Archives Assistant, G-5. OSCE, Prague. Open until 15 March 2018

Job Title		Archives Assistant
Organization Name		OSCE Secretariat
Location		Prague
Grade		G5
Closing Date of application		15-03-2018
No. of Posts		1
Background
		The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records and Documents Management, and it oversees the OSCE Documentation Centre in Prague. The OSCE Documentation Centre in Prague is also known as the CSCE/OSCE Historical Archives and it runs the Researcher-in-Residence programme – its core task is to preserve and make available OSCE’s historical records to participating States, academic researchers and the public at large.
Tasks and Responsibilities
		Under the overall guidance of the Head of Office and the direct supervision of the Senior Assistant for Documentation and Information, the incumbent will be responsible for: Supporting the OSCE Documentation Centre in Prague paper and electronic holdings by appraising and processing historical records in accordance with established archival principles, Accessioning physical, electronic records and other materials from the OSCE Secretariat as well as closed-down field operations sent to the OSCE Documentation Centre in Prague Archives; Updating records of digital collections of historical documents on a central open source database, conducting a record audits and applying record management principles; Participating in digitization projects; Developing and updating inventories and search tools; Handling internal and external documentation requests; Maintaining an archival collection of OSCE publications and being responsible for their inventory; Disseminating documents and publications to 67 OSCE depository libraries and taking part in the selection, description and quality check of the digital “Quarterly Selections” posted on the OSCE web resources; Updating the on line reference library catalogue (motioned by Tritus Open-Source system), including review and completion of existing data in the catalogue, as well as ordering new acquisitions, indexing and re-shelving; Performing other related duties as assigned. For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
Necessary Qualifications
		Completed secondary education; studies in archives, library science, or informatics is an asset; A minimum of four years of directly related experience in archive and/or library; \ Theoretical and practical experience in record management, archival and library activities (digital and paper); Experience with public information services or general documentation (library) services in the setting of an international organization (government, academic institution, NGOs etc.); Sound knowledge of standard computer applications (word processing, databases, spreadsheets, web and other IT systems); Professional fluency in written and spoken English; knowledge of other OSCE working languages is an asset; Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds, whilst remaining impartial and objective.
Required competencies
		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Remuneration Package
		Monthly remuneration, subject to social security deduction, is CZK 37.338 (12 times a year). OSCE salaries are exempt from taxation in Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are made at step 1 of the applicable OSCE salary scale.
How To Apply
		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. 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 shortlisted applicants will be contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation. Please be aware that the OSCE does not request payment at any stage of the application and review process.

Records and Information Management Officer (Junior position). AIIB, Beijing. Open until 14 February 2018

The Records and Information Management (RIM) Officer provides general information support services to AIIB. The selected candidate will be responsible for contributing to the delivery of Library, Archives and Records Management services to AIIB staff and stakeholders.

Responsibilities:

i) Records Services:

• Play a support role in the execution of the RIM program by providing a full range of administrative and secretarial services.
• File, index and verify records in the electronic system(s).
• Scan documents, photographs and images as required.
• Support the annual records disposition process.
• Search and find information when requested.
• Organize and participate in various RIM meetings and initiatives.

ii) Archival Services:

• Help accessioning incoming historical records to the archival collection.
• Ensure that all database records are updated with timely and accurate information.
• Provide archival reference assistance services by conducting information research requiring historical documents.
• Summarize information and communicate results to clients in a clear and concise manner.
• Receive and respond to requests for archived materials.
• Assist in overall preservation of archival collection.
• Help ensure security of archives facilities and integrity of collection.

iii) Library Services:

• Support and administer all library support services within AIIB.
• Receive, catalog, circulate and maintain library collection.
• Provide document delivery services.
• Provide reference help as and when received.
• Direct library patrons to appropriate sources.
• Guides patrons in the use of the library’s catalog and e-resources.
• Respond to inquiries interpreting library procedures.
• Maintain AIIB-wide subscriptions to databases and information resources.
• Update web and intranet sites.
• Perform other duties as library priorities change.

Requirements:

• Minimum 5 years of related experience in the fields of information management, library, archives and/or records management.
• Equivalent direct experience with a multilateral development bank or an international financial institution will be given due consideration.
• Proficient in various office applications including experience using a document management system (i.e., SharePoint, Documentum, etc.) would be considered an asset.
• Experience using library electronic databases would be considered a strong asset.
• Demonstrated meticulous, methodical and analytical skills to ensure that a high level of accuracy is maintained.
• Demonstrated capability to work with minimal supervision.
• Solution-oriented with the ability to think independently.
• Ability to deal with multiple priorities simultaneously.
• Client-focused with good interpersonal skills and the ability to adapt to different personality types and work styles.
• Master’s degree or equivalent in library science, information management, archival science, English language or any other relevant field with completion of certificate program at a recognized institution in a relevant discipline, i.e., library, archives and/or records management.

Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.

