Records Assistant (Correspondence), G-5. IAEA, Vienna. Open until 12 May 2020

Records Assistant (Correspondence)(G5) - (2020/0229 (001586))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-04-14, 4:01:05 PM

Closing Date: 2020-05-12, 11:59:00 PM

 

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). 

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose

Under the supervision of the Unit Head (Records Unit), the Records Assistant (Correspondence) provides correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected

According to established standards and procedures:

• Manage incoming, outgoing official correspondence of the Agency by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records , maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
• Monitor and update distribution lists for official correspondence in the correspondence management workflow ; create and update access groups in correspondence management systems as necessary.
• Administer the official IAEA mailbox, including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
• Digitise Agency official documents/records following the instructions: preparing and scanning documents and ingesting them into Agency's information systems.
• Administer the Agency's fax software including liaising with technical staff in IT and external service provider, the monitoring of incoming and outgoing fax messages, as well as ensure appropriate distribution and follow up.
• Coordinating the maintenance of correspondence management systems with the IT teams to ensure that issues affecting performance, business continuity are addressed in a timely manner;
• Perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head;
• Contribute to preparing guidelines, procedures, SOPs, user manual about the correspondence management, respond to inquiries and ensure sustained high-quality customer service.
• Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.

Competencies and Expertise

Core Competencies

Name	Definition
Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Resilience	Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function	Name	Expertise Description
Administrative Support	Data Management	Advanced knowledge of MS Excel, Open Refine and MS Power BI.
General Services	Data and Information Analysis and Reporting	Knowledge of applying Information Security standards and document security classifications.
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Working knowledge of Microsoft Office 365, Open Text Suite or other document management applications.
Administrative Support	Records and Documents Administration	Knowledge of Record and Information Management standards and best practices.

Asset Expertise

Function	Name	Expertise Description
Administrative Support	Discretion and Respect for Confidentiality	Ability to deal with high sense of confidentiality with records and documents and to apply information security control measures.

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of work experience, two years in records management.
• Experience with data curation and Electronic Document and Records Management software.
• Work experience in an international environment is an asset.
• Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English language test (Level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Associate Information Resources and Services Administrator (Records and Archives). ADB, Manila. Open until 8 May 2020

Associate Information Resources and Services Administrator (Records and Archives)

Reference Number	200203
Position Level	AS 7
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Thursday, April 23, 2020
Closing Date	Friday, May 8, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

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).
 
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 non-electronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.
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To view ADB Organizational Chart, please click here.

Job Purpose
The Associate Information Resources and Services Administrator (Records and Archives) will collect, organize, maintain and preserve archival records of ADB; provide reference and research services, administer the digital conversion of archival records; support establishment of an electronic records management system (ERMS); curate archival materials for exhibit purposes, provide inputs in the preparation and design of exhibit materials for the ADB History Gallery, coordinate with departments for the turn-over of archival records; and support proactive disclosure in accordance with ADB policies. The incumbent will report to the designated International Staff and senior National Staff.
 
Responsibilities
Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors:

