Temporary Documents and Records Management Assistant, G-3. OSCE, ODIHR, Warsaw. Open until 31 December 2012

Description Job Title Temporary Documents and Records Management Assistant Organization Name OSCE Office for Democratic Institutions and Human Rights Location Warsaw,PL Grade G3 Closing Date of application 31-12-2012 No. of Posts 1 Background This is a short-term position. The financial remuneration is calculated and paid based on the number of hours worked during a calendar month. The planned duration of the project is for a period of one year. The Office for Democratic Institutions and Human Rights (ODIHR) is OSCEfs principal institution responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHRfs assistance projects and other activities are implemented in participating States in accordance with ODIHRfs mandate. The Documents and Records Management Unit (DRM) is primarily responsible for managing all information produced and received by ODIHR.@ The unit processes information in all formats including paper documents, digital files and media items.@ The unit was established in 2009 and is currently handling a backlog of retroactive records weeding and digitalization.@DRM works with all ODIHR departments and units to ensure successful organization and maintenance of documents and to improve information retrieval.@ Due to a highly increased workload over the last year in relation to other taskings, DRM seeks temporary assistance to process the backlog of material. Finalized processing is required for full compliance with official OSCE Records Management policies and initiatives as outlined in the revised versions of FAI3 and the Records Management Manual, both in development for 2013. Tasks and Responsibilities Under the direct supervision of the Documents and Records Management Officer, the incumbent is responsible for following duties: Scanning old correspondence and uploading scanned PDF files to ODIHR Correspondence database entering all necessary metadata; Checking all letters migrated to ODIHR Correspondence database for all the necessary metadata and attachments; retroactive editing of letter entries to ensure completeness of information; Re-housing documentation currently on file into acid-free archival boxes for permanent retention; Weed paper material stored in records rooms and re-house them in archival boxes; Scan election observation forms older than 2 years; together with a member of the DRM unit review elections media for retention or disposal; Assess for retention, scan, and upload documents relating to project coordination within ODIHR and extra-budgetary donations; Upload significant documents to OSCE database; save PDF scans of project documents on local network drive; Necessary Qualifications Completed secondary education; At least two years of demonstrated experience working with documents in a library, archive, international organizations or other related organizations; Ability to critically absorb and assess materials, apply current selection standards, process information on a variety of subjects and in various formats, and communicate clearly with colleagues and people requesting information; Working knowledge of standard computer applications including scanning software, Adobe and MS Office; ability to maintain simple databases; Experience with and knowledge of basic archival and/or records management principles and activities; Good knowledge of English; knowledge of Polish and of other OSCE languages, particularly Russian, is desirable. Ability to co-operate effectively with people of different national and cultural backgrounds. Remuneration Package Hourly remuneration is approximately 23.53 PLN per hour. OSCE salaries are exempt from taxation in Poland. How To Apply If you wish to apply for this position, please use OSCEfs 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. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE, as an equal opportunity organization, encourages female candidates to apply. 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 . No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Head, Information Management Support Services, A.3. NATO HQ, Brussels. Open until 31 January 2013

NATO UNCLASSIFIED INTERNATIONAL MILITARY STAFF ETAT-MAJOR MILITAIRE INTERNATIONAL STAFF VACANCY IMS/004/2012 12 December 2012 DIVISION: Support Activity Information Management Support Services TITLE: Head, Information Management Support Services GRADE: A-3 POST CONTEXT 1. A post as Head, Information Management Support Services (IMSS) in the Support Activity of the International Military Staff (IMS) which is responsible for the efficient functioning of IMSS, the execution and implementation of the release policy and the Public Disclosure Programme. The incumbent is a staff officer who is responsible to the Executive Coordinator, IMS through the Head, Support Activity, IMS. PRINCIPAL DUTIES 2. Duties include: a. providing overall advice and service for effective information management in the IMS in accordance with the NATO Information Management Policy, including close coordination with other NATO bodies; b. providing relevant support for the IMS, the Chairman and members of the Military Committee (MC), NATO Headquarters C3 Staff (NHQC3S) and NATO Standardisation Agency (NSA); c. being responsible for the management and administration of all military and civilian staff employed in the IMSS; d. developing policy and providing advice on the release of information and the implementation of the release policy for MC/IMS originated documents in accordance with current related security agreements; e. being responsible for the efficient functioning of : (1) the Short Term Information Processing Unit and the Reproduction/Distribution & Graphic Design