Information Resources and Services Officer (Records and Archives), NS-2. ADB, Manila. Open until 23 September 2020

 

Information Resources and Services Officer (Records and Archives)

Reference Number	200431
Position Level	NS 2
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Wednesday, September 9, 2020
Closing Date	Wednesday, September 23, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

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IMPORTANT INFORMATION

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).

OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and nonelectronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.

To view ADB Organizational Chart, please click here.

Job Purpose

The Information Resources and Services Officer (Records and Archives) provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR) and outsourced personnel providing ADB document conversion and microfilming services. The incumbent will report to the designated International Staff and senior National Staff.

Responsibilities

Contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

• Assists the Unit Head, OAIS-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
• Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, including outsourcing of services.
• Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
• Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
• Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
• Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
• Supervises the development and maintenance of the ADB Archives Gallery.
• Supervises the development and implementation of the annual records management training/workshop for HQ and field offices staff.
• Supervises the technical support given by the records and archives group to the Resident Missions, including e-file transmissions of delegated project documents.
• Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAIS-IR, Director, OAFA and/or Principal Director, Office of Administrative Services.
• Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with Facilities Planning and Management Unit.
• Verifies work effectiveness, decorum and punctuality in the team; and provides information for staff performance evaluation.
• Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of Culture and Talent Division.
• Provides technical support to ADB's Departmental Files assisting Departmental File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
• Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
• Supports the leadership and oversight of ADB's electronic document filing systems.
• Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
• Ensures environmental, intellectual, and physical control over ADB's archival collection.
• Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
• Performs other duties that may be assigned as reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

• Bachelor's degree in Archives Administration, Library Science, or other information management discipline; preferably with advanced training in archives and records management.
• At least 8 years of experience in records management and archives
• Thorough knowledge of archival operations and preservation techniques.
• Comprehensive knowledge and understanding of international best practices on records management policies and procedures.
• Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage.
• Advanced SharePoint knowledge, focused specially on records management features
• Effective report-writing and communication skills in English.
• Supervisory experience for a team of 3-4 people
• Able to work collaboratively with teams as a constructive team member.
• Strong oral and written communications skills.
• Please refer to the link for ADB Competency Framework for National Staff Levels 1-2

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.

Principal Information Management Expert. ECB, Frankfurt. Open until 1 April 2019

Reference:  2019-045-EXT 

Type of contract:

Fixed-term contract until 31 July 2021, which may be extended subject to individual performance and organisational needs 

Who can apply: EU nationals

Salary: H band and benefits

Working time: Full-time 

Place of work: Frankfurt, Germany

Closing date for applications: Monday, 1 April 2019

Your team

You will be part of the Information Governance (IGO) Division in the Directorate General Secretariat. Our Division has 45 staff providing the framework, policies and procedures to ensure ECB information is of high quality so that staff and EU citizens can rely on it now and in the future.

You will contribute to the development of the ECB’s Enterprise Information Management Strategy, which includes the digital preservation of its information assets and opening its archives to the general public. You will bring in robust and innovative ways to ensure ECB information and knowledge is archived and preserved effectively.

In your role as a Principal Information Management Expert you will play a key role in strengthening the ECB’s ability to effectively manage, preserve and provide access to its archives (both digital and physical) over the medium to long term. You will facilitate open collaboration between archivists and records managers to further enhance the ECB’s information management life cycle, archival processes and procedures. You may also be required to coordinate the work of eight to ten colleagues working in the Archives. You will work closely with your Head of Section and colleagues across the Division, as well as all ECB business areas (especially within the Directorate General Information Systems, Data Protection Office, Compliance and Governance Office and the Directorate General Legal Services), in order to deliver the team’s work programme.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As Principal Information Management Expert you will:

• review the ECB’s current archiving policies, procedures and standards to ensure they are fit for purpose, comparable with those in benchmark organisations, and in line with the ECB’s obligations and with industry best practices;

• lead and/or provide expertise for activities that further enhance the management and long-term preservation of digital material in various formats (e.g. audio-visual, born-digital holdings, web archiving);

• work with the team to develop and implement a framework to enable the ECB to seamlessly open its archives to the general public (e.g. an online digital catalogue and holdings, as well as related archival services, software and systems);
• provide and coordinate effective and efficient day-to-day archival operations (i.e. acquisition, appraisal, retention, description, preservation and disposition of digital and physical material);

• support team members in their professional development, in particular to expand their digital archiving knowledge and skills;

• contribute to the Division’s strategic planning by identifying particular trends and opportunities in the area of information governance and archiving.

The position offers an excellent opportunity to lead the digital transformation of a dynamic team. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential:

• a master’s degree or equivalent in archiving, information management or another relevant field (for details on degree equivalences, read more);
• a minimum of three years’ experience in the development and implementation of archival policies, processes and procedures;
• a comprehensive knowledge of archival concepts, principles, functions, techniques, methods and international standards, and proven experience applying them to archives;
• a sound experience in appraisal, disposition and preservation of records (both physical and digital);
• strong organisational and planning skills;
• an advanced command of English and an intermediate command of at least one other official language of the EU.

Desired:

• the ability to interact with and influence stakeholders at different levels to adopt and support effective archival initiatives;
• experience in coordinating teams and projects;
• an understanding of change management principles and experience in leading change initiatives;

• advanced user-level skills with standard MS Office applications (such as Word, Excel and PowerPoint).

You engage collaboratively with others. You pursue team goals and learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. You analyse complex information effectively and can evaluate different views to arrive at solutions. You know and anticipate stakeholder needs. You are skilled at encouraging people to develop their abilities and are able to build high-performing teams.

Further information

For additional information on this specific vacancy, you can speak to the recruiting manager, Laura Rodewald, on +49 (0)69 1344 5708 between 16.00 – 17.00 on 12 March, 14.00 – 15.00 on 18 March and 16.30 – 17.30 on 21 March 2019.

The contract(s) offered will be fixed-term, the appointment being for two years as of the exact starting date of the selected person.

Temporary appointments may be extended or made permanent subject to organisational needs and budgetary constraints. This may result in a staff member with a non-convertible fixed-term contract being offered a convertible contract in accordance with the ECB Conditions of Employment.

The recruitment process for this position may include an online interview via WebEx at the pre-selection stage and – if you are invited to participate further in the selection procedure – an on-site written exercise, a presentation and interviews.

Application and selection process

For further information on how to join us, read more.

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