• Maintains the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
• Organizes the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
• Identifies records requiring conservation and provides treatment and restoration to damaged records using international standards.
• Develops, implements, and maintains policies and procedures in selecting and organizing archival materials as well as the information system of the ADB's archival holdings.
• Coordinates with Departments/Offices on the transfer of archival materials for protection and preservation.
• Ensures conversion of archival records to electronic formats (including its migration to newer media) for the preservation of historical collection and as part of the business continuity program.
• Develops and maintains electronic client interface, database, and website.
• Support establishment of an electronic records management system (ERMS), including coordination for training and change management;
• Provides information and facilities to authorized archival records users through the preparation of indexes, guides, and other finding aids.
• Manages the reference services by conducting preliminary research, identifying relevant archival records and verifying staff's authority to have access to archival records or confidential materials to ensure security and integrity of archival records, and in compliance with the public communications policy of ADB.
• Promotes awareness on the importance of protecting and preserving archival materials and supports activities related to exhibits, external events and other activities requiring the distribution or display of archival materials.
• Maintains and develops the ADB Archives Gallery by assessing and selecting relevant materials for exhibits, updating featured materials and information, and coordinates activities and events.
• Backs up other records staff in their absence.
• Maintains statistics on archival holdings and activity indicators on the use of archives collection.
• Participates in the performation evaluation for service provider's personnel assigned to ADB on records and archives management services.
• Maintains records transfers, and plans the yearly work program for archives and the gallery.
• Performs other duties as may be assigned by the immediate supervisor, Unit Head, and/or director and reflected in the incumbent's workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor's degree in Library Science, Archives Administration, or other information management discipline
• At least 5 years of experience as a practicing archivist
• Working knowledge and understanding of established records management policies and procedures
• Thorough knowledge of archival/records management operations and preservation techniques
• Experience in change management for IT project in relation to electronic records management system (ERMS)
• Experience on electronic filing system
• Experience in working in galleries or museums as curator and knowledge in digital exhibits will be an advantage
• Proficient in ADB or multicultural organizations' standard software programs and information technologies, particularly for database management and client interface
• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent interpersonal skills and excellent command of written and spoken English
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6-7

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.

Information Officer, B4. Council of Europe, Luxembourg. Open until 3 October 2019

 

 

 DIRECTORATE OF HUMAN RESOURCES

Recruitment and Employment Management Division

 

Vacancy Notice n° o64/2019 FR/EN

Local recruitment procedure¹

1 Local recruitment procedure organised in accordance with Rule No 1234 of 15 December 2005.

 

INFORMATION OFFICER

(Grade B4)

LOCAL TEMPORARY CONTRACT

 

Enlarged Partial Agreement on Cultural Routes

Directorate General of Democracy

 

Location: Luxembourg

 

Job mission

Under the authority of the Head of the Directorate of Democratic Citizenship and Participation and of the Executive Secretary of the Enlarged Partial Agreement on Cultural Routes (EPA), based in Luxembourg at the European Institute of Cultural Routes (EICR), the position-holder will carry out the activities included in the Council of Europe’s 2017-2020 Grant Agreement with the European Commission (Directorate-General for Regional and Urban Policy – DG REGIO), “Fostering regional development through transnational cultural routes, heritage policies and practices” .

For this purpose, the Information Officer will ensure regular communication with the project’s stakeholders and the general public, producing, managing and disseminating all kinds of documentation and information, according to the specific project’s objectives and in accordance with its communication strategy. In close cooperation with the Senior project officer, he/she will update the various project information tools and channels, especially for online communication (EPA website, EICR website, social networks and future digital platform(s)) and printed materials where applicable. The information officer will be responsible for the design of the project communication strategy and the gathering of information related to the project’s results and EU Macro-Region related fields of activity.

The contract duration is 7 months (part-time 90%) from 1st November 2019 until 30th May 2020.

 

Key activities

The incumbent performs the following key duties:

screens and analyses all kinds of sources of information (internet, media, publications, documentation, files, and databases) concerning allocated field of work;

carries out documentary, database or electronic (internet) research on specific topics, systematically or on request;

manages the Grant Agreement dedicated website, ensuring the publication of regular content and its dissemination to project stakeholders and general audiences;

summarises the results of the research, prepares information documents and reports;

provides information for ‘background papers’ for workgroups or programme officers;

ensures appropriate dissemination of information both internally and externally, in accordance with communication policy, through online (websites, social media) and printed information channels;

processes internal and external requests for information and documentation;

maintains archives and documents according to the needs of the field of competence, in line with the COE's archive policy;

contributes to the development of ‘a documentation centre’ and keeps it up-to-date;

registers and classifies documentation and publications received (electronic and printed);

keeps databases up-to-date;

works with other directorates and external documentation and information centres to obtain required information, documentation or publications, particularly in connection with special events;

works in close contact with others to ensure the co-ordination of activities;

reports to manager on the status and progress of activities and if problems occur;

promotes Council of Europe values internally and externally.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

 

Eligibility criteria

This local recruitment procedure is open to applicants already present in Luxembourg.