Unit; (2) the Long Term Information Processing Unit and the Public Disclosure Unit; (3) the NS/CTS/ATOMAL Information Processing Unit; f. maintaining courier schedules and the official receipt, control, recording, accounting, issue, maintenance and distribution of documents, messages and mail of all classifications, including COSMIC TOP SECRET, ATOMAL and SIOP; g. being responsible for the management of records, indexing, retrieval, utilisation, retirement and disposal of files; h. being responsible for the printing/reproduction and graphics design of all MC/IMS publications and those of NSA; i. being responsible for the management and implementation of the Policy of Public Disclosure of NATO Information; j. carrying out the duties of the MC/IMS COSMIC and ATOMAL Control Officer and the MC/IMS NATO SECRET Control Officer. ADDITIONAL DUTIES 3. The incumbent may be required to: a. work irregular hours; b. perform other similar duties as may by directed, albeit in a different organisational element to which he/she normally works. ESSENTIAL QUALIFICATIONS 4. Professional/Experience. The incumbent must have: a. wide administrative experience and at least 5 years experience in information and records management; b. the ability to supervise both military and civilian staff of mixed nationalities. 5. Education/Training. The incumbent must have: a. a university degree or equivalent educational level qualifications; b. a comprehensive knowledge of automated office management systems. 6. Automated Data Processing. The incumbent must have a broad experience with Information and Communication Technology (ICT) systems and current office software packages and their application to document processing, record keeping and information management. 7. Security Clearance. COSMIC TOP SECRET/ATOMAL - (if not currently held, incumbent must be eligible for this level of clearance). 8. Languages: a. ENGLISH (SLP 4444) (listening/speaking/reading/writing – very good) b. FRENCH (PLS 3232) listening/speaking/reading/writing –good/fair) DESIRABLE QUALIFICATIONS 9. Education/Training The incumbent should have a good knowledge of Information Technology, Document Management Systems and other office automation tools. PERSONAL ATTRIBUTES 10. The incumbent must be willing to work beyond normal office hours and be able to demonstrate diplomacy, tact and courtesy at all times. MANAGERIAL RESPONSIBILITIES 11. The incumbent is responsible for: a. the supervision of a total of 22 staff members, both civilian and military of varied grades; b. the administrative control of several sub-registries c. budgeting for IT and Reproduction equipment. PROFESSIONAL CONTACTS 12. The incumbent will be expected to maintain professional contact with: a. Internal and external (NATO) staff in meetings/conferences/working groups at the same or higher level on administration, registry policy, security, courier/postal matter, information management systems, release of information, etc; b. External (Private Sector) staff in civil/industrial companies, organisations and universities concerning the exchange of information, product information, etc. CONTRIBUTION TO THE OBJECTIVES 13. IMSS is a key player in the efficient operations and support of the IMS and the MC. Tasks performed are essential to the organisation to achieve its objectives. WORK ENVIRONMENT 14. Normal NATO office working environment. DATE LIMIT 15. Applications for this post must be made in writing, using the standard NATO application form which can be downloaded from the intranet at (http://hqweb.hq.nato.int/em/hr/en/recruitment/applicationForms/ExternalApplicationForm.doc) or the Internet at (http://www.nato.int/cps/en/natolive/86753.htm) and submitted before : Thursday 31 January 2013 16. Applications should be sent electronically to ims.civilianhr@hq.nato.int Alternatively, candidates may send a hard copy of their application to Ms. Carla Sparrow, Human Resources Office, International Military Staff, Room H-144, NATO Headquarters, Boulevard Leopold III, 1110 Brussels, Belgium. 17. Candidates are requested to mention their telephone extensions in their applications. Applications from NATO international civilian personnel should be made through the candidate’s Head of Human Resources. Applications from candidates who do not meet the required qualifications will not be taken into consideration. Applications submitted after the date limit indicated above may be accepted provided they arrive in time for the candidates concerned to be considered for the selection process. 18. The successful applicant will be offered a three-year definite duration contract which may be renewed. If the successful candidate is seconded from a national administration, public institution or the armed forces of a NATO member state, he/she will be offered a three-year definite duration contract which may be renewed for a further period of up to three years. The maximum time of service in post for seconded staff is six years. Serving NATO international civilian personnel will be offered a contract in accordance with the NATO Civilian Personnel Regulations. 19. Appointment will be subject to the deliverance of a COSMIC TOP SECRET/ATOMAL security clearance by the national authorities of the selected candidate and approval of the candidate’s medical file by the NATO Medical Adviser. 20. A written test may be held as part of the selection procedure. NOTE: 1. In preparation for the transition to the new NATO HQ, the IMSS will probably undergo an organisational review in the near future which may have an impact on its structure. L. VITIELLO Civilian Human Resources Manager International Military Staff N.B. Please note that the International Military Staff at NATO Headquarters in Brussels, Belgium, is a nonsmoking environment.

