Archiving Services Supervisor. OECD, Paris. Open until 14 March 2021

Archiving Services Supervisor(

Job Number:

 14170)

Application Closing Date

: 15-03-2021, 6:59:00 AM

The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 37 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world.  Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

Within the Executive Directorate, working closely with business partners, the Digital, Knowledge and Information Service (EXD/DKI) designs and provides secure digital solutions, IT and information management services and the technologies to deliver efficient corporate services, meet business partners’ needs and to support and enhance the OECD’s global role in building knowledge, communicating with the world and interacting with governments to inform and influence policy-making.

The Digital Workplace Services Division (EXD/DKI/DWS) provides corporate-wide user services managed by EXD/DKI including the IT Service Desk, local equipment support, IT Training, information (library and archives), printing and mail services.

EXD/DKI/DWS is looking for an Archiving Services Supervisor to champion the Organisation’s digital heritage, assure the preservation of corporate records and provide efficient corporate archiving and library services, in line with industry best practices and compliance with corporate policies. Reporting to the Head of User Support Management, the incumbent will supervise a small team. S/he will have broad operational experience and a track record delivering operational excellence, complemented by strong interpersonal skills, rigour and supervisory experience.

 

Main Responsibilities

Digital Heritage and Archives Management

• Provision archiving services in compliance with the corporate information management policy, industry standards and best practices; furnish agreed library services.
• Ensure delivery of high-quality archiving and library  services to meet client requests and  in line with Service Level Agreements.
• Assure high quality corporate records metadata compliant with current corporate policies.
• Coordinate responses to external researchers and preparation of declassified archives for consultation.
• Update and maintain client guidance and operational procedures, contribute to related documentation as required.
• Demonstrate operational excellence, ensuring file schema, user acccount and access management in compliance with current corporate policies.
• Propose and implement innovative approaches to enhance corporate awareness and use of the Organisation’s digital heritage and archives.

Supervision and Reporting

• Provide guidance and day-to-day supervision to the Archiving Services team, this will include, organising staff presence to meet operational purposes and drafting, maintaining and ensuring compliance with pertinent policies and operational procedures.
• Encourage inclusion, teamwork, sharing and client focus through effective and continuous performance management carried out with the Head of Unit.
• Manage operational relationship with  external service providers.
• Provide regular reporting on team activity and service provision for inclusion in KPIs and other management reports.

 

Ideal Candidate Profile

Academic Background

• A university degree in information science/management, archiving, library services or a related discipline.

Professional Background

• At least three years’ relevant experience provisioning professional archives, information management or library services and working with Content Management Systems.
• Proven experience proposing and implementing efficient use of archive storage space, ensuring application of weeding, digitisation and destruction in line with Best Practices and compliance with agreed standards and schedules.
• Proven experience maintaining archives inventories and activity reporting.
• Sound experience in a client service role including external provider management.
• Demonstrated experience supervising staff in a cross-cultural environment, preferably in an International Organisation or National Administration.

Tools

• MS Office/M365 Suite.
• Content Management Systems, experience with LiveLink and OpenText Content Server would be an advantage.
• Knowledge of industry standards including ISO 15489 and recent updates to the norm.

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
• Knowledge of other languages would be an asset.

Core Competencies

• For this role, the following competencies would be particularly important: Achievement focus, Analytical thinking, Flexible thinking, Managing resources, Teamwork and Team leadership, Client focus, Organisational knowledge.
• Please refer to the level 2 indicators of the OECD Core Competencies.

 

Contract Duration

• Three-year fixed term appointment, with the possibility of renewal.

 

What the OECD offers

• Monthly base salary starting from 4,107 EUR, plus allowances based on eligibility, exempt of French income tax.

 

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal. 