Only applicants who best meet the following criteria will be considered for shortlisting.

 

Qualifications:

Completed full course of general secondary education followed by an appropriate professional qualification: a university degree in cultural heritage management or similar would be an advantage.

 

Experience:

› Practical knowledge of document management and carrying out documentary research;

› Understands specific needs of allocated field of competence;

 

Language requirements:

› Very good knowledge of one of the official languages (English or French) and good knowledge of the other. Knowledge of other European languages, in particular those of the member countries of the EPA, would be an advantage.

 

Nationality:

› Nationality of host country or one of the 47 Council of Europe member states.

 

Age:

› Under 65 years of age at the closing date of the vacancy notice.

 

Employee Core Values

Council of Europe staff members adhere to the values Professionalism, Integrity and Respect.

 

Competencies

Essential:

› Professional and technical expertise

 very good knowledge of the Council of Europe;

 very good knowledge of Cultural Routes programme. A field experience in one or more Cultural Routes certified network will be an advantage;

 sound computer skills (processing electronic information and database inquiry); uses specific documentation management software.

› Organisational and contextual awareness

› Analysis and problem solving

› Service orientation

› Teamwork and co-operation

› Planning and work organisation

› Concern for quality

› Communication

 

Desirable:

› Drafting skills

› Results orientation

› Relationship building

› Learning and development

 

For more information, please refer to the Competency Framework of the Council of Europe.

 

Applications

Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website www.coe.int/jobs you can create and submit your on-line application. Applications must be submitted at the latest 03/10/2019 (midnight French time).

Applications will be examined with regard to the requirements of this vacancy and applicants will be informed in due course of the outcome of your application. This may take some time after the closing date. Preselected candidates may be invited to take written tests before an interview. Written tests may be eliminatory.

In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.

The conditions of recruitment and employment which apply are contained in Rule No. 1234 of 15 December 2005 laying down the conditions of recruitment and employment of locally recruited temporary staff members working in Council of Europe Duty Stations located outside of France apply (Link to Rule 1234).

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

 

The Organisation

The Council of Europe is the continent’s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members and now includes 47 member states, all having signed up to the European Convention on Human Rights.

By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member states’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member states. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.

The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.

Launched in 1987, the Cultural Routes of the Council of Europe programme demonstrate, by means of a journey through space and time, how the heritage of Europe's different countries and cultures contribute to a shared and living cultural heritage. According to the Council of Europe a Cultural Route is a cultural, educational heritage and tourism co-operation project aiming at the development and promotion of an itinerary or a series of itineraries based on a historic route, a cultural concept, figure or phenomenon with a transnational importance and significance for the understanding and respect of common European values.

The Cultural Routes of the Council of Europe programme is supported by the European Institute of Cultural Routes, set up in 1998 as part of a political agreement between the Council of Europe and the Grand-Duchy of Luxembourg (Ministry of Culture, Higher Education and Research). Upon the entry into force of the Council of Europe Enlarged Partial Agreement on Cultural Routes (EPA) in 2010, an agreement establishing the seat of the EPA at the Institute in Luxembourg was signed between the Ministry of Foreign Affairs of the Grand-Duchy of Luxembourg and the Council of Europe. The Institute carries out regular evaluations of the compliance of Cultural Routes of the Council of Europe with the criteria of the statutory Resolution (CM/RES(2013)67) on Cultural Routes adopted by the Committee of Ministers, gives advice to new applicants for certification and houses the extensive information and documentary resources of the Cultural Routes of the Council of Europe programme. It provides advice and assistance to routes networks and hosts visits by project managers, researchers and students.