Head of Digital Archives, Records & Library Unit, P-4. STL, Leidschendam. Open until 29 December 2012

Head of Digital Archives, Records & Library Unit Vacancy Ref NL-OTR-CMSS-P4-501 Deadline for Applications 29 December 2012 Issuance Date 30 November 2012 Location Leidschendam Organ / Section Registry / Court Management Services Section Post Level P-4 Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The functions and reporting lines of the appointment may vary depending on the outcome of a planned restructuring of Registry Information Technology and Management services. The appointment shall be limited to the Special Tribunal for Lebanon (STL). A Fixed-Term Appointment of one year duration will be offered.This appointment and any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The STL is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, the STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Responsibilities Under the direct supervision of the Chief Court Management Services Section and within the limits of the delegated authority, the Head of Digital Archives: Records & Library Unit is responsible for planning, budgeting, management, supervision and daily operation of the Digital Archives, Records and Library Unit (DARLU). Subject to restructuring, this post will report to the Chief of the Information Management Technology Services Section (IMTSS) and join the senior management team of that new Section; Serve as focal point for all records management and archives activities for the STL including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry. Manage records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; perform an appraisal to identify/eliminate duplicate records and to minimize creation of duplicates in the future; assure that the retention schedules, registration and physical aspects of records transfers meet established standards; oversee space management, internal repositories and commercial storage facilities/contracts to insure adequate storage space is managed in accordance with best practice records storage standards; keep current with and apply state of the art preservation techniques and strategies to permanent records; Manage archival processing activities by overseeing adherence to preservation, international legal description and database standards. Perform and supervise reference functions by advising internal and external users about records holdings and accessibility; maintain communication with other Information Management Officers and records archives specialists (including, but not limited to, the UN ARMS, other UN ad hoc tribunals, universities, NGO's, legal research networks, etc. Evaluate records management and reference tools for adoption by the STL. Participate in the development of stakeholder outreach strategies and in their implementation. Ensure access to records with continuing value by appraising records according to their administrative, legal, financial and/or historical value; develop and implement appropriate retention schedules with records originating offices; monitor compliance with records transfer standards; Ensure strict adherence to information security access and restrictions policies. Contribute to the formulation of policies, procedures, objectives and guidelines affecting the development and maintenance of the STL's current and non-current records and archives and delivery of reference services, archival description and systems management. Provide Organization-wide advisory services on recordkeeping practices based on needs, business process, workflow, technical architecture, information resources analysis and Legacy strategy; Serve as the Registrar's adviser on Legacy issues relative to the permanent records of the STL; conduct relevant research, prepare options studies/feasibility analyses and prepare position papers on information management, recordkeeping and archives matters. Conduct policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Organization-wide policies, guidelines and procedures in keeping with technological developments. Research, analyze and evaluate new applications of information technology for their applicability to the management of STL records, both for current business practices and in preparation for the Legacy. Participate in recordkeeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation; Lead the Digital Archives & Records team, comprising an Associate Information Management Officer and a Senior Archives & Records Assistant. Supervise the Librarian in all matters relating to planning and organizing the library and reference services of the Tribunal; The post holder will work in close cooperation with the Head of IT and Courtroom Technology to ensure the implementation of information management policies and standards, including system recordkeeping functionality, metadata capture and digital preservation. The post holder will also work closely with Information Security to implement security policies. Knowledge and Skills •Professionalism - Good theoretical background in information management or a related field, with specialization in archival or information science. Domains of professional knowledge include the following: the nature of records and recordkeeping, including records in electronic media and audiovisual records; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge or research practices and trends, Demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, coming up with conclusions and making recommendations. •Planning and Organizing - Ability to establish priorities and to plan, coordinate and monitor own work and those under her/his supervision. • Leadership - Proven managerial supervisory and technical skills. Ability to coordinate major needs assessment, planning, development and implementation and maintenance of information/records systems, taking the lead in initiating projects to evaluate related practices, policies and procedures. Ability to maintain effective working relations, both as a team member and team leader. • Communication - Proven and sustained communication (verbal and written skills, including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups. • Teamwork - Proven interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment. Qualifications • Education: University degree (Bachelors Degree or equivalent) with specialization in archival science and/or information systems. • Work Experience: A minimum of 9 years of progressively responsible experience in modern archives and/or information management functions, of which at least three years should be at the national or international level. Experience must include the management and preservation of electronic records, with emphasis on migrating and maintaining digital archives and applying information technology to archives functions. Possession of an advance university degree in a relevant field may be considered in substitution of years of experience. • Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post, proficiency in oral and written English is required. Knowledge of the other languages is an asset.