Chief of Section, Records and Archives Management. WTO, Geneva. Open until 8 January 2019

Vacancy Notice No.: EXT/F/18-69 Title: Chief of Section (Records and Archives Management) Grade: 8 Contract Type: Fixed-term Starting Salary: CHF 111,652 net per annum (approximate) Issued On: 10 December 2018                                        Application Deadline (CET): 8 January 2019 Division:   Languages, Documentation & Information Management 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: https://www.wto.org/english/thewto_e/vacan_e/compensation_e.htm

The Secretariat of the WTO is seeking to fill a position of Chief of Section (Records and Archives Management Section (RAMS)) in the Information Management Services (IMS) Branch of the Language, Documentation and Information Management Division. The Information Management Services Branch - composed of the Official Documents and Records Section, the Library Section and the Records and Archives Management Section - aims to identify and provide appropriate access to all relevant internal and external information. This entails adding value to information by capturing, indexing, storing, preserving and disseminating it. Information resources are managed and disseminated through the WTO websites and repositories for documents, records and archives, correspondence, notifications and library content. The Records and Archives Management Section is in charge of the custody and control of Secretariat records and informational assets, in both paper and electronic formats, by leading their management, access, retention, storage, preservation and disposition, with the purpose of protecting them as evidences of actions and of ensuring accountability to present and future users.

General Functions Under the supervision of the Head of IMS, the incumbent will have the primary responsibility for supervising and managing the RAMS. In addition, the incumbent will participate in decision-making, planning and the development of strategies relative to the management of information resources. Key accountabilities will include: 1. Lead, plan and manage the work of the RAMS to ensure high quality services are delivered in an effective, efficient and timely manner. Ensure skills of staff are continuously developed through training or coaching. Manage a team of 5 staff members and interns and budgetary resources allocated to the section. 2. Establish and implement strategies, guidelines and procedures to collect, assess, organize and preserve the WTO's information assets in all forms (paper, image, audio, video, electronic record, etc.). This includes ensuring conservation of information resources and implementing a disaster recovery plan; and elaborating collection development and acquisitions programmes to ensure the continued reception and relevancy of information where applicable. 3. Ensure the maintenance of information systems in order to allow for swift and accurate retrieval of information, thus making resources easily accessible to those who need them. In coordination with the Information Technology Solutions Division, analyse user needs, propose functional specifications for an information system serving these needs and supervise development of the IT solutions chosen. 4. Ensure that the WTO's archive policies (disclosure policy, user service policy, etc.) in the field of information management remain aligned with the WTO business needs. 5. Establish procedures and training programmes for WTO staff on the organization of collections, management, access and use of resources. Liaise with divisions to raise awareness and develop understanding of preservation of information resources. 6. Respond to requests from WTO staff, Members, organizations and individuals outside the WTO and represent the WTO on missions and at meetings.

REQUIRED QUALIFICATIONS

Education: An advanced university degree in archives records management, library science, or information 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: Technical Skills: Demonstrated professional experience in and knowledge of indexing, analysing and describing archive materials and records according to internationally recognized standards. Demonstrated knowledge of and experience in the use of state-of-the art electronic records management tools. Use of IT (Information Technology) tools relevant to information organization and retrieval (e.g. search engines) would be an asset. Capacity to think strategically and develop plans to better integrate the section into the WTO and to bring value to the assets available. Ability to successfully initiate and manage change. Project management skills. Ability to draft accurately concisely and clearly in English. Behavioural Skills: Proven ability to supervise a group of people in their day-to-day work, and to manage, motivate and lead a service. Capability to work harmoniously in a multi-cultural environment. Capability to persuade others to a point of view using facts. Capability to present technical facts to knowledgeable specialised audiences. Capability to communicate information in a clear way and to understand information; capability to initiate and build relationships with a variety of people both inside and outside the organization. Capability to manage and diffuse tension. Capability to work in a team where supporting and gaining the support of others is important to achieving her/his objectives.

Work Experience: Minimum five years' relevant professional experience, including at least 3 years of supervisory responsibilities.

Languages: Excellent command of English, both oral and written (at a level corresponding or equivalent to a minimum of C1 according to the Common European Framework of Reference for Languages (CEFR)) and a good working knowledge of French (minimum B2 level according to the CEFR). Knowledge of Spanish would be an asset. Shortlisted candidates will be asked to provide proof of their language skills under a recognized framework (e.g. CEFR, IELTS, etc.) unless the language in question is their mother tongue. The language skills of shortlisted candidates who are unable to provide proof of their language proficiency will be assessed as part of the selection process.

