical records, financial records, contracts, confidential or restricted information;
Managing the Electronic Document and Record Management System (Doc.In), uploading, transferring, and relocating electronic information to enable Secretariat staff to access documents;
Researching and retrieving documents from Doc.In, paper archives, the reference collection as well as documents from external sources;
Providing direct support regarding general administration and document management; responding to inquiries and requests; searching for information and documents as specified by staff from the Secretariat, Institutions, field operations and delegations;
Reviewing contents of files prior to final archiving or disposal and relocating files to intermediate storage in accordance with the retention and disposal policy;
Advising on file retention or transfer to the Prague Office for the Secretariat, Institutions and field operations;
Providing secure destruction of material;
Performing other duties as assigned.


Necessary Qualifications

Completed secondary education;
A minimum of three years of administrative/clerical experience, preferably in records management, registry, archives or comparable work in an international organization;
In-depth knowledge of electronic records and documents management systems;
Excellent knowledge of English (oral and written), including communication skills; knowledge of other OSCE working languages would be an asset;
Knowledge of computer applications such as word processing and spreadsheets;
Accuracy and attention to detail in the review, classification, structuring and distribution of incoming communication;
Tact and discretion in dealing with information requests from internal and external parties;
Demonstrated gender awareness and sensitivity as well as an ability to integrate a gender perspective into tasks and activities;
Ability to establish and maintain effective working relationships with people from different national and cultural background whilst remaining impartial and objective.


Remuneration Package

Monthly remuneration, subject to social security deduction is EUR 2,844 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund.

How To Apply

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.