Chief of Information Management, Technology and Security Section, P-5. STL, Leidschendam. Open until 13 January 2013

Chief of Information Management, Technology and Security Section Vacancy Ref NL-OTR-ITMSS-P5-506 Deadline for Applications 13 January 2013 Issuance Date 14 December 2012 Location Leidschendam Organ / Section Registry / Information Technology Services Section Post Level P5 Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The functions and reporting lines of the appointment may vary depending on the outcome of a planned restructuring of the delivery of the Registry's Information Management, Technology and Security Section. The appointment shall be limited to the Special Tribunal for Lebanon (STL). A Fixed-Term Appointment of one year duration will be offered.This appointment and any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The STL is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, the STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Responsibilities Under the direct supervision of the Registrar and within the limits of the delegated authority, the Chief of Information Management, Technology and Security Section (IMTSS) is responsible for steering developments and directing service delivery in the fields of information technology, (including information systems, data networking and communications, courtroom technology, and audio visual systems), information management, digital archives, records management, library services, and information security in line with best practices and the needs of the Organs to realise the STL’s objectives and outreach strategy; provide leadership to the innovation, awareness and adoption of new tools and technology-enabled work practices that will improve productivity and effectiveness; provide strategic input and support the implementation of a continuous change management process harnessing the use of information and technologies. The post holder will lead the IMTSS Senior Management Team (SMT). The composition of the SMT as envisaged below is subject to the final outcome of the restructuring of the delivery of the Registry’s Information Management, Technology and Security Section and reporting lines of those listed as currently comprising the SMT are subject to change. The SMT comprises the a) Head of IT and Courtroom Technology responsible for the overall management of all audio-visual services and all judicial information system services within the STL's courtroom and serves as the primary interface to CMSS for all court operational IT support matters; supervising unit Heads responsible for information systems, data networking and communications, courtroom technology and audio visual systems. b) the Head of Digital Archives, Records & Library Unit responsible for planning, budgeting, management, supervision and daily operation of the Digital Archives, Records and Library Unit (DARLU), and c) the Information Security Officer responsible for the appropriate maintenance and implementation of information security standards and managing the risk relating to the STL’s information assets. Establishes the vision and mission statement for IMTSS in consultation with the Registrar; creates a compelling vision to enable business change and facilitate policy decisions to ensure a timely and strategic response to key internal and external developments; advises the Registrar, provides guidance on information architecture and development strategy and for Information Management, Information Technology governance and Information Security; drafts intra and inter-organ policies and procedures to implement strategy; actively engages senior management and provides leadership on information governance in the role of chairperson of the Information Management steering group. Provides substantive input in the preparation of position papers and reports for presentation to bodies such as the STL Management Committee. Provides programmatic and substantive reviews of drafts prepared by others. Ensures that all IMTSS services comply with standards set by the Information Technology Infrastructure Library (ITIL) and best practices in Information Management. Ensures the correct functioning of all IMTSS end-to-end services, including but not limiting to the efficient functioning of the STL courtroom; ensures that the services defined within the IMTSS service catalogue maintain high-quality standards measurable against defined service levels. Plans and oversees the management of activities undertaken by the IMTSS; ensures that substantive work programmes and programmed activities are carried out in a timely fashion, coordinates diverse projects in the IMTSS, and, in liaison with other international tribunals as appropriate; manages, supervises and carries out the work programme of the IMTSS using professional programme and project management methodologies (e.g. PRINCE2). Ensures that IT systems, communication networks and technologies are cost effectively harmonized across the organization and, in that regard, also engages with other UN organizations to strive for system-wide coherence; provides oversight of information security, and issues related to cyber-security; ensures that IMTSS operational risks are identified and managed and that IMTSS facilities are robust and available to support business continuity under a range of operating scenarios. Ensures that long-term physical and digital records preservation is provided. Carries out programmatic/administrative tasks necessary for the functioning of the IMTSS, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, reporting on budget/programme performance, preparation of inputs for the budget, evaluation of staff performance (PAS), interviews of candidates for job openings and