Records and Information Officer. AIIB, Beijing. Open until 14 February 2018

The Records and Information Officer will be responsible for contributing to the maintenance of a broad range of records and information management (RIM) functions at AIIB. The selected candidate will support day-to-day operations of the RIM program and help maintain electronic and physical records systems. The officer should have the right experience to provide significant assistance in overseeing the entire records life cycle including the creation, use, storage, retrieval and ultimate disposition of records.

Responsibilities:

• Deliver RIM support services such as indexing, classifying, storing and safeguarding electronic files and physical documents in the records repositories.
• Verify electronic records and metadata in the system.
• Provide necessary support to AIIB staff in the maintenance of their records.
• Assist in implementing retention schedules, file plans and vital records programs.
• Document and maintain stand-alone records systems and business applications.
• Assist in maintaining the annual disposition process of both physical and electronic files, including archiving of AIIB records.
• Scan, index and assure the quality of scanned documents per RIM standards.
• Respond to internal and/or external records requests and RIM-related inquiries.
• Provide RIM system user orientation and training support to staff.
• Identify RIM issues and recommend improvements.
• Assist in maintaining modern AIIB library services.
• Help maintain RIM system user accounts.
• Complete other RIM-related tasks as assigned.

Requirements:

• Minimum 5-8 years of practical RIM work experience.
• Hands-on experience with all aspects of RIM services including maintaining a RIM system. Hands-on experience in modern library services considered an advantage.
• Experience with file plans and retention schedules.
• Good understanding of the information life cycle concept and its impact on the management of records and information, including retention/disposition and access controls.
• Solid knowledge of RIM standards and tools.
• Strong computer skills in different software systems including expert knowledge of Microsoft Office.
• Ability to work independently and as part of a team.
• Strong interpersonal, communication and customer service skills.
• Strong written and verbal English communication skills.
• Attention to detail and the ability to multitask.
• Experience with SharePoint and its Records Center is an asset, as is experience in developing and delivering training materials.
• Master’s degree in library and archival studies or information management or related fields from an accredited institution.

Previous experience and qualifications will dictate the employee level at which an applicant will enter AIIB.

Information Management Specialist. ECB, Frankfurt

Vacancy Notice ESCB/IO Information Management Specialist

Your team

The Information Governance Division (IGO) of the Directorate General Secretariat of the European Central Bank (ECB) is seeking an Information Management Specialist for its Information Management Solutions Team.

The IGO Division is responsible for:

·         developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;

·         managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as disposing of information in accordance with the ECB’s information retention policy;

·         managing the ECB library and providing staff with print and electronic publications and information services;

·         supporting the further development of Enterprise Information Management and coordinating the

·         selection of systems and tools for archives and library management, as well as for collaboration, document and records management;

·         providing relevant user training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board (ESRB), the Single Supervisory Mechanism (SSM) and the Single Resolution Board (SRB).

The Information Management Solutions Team is responsible for:

·         coordinating and developing information management solutions, especially DARWIN (the ECB’s electronic documents and records management system operating on OpenText Content Server);

·         designing and configuring business solutions, such as communities, reports and workflows in DARWIN;

·         providing DARWIN user support;

·         user community and training management.

Your role

Information Management Specialist within the team will be entrusted the following main tasks:

·         provision of information, advice, tools and functional support to ECB/SSM key users (including ESCB Committee and ESRB secretaries) and key contact persons in other organisations using DARWIN;

·         provision of specialist functional support to Records Management Specialists, Librarians and Archivists in the ECB;

·         resolution of functional issues/questions;

·         day-to-day communication with and animation of user communities;

·         design and configuration (using DARWIN functionality) of standard workflows, reports and customised web interfaces, etc.;

·         participation in the collection, evaluation and prioritisation of functional improvements to DARWIN or to other information management solutions;

·         analysis of requirements and process optimisations; design, implementation, testing and delivery of business change requests from business areas, projects or committees/collaboration groups;

·         participation in the testing of maintenance releases and business continuity readiness for information management solutions, including collaboration with the Directorate General Information Systems;

·         maintenance of toolkits and knowledge databases for users and the IS Service Desk;

·         monitoring and reporting on application functional support activities;

·         contributing to the selection, implementation and support of new information management solutions.

Main qualifications:

·         bachelor’s degree (ideally in IT, business administration, information management or related subjects);

·         at least three years’ recent full time equivalent experience in the field of information, knowledge, records, archives or library management or a similar discipline;

·         experience in configuration, implementation and functional support of ECM solutions;

·         experience in business analysis and process optimisation;

·         working knowledge of standard office applications (Word, Excel, PowerPoint);

·         advanced command of English with proven drafting ability;

·         working knowledge of at least one other official language of the EU.

The contract will happen under the framework the ESCB & International Organisations framework and are between 3 and 36 months. We have a preference for a longer term contract.

For further information, please contact Petri.Salminen@ecb.europa.eu, Tel: +49 69 1344 7056.