The European Commission is a key partner of the EPA and provides support to its work. The overall objective of the forthcoming DG REGIO’s grant agreement 2017-2020 “Fostering regional development through transnational cultural routes, heritage policies and practices” is to strengthen sustainable regional development in the 4 EU Macro-regions (Baltic Sea Region, Danube Region, Adriatic and Ionian Region, Alpine Region) through cultural heritage policies, practices and services as recognised by the Council of Europe Framework Convention on the Value of Cultural Heritage (Faro Convention) through the Cultural Routes of the Council of Europe programme which underscores, like the Convention, the importance of local people and their affinity with their region as essential to understanding and rediscovering the cultural identity of the sites and to attracting new activities, encouraging the tourism sector and sustainable local development of rural areas and less-known destinations.

 

For more information about the Cultural Routes of the Council of Europe programme, visit www.coe.int/routes

 

For more information about the Joint Programme between the Council of Europe and the European Commission, visit www.coe.int/routes4u

Archives Assistant, G-5. IAEA, Vienna. Open until 11 September 2019

Job Description - Archives Assistant(G5) (2019/0435 (001669)) Job Description  Archives Assistant (G5) - (2019/0435 (001669)) Organization : MTGS-Archives Unit Primary Location : Austria-Vienna-Vienna-IAEA Headquarters Job Posting : 2019-08-13, 5:16:03 PM Closing Date : 2019-09-11, 11:59:00 PM Duration in Months: 36 Contract Type: Fixed Term - Regular Probation Period: 1 Year    Organizational Setting The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit. Main Purpose Under the supervision of the Archives Unit Head, the Archives Assistant supports the operation of the records centre and the preservation of historical records in the custody of the IAEA Archives by carrying out activities that include disposition and appraisal, arrangement and description, reference support, retrieval, and long-term preservation of historical records in all media. Functions / Key Results Expected Perform Archives business processes including records transfers, storage and location management, arrangement and archival description, appraisal, information retrieval, physical and digital preservation, as assigned in the work plan. Provide reference and research services to Agency staff and external researchers, monitoring access control rules and regulations, including screening historical records for security-classified materials. Contribute with input to ARMS projects and other programmatic activities, such as the development or revision of procedures and guidelines, and participate in cross-Sectional and cross-Divisional working groups. Deliver training and participate in promotional activities organized by ARMS. Perform file retrievals and file moves, as required. This may include lifting boxes of records weighing up to 15 kg. Competencies and Expertise Core Competencies Name Definition Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. Teamwork Actively contributes to achieving team results. Supports team decisions. Functional Competencies Name Definition Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. Required Expertise Function Name Expertise Description General Services Archives Management Good knowledge of archives management business functions and relevant international standards. General Services Data Management High level of accuracy in data entry and ability to extract key elements from written information. Administrative Support Discretion and Respect for Confidentiality Ability to act with diplomacy and discretion with regard to information security and protection of confidential information. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010, practical experience in working with databases and the Agency’s archives management software applications (Livelink). Qualifications, Experience and Language skills Completed Secondary Education. At least five years of clerical experience, minimum two years of which are related to archives and records management operations. Thorough knowledge of Agency organizational structure, programmes and activities is desirable. Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset. English Language Test (Level 2) to IAEA standard. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Staff Assistant (Archives/Records) / Archives/Records Assistant. IMF, Washington DC. Open until 9 August 2019

Staff Assistant (Archives/Records) / Archives/Records Assistant - ITDISG (Job Number: 1900550) Description  This is a one year contractual position.   Job Summary   Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.   Main Duties and Responsibilities   Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding archives and records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.   Responsible for specific archives and records management activities, such as the physical maintenance of IMF archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.   Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.   Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.  Qualifications   The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.   Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels Experience with archives and records management and ability to use databases is preferred Familiarity with international standards for Archives and Records Management is highly desirable and will take precedence. You must physically reside in the local Washington metro area to be eligible for this position. The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.