evaluation of candidates; recruits staff for IMTSS taking due account geographical and gender balance and other institutional values as well as demonstrated technical abilities. Manages, guides, develops and trains staff under his/her supervision; Fosters teamwork and communication among staff in the IMTSS and across organizational boundaries. Represents the Organization at inter-tribunal meetings and international seminars. Knowledge and Skills • Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities. • Planning and Organizing: Ability to establish priorities and to plan, coordinate and monitor own work and those under her/his supervision. Develops clear goals that ensure end to end service delivery; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Leadership: Serves as a role model to others; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; ability to make difficult decisions. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. • Communication: Proven and sustained communication (verbal and written skills), including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options clearly and concisely, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups; Listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. • Technological & Technical Awareness: Demonstrated knowledge and experience in the development of Information Management, Information Systems and Information Technologies within an International environment. Working knowledge of EMC Documentum. Able to evaluate situations and identify technological solutions which meet the organizations needs in the longer term. Good theoretical background in information management or a related field, demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, coming up with conclusions and making recommendations. Capability to establish and lead an information governance framework for the organization and to integrate those with relevant standards such as COBIT, ITIL, ISO15489 and ISO27000. Ability to produce reports and papers on technical issues and to review and edit the work of others. Ability to apply established STL rules, regulations, policies and guidelines in work situations. Qualifications Education: Advanced university degree (Master’s degree or equivalent) in Computer or Information Sciences, Archives, Records, Information Management, Information Security or Business Administration within an information context. A first-level university degree in these areas with an extensive senior experience in the field may be considered in lieu of an advanced university degree. Work Experience: A minimum of 10 years (12 if in possession of a Bachelor level degree) progressively responsible experience in Information management, Information Systems or Information Technology. Demonstrated experience in at least two of these areas is preferred, of which at least three years should be at the national or international level. Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post, proficiency in oral and written English is required. Knowledge of the other languages is an asset.

Archivist Project Manager, P-3. ICTR, Arusha. Open until 30 December 2012

Job Title: ARCHIVIST PROJECT MANAGER, P3 Department/ Office: International Criminal Tribunal for Rwanda Duty Station: ARUSHA Posting Period: 30 November 2012-30 December 2012 Job Opening number: 12-IMA-ICTR-25231-R-ARUSHA (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting International Criminal Tribunal for Rwanda. Office of the Registrar, Archives and Records Management Working Group, Arusha, Tanzania Responsibilities Under the overall general supervision of the Deputy Registrar and the direct supervision of the Chief of Information and Technology Services Section, the incumbent will provide the following services: . Overall responsibilities for the paper archiving project across the ICTR. Develop a global strategy and methodology for ICTR paper archives. Plan a phased transfer of the paper archives to the Arusha Branch of The International Residual Mechanism for Criminal Tribunals (IRMCT). . Formulates strategy and implements projects for the management of ICTR records including born-digital records. . Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assure that retention schedules, registration and physical aspects of records transfers meet established standards. . Assists in programme administration, including provision of assistance to or supervision of contractual employees staff, formulation of consultant and institutional contracts and subsequent implementation and development of the programme budget, etc; . In coordination with the originating offices, participates in the appraisal and analysis of the collections. Apply approved records retention schedules and security classifications and determine office of records. . Organizes trainings for head of sections; archives support staff and sections focal points. Continuously mentor junior staff under supervision. . Provides regular progress reports to the Archives and Records Management Working Group. . Undertakes research and access request from authorized users on archives holdings. . Performs other related duties, as required. Competencies Professionalism : Knowledge of information management and record keeping. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: -Speaks and writes clearly and effectively -Listens to others, correctly interprets messages from others and responds appropriately -Asks questions to clarify, and exhibits interest in having two-way communication -Tailors language, tone, style and format to match the audience -Demonstrates openness in sharing information and keeping people informed Teamwork: -Works collaboratively with colleagues to achieve organizational goals -Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others -Places team agenda before personal agenda -Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position -Shares credit for team accomplishments and accepts joint responsibility for team shortcomings Planning & Organizing: -Develops clear goals that are consistent with agreed strategies -Identifies priority activities and assignments; adjusts priorities as required -Allocates appropriate amount of time and resources for completing work -Foresees risks and allows for contingencies when planning -Monitors and adjusts plans and actions as necessary -Uses time efficiently Technological Awareness: -Keeps abreast of available technology -Understands applicability and limitations of technology to the work of the office -Actively seeks to apply technology to appropriate tasks -Shows willingness to learn new technology Commitment to Continuous Learning: -Keeps abreast of new developments in own occupation/profession -Actively seeks to develop oneself professionally and personally -Contributes to the learning of colleagues and subordinates -Shows willingness to learn from others -Seeks feedback to learn and improve Managing Performance: -Delegates the appropriate responsibility, accountability and decision-making authority -Makes sure that roles, responsibilities and reporting lines are clear to each staff member -Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills -Monitors progress against milestones and deadlines -Regularly discusses performance and provides feedback and coaching to staff -Encourages risk-taking and supports creativity and initiative -Actively supports the development and career aspirations of staff -Appraises performance fairly Education Advanced university degree (Master’s degree or equivalent) in Archives, Information mangement, Library or related area. A first-level university degree in combination with seven years experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in archives management, records management, library, information management or related area. An experience of work in a legal environment will be an added advantage. A familiarity with the cases of the ICTR would be a definite asset. A demonstrated understanding of the importance of confidentiality and security at the ICTR is required. Experience in managing an organisation wide project will be an added advantage. Languages Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Assessment Method The short-listed candidates will be required to do a competency based interview. Special Notice Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Document Management Officer. BIS, Basel. Open until 9 December 2012

Document Management Officer Office location: Basel Department: General Secretariat Unit: Information Management Services Service: Information & Collaboration Employment - Duration: 3 years Contract type: Fixed-term FTE%: 100% Application Deadline: 09/12/2012 Description Purpose of the job: The Document Management Officer works in the Records and Archives team, under the supervision of the Document Management Supervisor. The job holder shares operational responsibility for centralised records and archives management at the BIS, working in line with applicable policies and to the highest professional standards. In addition, the job holder has primary responsibility for specific tasks in the areas of quality assurance and work process improvement. Principal accountabilities: • Ensure the timely processing (registration, scanning, distribution, filing) of all incoming and outgoing correspondence (mail, fax, e-mail), as well as defined internal records, in line with applicable policies and using the Bank’s electronic document management system; • Maintain the Bank’s paper and electronic files securely and in good order, ensuring that they can be searched and accessed in line with applicable regulations and restrictions; • Ensure that all internal enquiries regarding mail and records processing are dealt with promptly, including document retrieval on request; • Take primary responsibility for specific Records and Document Management tasks (eg deletion of obsolete records), and perform a quality assurance function in the area of records processing and archiving; • Liaise with the technical support services on issues related to the tools and systems used in Records & Archives; • Help realize efficiency gains by continuously reviewing and updating work processes in the Records and Document Management areas; • Work closely together with the Archives team in Records & Archives on all relevant issues, including archives research and visitor support; • Actively participate in unit- and bankwide project work. Qualification: • A good level of general education: Matura, Banking and/or commercial education. Skills: • An excellent team player who demonstrates initiative and has good communicative and interpersonal skills; • Absolute discretion in treating restricted and confidential information; • A hands-on and practical approach; • A sound understanding of information management and office collaboration needs; • Experience in working with and administration of computer applications, including an electronic document management system and automated scanning; • Prepared to work shift hours and occasional overtime if required; • Proficiency in English and a good knowledge of German. Additional knowledge of another of the BIS’s working languages (French, Italian, Spanish) a plus. Work experience: • At least 3 years job experience in a Registry or records/archives management function. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. Due to our status as an international organisation we are in the privileged position to be able to recruit any nationality.