Additional Information: The position may be offered at a lower grade if the selected candidate does not fully meet all the required qualifications. Only applications from nationals of WTO Members will be accepted. The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 12 months, and may subsequently be called upon as and when the need arises for additional resources. ----------------------- OFFICE(18)/100

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Please note that all candidates must complete an online application form. To apply, please visit the WTO's E-Recruitment website at: erecruitment.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

Project Manager in Information Management. ICRC, Geneva. Open until 27 May 2018

Career Opportunities: PROJECT MANAGER IN INFORMATION MANAGEMENT (6542)

Requisition ID 6542 - Posted 08/05/2018 - Management - Eurasia - Switzerland - Resident

  Job Description Print Preview

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and at the same time promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose of the post

The Information Management Unit (CIM_AIM_IM) within the "Archives and Information Management" (CIM_AIM) division is in charge of the information management for all the ICRC (field and HQ).
To do so, one of the 4 missions of the CIM_AIM_IM Unit is to manage projects on topics such as document management, collaboration, information retrieval, records management and long term electronic archiving, communication tools (email and instant messaging), paperless program, and external contact management.
The CIM_AIM_IM Unit aims to keep up to date on the new technologies available in these different topics. It also proposes innovative solutions based on solid analyzes in order to answer the needs of the ICRC, on the most relevant way, while respecting the framework of the Information Environment Strategy as well as the Data Protection Office recommendations.
The project manager will manage information management projects within the Digital Workplace Sector, composed by a team of 3 to 5 people. He / she reports directly to the Digital Workplace program manager.
The project manager will work closely with his/her counterpart in the ICT division – reason why we are looking for a project manager DAM / CRM / ECM from a business side

Main duties and responsibilities

• Maintains a global view on the project progress and expected benefits, as well as a detailed view on the status of individual deliverables.
• Organizes, prepares, conducts, coordinates, facilitates, and reports on all project management activities necessary to achieve the project´s objectives in accordance to the Project Management Framework.
• Ensures project controls are monitored and recorded, ensuring any changes in scope, time or budget are validated by the Steering Committee.
• Maintains a detailed work plan, documenting and managing interdependencies and risks while ensuring that adequate risk mitigation measures are in place and regularly monitored.
• Reviews/approves work plan of external service provider or consultancy contracted for the project.
• Develops and implements a strategy to accompany the changes brought on by the project, including communication and training.
• Ensure the description and formalization of business requirements
• Deal with the Request for Information process, Request For Proposal, Bid Evaluation and Selection
• Ensure the quality of implementation of the solution (test scripts, acceptance and validation tests) with the ICT project manager
• Ensure that business processes are correctly implemented through the proposed technical solution
• Maintain the project's business documentation
• In compliance with the objectives set by the CIM_AIM_IM unit, follow the evolution of practices and tools in one of the areas related to information management (paperless, messaging, collaboration, search engine, records management, electronic archiving, audiovisual files management ...)
• Coordinate all these activities with the ICT project manager
• Provides leadership and motivation to the project team members, ensuring their work is aligned to the overall project purpose and deliverables.
• Manages directly a small team (2-4) dedicated to the project. Contributes to work plans for a larger team that does not directly report to the project.

Certifications / Education required

• Master degree or equivalent professional experience in a field related to information management
• Project Management Certification a must: PMI, Hermes, SCRUM…
• Business analysis Certification an asset
• Change Management Certification an asset.
• Fluent in English & French (English being essential).
• Computer proficiency.

Professional Experience required

• 12-15 years of professional experience.
• 3 to 5 years of professional experience in in managing successfully small or medium project(s) from a business side in the following areas of information management: document management, records management, search engine, collaboration, paperless, Contact Relationship Management, Digital Asset Management.
• Good knowledge of the digital world and information management (governance and technologies)
• Experience in successfully managing and motivating a team.
• Experience in an international environment an asset

Desired profile and skills

• Strongly motivated by humanitarian work
• Leadership
• Ability / aptitudes: communication skills, listening, autonomy, adaptability, rigor, sense of result, analytical and synthesis skills, editorial skills, respect for humanitarian values
• Ability to work as part of a team
• Autonomy in the conduct of projects
• Ability to lead several projects in parallel with different stakeholders
• Ability to manage stress and the unforeseen
• Adaptability in an ever-changing environment

Additional information

• Location: Geneva, Switzerland
• Type of contract: open-ended
• Activity rate: 100%
• Length of assignment : permanent position
• Estimated start date: ASAP
• Application deadline: 27.05.2018

• Location: Geneva, Switzerland
• Type of contract: open-ended
• Activity rate: 100%
• Length of assignment : permanent position
• Estimated start date: ASAP
• Application deadline: 27.05.2018