Archiving and Document Management Assistant, FGIII. EU Agency for Fundamental Rights, Vienna. Open until 20th November 2012

Publication of Vacancy Notice Archiving and Document Management Assistant Ref.: CA-ARCH-FGIII-2012 JOB PROFILE 1. Job Framework Job Title: Archiving and Document Management Assistant Job Location: Vienna, FRA, Administration Department Area of activity: Administration Function Group: FG III Status: Contract Agent 2. Job Content Overall purpose: The Administration Department is responsible for supporting the operational work of the Agency enhancing its ability to function as a bestpractice, knowledge-based, lean and service-oriented public body. The Administration Department is composed of the following three teams: • Team Finance and Procurement • Team Quality Management • Team ICT and Facilities Services Functions and Duties: The Archiving and Document Management Assistant will be working in the team under the supervision of the Head of Sector ICT and Facilities Services and he/she will be responsible for: • Establishing the procedures for the registration, filing and archiving of documents including document management, registration and records management standards/rules; • Ensuring and supporting the use of document and records management policies and procedures, specifically to determine which documents are registered and classified as records, in close collaboration with involved staff; • Managing the use and evolution of the Mail registration, Document Management and Archiving systems; • Providing guidance and support the Document Management System users by offering training and assistance; • Defining the Document Management System taxonomy and archiving records nomenclature; • Conducting records inventories to ensure that existing information assets are identified, managed across the Agency; • Maintaining and updating a document management, classification plan, retention schedule for current and intermediate archives; • Translating user requirements into usable technical requirements for the supporting Document Management and Archiving systems; • Training staff on document management and records management procedures; • Monitoring regulatory guidelines and laws, e.g. to determine impact on data retention, to help for the implementation of audit and other information management policies; • Ensuring that FRA archives are updated regularly and maintained adequately in accordance with the related procedures; • Any other task as requested by the Head of Administration. JOB REQUIREMENTS 3. Qualifications and experience required A. Eligibility criteria Candidates will be considered for the selection phase on the basis of the following criteria to be fulfilled by the deadline for applications: (a) a post-secondary education attested by a diploma, OR a secondary education attested by a diploma giving access to postsecondary education and following the diploma, at least 3 years professional experience. (Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration) (b) Thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages; Furthermore, in order to be eligible candidates must: • Be a citizen of one of the Member States of the European Union; • Be entitled to his/her full rights as a citizen1; • Have fulfilled any obligations imposed on them by the laws on military service; • Be physically fit to perform the duties linked to the post2; B. Selection criteria Essential • Proven experience in implementing document, archiving and registration management systems of at least three years; • Experience in defining document, registration and archives management policy; • Experience in setting up an archives system and in describing and monitoring archives (e.g. formulating classification plans and retention schedules), preferably those of public bodies; • Experience of information management technologies and software applications in the field of registration, document and archive management; • Experience in providing training and support when using related information systems; • Very good knowledge of Microsoft Office 2007/2010 and experience of online office collaboration tools; • Proven ability to work under pressure and to meet deadlines under demanding conditions; • Accuracy and ability to pay attention to details; • Excellent communication, organisational and interpersonal skills; • Service oriented, flexible and with ability to work effectively within a multicultural team. 1 Prior to appointment, successful applicants will be required to produce an official document showing that they do not have any criminal record. 2 Before being engaged, a member of the contract staff shall be medically examined in order that the Agency may be satisfied that he/she fulfils the requirements of Article 83 of the Conditions of Employment of Other Servants of the European Communities. Advantageous The following criteria will be considered as additional assets: • Excellent command of spoken and written English; • Knowledge of related European policies for document management and archiving; • Excellent knowledge of Microsoft SharePoint technologies; • Work experience in an international/multicultural environment. SUBMISSION OF APPLICATIONS Candidates are requested to submit their application electronically through the Agency’s website: www.fra.europa.eu Only online applications will be accepted. An application will be deemed admissible only if it includes a motivation letter (preferably no more than one page) a CV in Europass format (other formats will not be considered) and a fully filled in eligibility and selection criteria grid. Information concerning the status of the selection procedure can be found at the following address: http://fra.europa.eu/en/about-fra/recruitment/vacancies EQUAL OPPORTUNITIES The FRA urges anyone meeting the eligibility criteria and interested in the position to apply. The FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on the basis of gender, colour, racial, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation, or any other status. In case of a disability or if candidates find themselves in a particular situation which could cause difficulties during the interviews and tests, they should tick the appropriate box in the on-line application form and indicate which arrangements they consider necessary to enable them to take part in the interviews and tests. SELECTION PROCEDURE A Selection Committee is nominated by the Appointing/Contracting Authority. Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications. The applications of the eligible candidates will be reviewed in accordance with the selection criteria as specified in the publication notice. The selection Committee will select the candidates that obtain at least 60% of the total points available to rank their compliance with the selection requirements. The Agency will invite for an interview the top 10 candidates among those who have obtained at least 60%. The interview will mainly be held in English and the candidates will undergo a written test in English. The interview will take place in Vienna (Austria), where the Agency has its seat and where the place of employment is. Candidates invited to an interview will be requested to submit, on the day of the interview, a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the length and nature of their experience and whether full time or part time work. If, for reasons of confidentiality a candidate is unable to provide the necessary statement for their current employment, he/she must provide photocopies of the contract, the letter of recruitment and/or the first pay slip. The candidate must in any event provide a copy of the latest pay slip. However, prior to contract signature, the successful candidate/s will be requested to provide FRA with original or certified copies of all relevant documents proving the eligibility requirements. Successful candidates will be included on a reserve list drawn up by the Selection Committee. This reserve list will be proposed to the appointing/contracting authority of the FRA. The appointing/contracting authority will decide on the establishment on the reserve list. This reserve list will be valid for 12 months from the date of its establishment (the validity of the reserve list may be extended). The reserve list may be used for future recruitment, should vacancies arise. Each candidate will be informed by letter whether or not he/she has been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee recruitment. On the basis of the adopted reserve list, the appointing/contracting authority of the FRA may offer a contract of engagement. Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. Due to the large volume of applications, the Agency regrets that only candidates selected for the interviews will be contacted. Applicants are invited to follow the recruitment process on the FRA website. ENGAGEMENT AND CONDITIONS OF EMPLOYMENT A contract will be offered as a member of the contract staff pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Communities for a fixed period of 2 years. The contract may be renewed. The successful candidate will be recruited in Function Group III. The grade (8, 9 or 10) will be determined in accordance with the number of years of experience of the successful candidate (i.e. professional experience of up to 7 years for grade 8; professional experience of more than 7 years for grade 9 and professional experience of more than 15 years for grade 10). The basic salary for grades 8, 9 and 10 are respectively € 2.457,08, € 2.780,03 and € 3.145,43. In addition to the basic salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary + household allowance), dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and it is exempt of national taxation. FRA also offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. Moreover, FRA offers different opportunities of schooling services through service level agreements with international schools and pre-school establishments, and has introduced policies on teleworking and flexitime in its attempt to reconcile work and private life. Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses. Additional information on Contract Agents can be obtained from the web site of the European Commission at the following address: http://ec.europa.eu/civil_service/job/contract/index_en.htm For any further information on the contractual and working conditions please refer to the Staff Regulations of Officials of the European Communities and the Conditions of Employment of other Servants of the European Communities which is accessible at the following address: http://eurlex. europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20110101:EN:PDF PROTECTION OF PERSONAL DATA Please note that FRA will not return applications to candidates. The personal information FRA requests from candidates will be processed in line with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. This applies in particular to the confidentiality and security of such data. Personal data shall be processed solely for the purpose of the selection procedure. Should the candidate have any query concerning the processing of his/her personal data, he/she shall address them to the following address: recruitment@fra.europa.eu APPEAL PROCEDURES If a candidate considers that he/she has been adversely affected by a particular decision, he/she can lodge a complaint under Article 90(2) of the Staff Regulations of Officials of the European Communities and Conditions of employment of other servants of the European Communities, at the following address: The Director European Union Agency for Fundamental Rights Schwarzenbergplatz 11 A-1040 Vienna Austria The complaint must be lodged within 3 months. The time limit for initiating this type of procedure start to run from the time the completion of the selection procedure is published on the Web-site at the following link: http://fra.europa.eu/en/about-fra/recruitment/vacancies DEADLINE Applications must be sent no later than 20/11/2012 at 13:00 (Local time) Please note that due to the large number of applications we receive, the system may face problems in processing such amounts of data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline