Document Management Officer, AD5. ESMA, Paris. Open until 06 December 2020

 

VACANCY NOTICE

DOCUMENT MANAGEMENT OFFICER

(F/M)

REF.: ESMA/2020/VAC13/AD5

Type of contract Temporary Agent¹

Function group and grade AD5

Duration of contract 5 years, with possibility of extension²

Department(s) Resources Department

Place of employment Paris, France

Deadline for applications 06/12/2020 (23:59 hrs, Paris local time)

Reserve list valid until 31/12/2021

 

1. The Authority

ESMA is an independent EU Authority that was established on 1 January 2011. ESMA’s mission

is to enhance investors’ protection and promote stable and orderly financial markets. This

mission is derived from ESMA’s founding Regulation³ and encompasses three objectives:

• Investor protection: to have the needs of financial consumers better served and to

reinforce their rights as investors while acknowledging their responsibilities;

• Orderly markets: to promote the integrity, transparency, efficiency, and well-functioning

of financial markets and robust market infrastructures, and

• Financial stability: to strengthen the financial system in order to be capable of

withstanding shocks and the unravelling of financial imbalances while fostering economic

growth.

ESMA achieves these objectives through four activities4:

• assessing risks to investors, markets and financial stability;

• completing a single rulebook for EU financial markets;

• promoting supervisory convergence; and

• directly supervising specific financial entities.

ESMA achieves its mission within the European System of Financial Supervision (ESFS)

through active co-operation with National Competent Authorities (in particular with securities

market regulators) as well as with the European Banking Authority (EBA) and the European

Insurance and Occupational Pensions Authority (EIOPA). ESMA has a unique position within the

ESFS as it focuses on the securities and financial markets dimension and the overarching

European aspects of these objectives.

For further information, please refer to ESMA’s website: http://www.esma.europa.eu

 

2. Job framework and profile

The Resources Department is responsible for the Authority’s resources and support functions.

The Department is structured in four Units:

• Corporate Services (CPS) Unit - responsible for the smooth running of the facilities of

the Authority and the acquisition of goods and services, in accordance with the EU public

procurement rules and procedures, and for supporting the coordination within the

Resources Department, in particular in terms of planning, reporting, document

management and communication. It ensures also the health, safety and security of

ESMA staff and visitors;

• Information & Communication Technology (ICT) Unit - preparing and implementing

ESMA’s IT strategic programme, as well as ensuring the implementation and

maintenance of the IT systems and networks of the Authority;

• Human Resources (HRM) Unit - supporting ESMA and its staff in all matters related to

recruitment, payroll, individual rights and career development, in accordance with the EU

Staff Regulations and implementing rules; and

• Finance & Procurement (FIP) Unit - preparing and implementing the budget and

procurement plan, and ensuring that budgetary transactions are run in a sound manner

and in respect of existing EU rules and procedures.

 

Main duties:

ESMA is organising the selection procedure to recruit a suitable candidate for the position of

Document Management Officer.

Reporting to the Head of Corporate Services Unit, the jobholder will work with the overall objective of supporting the institutional information and knowledge management governance. He/she will constitute a centralised function for establishing and maintaining sound and consistent document management and records retention practices. He/she will define data handling policies and procedures and will monitor their implementation at every step of the entire data lifecycle management process⁵ to maximize its useful value.

Moreover, he/she will be in charge of ensuring that ESMA´s legal, regulatory and information security compliance requirements are applied to ESMA´s data assets. He/she will provide day to-day guidance to end-users, collaborate with information technology specialists and assist

ESMA business areas in determining document management requirements, tools and facilitate efficient, legal, and secure use of document and records management systems.

 

The jobholder will be responsible for the following duties:

• define an information governance framework based on the existing data, documents and

document management technologies (systems of engagement and systems of records),

which leverages compliance with ESMA’s business requirements, information security

and personal data protection requirements;

• contribute to the development and maintenance of policies and procedures for the

ESMA’s document management and records retention;

• develop and maintain an inventory of data assets (including the discovery, identification,

categorization, criticality and security classification of documents);

• define a detailed document retention and archiving strategy, policy and standard aligned

with the business continuity procedure;

• contribute to the implementation of electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists;

• define and document organisational wide workflow procedures to meet all steps of the

data lifecycle process: collection/creation, access, usage, storage, share/transfer, archive

and destruction of document data assets;

• contribute to the development or configuration of document management system features, such as user interfaces, access profiles, access controls, document categorization classification and labelling;

• assess the current electronic document management system and establish its

compliance with ESMA’s policy and propose remedial actions if necessary;

• develop and maintain a reporting scorecard that measures and tracks the levels of compliance at ESMA;

• assist in the risk assessment and protection of ESMA´s data assets to comply with the

ESMA´s security policies and procedures;

• assist the ESMA staff and business areas in the implementation of policies and procedures in the above-mentioned domains;

• assist the Information Security Officer to implement data protection initiatives, during regular internal compliance checks, audits and investigations;

• contribute to the development of document and records management systems at ESMA;

• work together with other relevant support functions (e.g. ICT Unit) to establish and maintain effective electronic document and records management systems, as well as physical archiving services;

• provide advice, training and support to the ESMA business areas on all aspects of document management and retention;

• provide support to and train ESMA’s staff to increase the culture on Document Management and perform ad hoc training campaigns, surveys, newcomers inductions;

• provide access to archived information when requested and necessary;

• establish and maintain robust knowledge management practices (e.g. a physical/online

library, databases); and

• represent the ESMA and liaise on behalf of ESMA with comparable institutions in networks and information exchanges related to document management.

 

3. Professional qualifications and other requirements

A. Eligibility criteria

To be considered eligible, candidates must satisfy all the eligibility criteria listed below, by the

deadline for submitting applications:

• have at least a level of education which corresponds to completed university studies of

three years attested by a diploma⁶;

• be a national of a Member State of the European Union or the EEA (Norway,

Liechtenstein, Iceland);

• enjoy full rights as a citizen⁷;

• have fulfilled any obligations imposed by the applicable laws concerning military service;

• have a thorough knowledge of one of the languages of the European Union⁸ and a

satisfactory knowledge⁹ of another language of the European Union, and

• be physically fit to perform the duties linked to the post¹⁰

.

B. Selection criteria

PRE-SCREENING PHASE

Applications which fulfil the above Eligibility criteria (part A) will be assessed and scored against

the Essential requirements (part B.1). Candidates who do not meet all the Essential

requirements (part B.1) will be excluded from the selection process.

Candidates who meet all the Essential requirements (part B.1) will be scored against the

Advantageous requirements (part B.2).

Within this comparative evaluation of applications, the 12 best candidates (who obtain the

highest scores) will be invited first for the written test (1st part of the selection process).

Consequently, the candidates who reach a minimum score of 60% for the written test will be

invited for the interviews with the ESMA Selection Board (2nd part of the selection process).

 

B.1. Essential requirements

a) Minimum three (3) years’ work experience (acquired after the minimum qualification, as

required under part 3A) in a position related to the areas described under part 2 above;

b) Proven experience in document management projects as a subject matter expert (e.g.

scoping the definition, experience in implementation of data handling frameworks);

c) Proven experience in data and document management technologies (Microsoft based);

d) Proven experience in drafting and delivering policies, procedures and technical standards

in the area of document management; and

e) Excellent written and oral English¹¹

.

B.2. Advantageous requirements

f) Certifications and/or professional training relevant to the profile;

g) Proven experience in drafting document management policies, procedures and guidelines at EU and/or national level (including but not limited to document discovery, categorisation, labelling, access controls, document registration, filing, retention, archiving, etc.);

h) Experience in data protection, data classification, and data leakage prevention projects;

i) Experience in multicultural environments; and

j) Motivation for the advertised position.

 

INTERVIEWS & WRITTEN TESTS PHASE

Candidates invited for interviews and written tests will be assessed against all selection criteria

(parts B1 & B2 & B3).

B.3. Supplementary requirements

i) Ability to tackle complex issues, as well as presenting the results of his/her work in a

structured manner to an audience in a clear and understandable way;

j) Ability to deliver high-quality work under pressure and tight deadlines; and

k) Strong interpersonal skills and ability to interact with multiple internal and external stakeholders.

The candidates who receive at least 60% of the maximum points in both the interviews and

written test will be included in the reserve list of suitable candidates.

The established reserve list may be used for the recruitment of a similar post depending on the

needs of ESMA. Please note that inclusion in the reserve list does not guarantee recruitment.

 

4. How to apply

You must submit your application through e-Recruitment. ESMA does not accept applications

submitted by any other means.

All sections of the application must be completed in English. In order to be considered,

applications must be received by 23:59:59 CET on the closing date. We advise you to submit

your application well ahead of the deadline, in order to avoid potential problems due to heavy

traffic on the website.

Please consult the Candidates Guidelines for instructions on completing your application.

Following the submission of the application candidates will receive an automatic email

acknowledging receipt of the application.

Please note that all correspondence will take place by email, so candidates should ensure that

the email address associated with applicant’s account is correct and that it is checked regularly.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the

vacancy notice (as explained in part 3) and these must be met by the deadline for submitting

applications.

 

5. Summary of conditions of employment

• Successful external candidates may be offered an employment contract for five years as a temporary agent. Any further renewal shall be in principle for an indefinite duration.

• Successful external candidates will be recruited in the grade and classified in step 2.

Grade/step	Minimum requirements for classification in step12 (required level of university studies + minimum number of years of experience after university graduation)	Monthly net salary without allowances 13	Monthly net salary, including specific/family allowances14
AD5 step 2	3 years’ university degree + 3 years’ experience	4,730 €	6,800 €

 

• The monthly basic salary is multiplied by the correction coefficient for France (currently

117.7%).

• Salaries are subject to a Union tax deducted at source and are exempt from national

taxation.

• Depending on the individual family situation and the place of origin, the successful

jobholder may be entitled to: expatriation allowance (16% of the basic salary), household

allowance, dependent child allowance, education allowance, pre-school allowance,

installation allowance, reimbursement of removal costs, initial temporary daily

subsistence allowance, and other benefits.

• Annual leave entitlement of two days per calendar month plus additional days for age,

grade, 2.5 days home leave if applicable, and in addition on average 17 ESMA holidays

per year;

• EU Pension Scheme (after 10 years of service);

• EU Joint Sickness and Insurance Scheme (JSIS), accident and occupational disease

coverage, unemployment and invalidity allowance and insurance, and

• General and applicable professional training, plus professional development

opportunities.

 

6. Data protection

Candidates’ personal data are processed as required by the Regulation (EU) No 2018/1725 of

the European Parliament and of the Council of 23 October 2018 on the protection of natural

persons with regard to the processing of personal data by the Union institutions, bodies, offices

and agencies and on the free movement of such data.15 This applies in particular to the

confidentiality and security of such data. For more information, please check the privacy

statement on recruitment procedures.

ESMA will take all necessary measures to ensure the confidentiality of the procedure, however it

cannot be ruled out that candidates see one another on the day of the interview or written test.

 

1 According to the Article 2(f) of the Conditions of Employment of Other Servants (CEOS) of the European Union.

2 Temporary agents may be engaged under their first contract for a fixed period of 5 years. Any further renewal shall be in principle for an indefinite duration. Probationary period for the first contract is nine months.

3 Regulation (EU) No 1095/2010 of the European Parliament and of the Council of 24 November 2010 establishing a European Supervisory Authority (European Securities Markets Authority), amending Decision No 716/2009/EC and repealing Commission Decision 2009/77/EC.

4 https://www.esma.europa.eu/about-esma/esma-in-short/esma-organigramme

5 Data lifecycle process includes: the collection/creation, access, usage, storage, share/transfer, archive and destruction of data assets at ESMA.

6 Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.

7 Prior to the appointment, the successful candidate will be asked to provide a police certificate confirming the absence of any criminal record.

8 The languages of the EU are: Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek,

Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish, and Swedish.

9 At least at the level B2, according to the Common European Framework of Reference for Languages:

http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr

Knowledge of the 2nd EU language will be tested orally for candidates invited for interviews.

10 Before the appointment, the successful candidate shall be examined by ESMA`s medical centre in order to confirm that the candidate fulfils the requirements of Article 12(2) (d) of the CEOS (physical fitness to perform the duties).

11 At least at B2 level. English is the internal working language of ESMA, as decided by ESMA Management Board with the decision ESMA/2011/MB/3 of11/01/2011. This decision implements Article 73 (2) of the ESMA Regulation (EU) No 1095/2010 establishing ESMA.

12 ESMA Management Board Decision ESMA-2014-MB-14, adopting of general implementing provisions concerning the criteria applicable to classification in step on appointment or engagement - Commission decision (C(2013) 8970 of 16/12/2013):

https://www.esma.europa.eu/sites/default/files/library/decision_on_classification_in_step_2013.pdf

13 An estimation of net salary, including the correction coefficient for France, deduction for tax and social security, without any allowances (this estimation has been calculated for a candidate who is not entitled for expatriation allowance in France and has no family).

14 An estimation of net salary, including the correction coefficient for France, deduction for tax and social security and adding the allowances (this estimation has been calculated with expatriation allowance, household allowance and with one dependent child allowance). Allowances depend in any case on the personal situation of the candidate.

Officer, Digital Preservation, A.2 - Grade G15. NATO HQ, Brussels. Open until 6 December 2020

VACANCY NOTIFICATION/ NOTIFICATION DE LA VACANCE DU POSTE

Officer, Digital Preservation (200781)

Primary Location Belgium-Brussels

NATO Body NATO International Staff (NATO IS)

Schedule Full-time

Application Deadline 06-Dec-2020

Salary (Pay Basis) 5,554.93Euro (EUR) Monthly

Grade A.2/ NATO Grade G15

Clearance Level CTS

 

Description

 

1. SUMMARY

The NATO Archives acts under the authority of the Archives Committee. Under the

direction of the NATO Archivist, its main responsibilities are the identification of

information with permanent value, the overall management of the NATO Archival

holdings and the implementation of the Public Disclosure Policy. As such the NATO

Archives provides guidance on records and archives management matters NATO

wide; collects NATO information of permanent value throughout NATO civil and

military bodies; organises and preserves this information regardless of its format; and

provides access to publicly disclosed NATO information.

 

Under the direction of the NATO Archivist and in close co-operation with the Head,

Application Delivery & Support Team 2 (ICTM) and Head, Acquisition and Holdings

Management (AHU) of the NATO Archives, the officer is responsible for the functional

support of the NATO wide implementation of the Organization’s software application

for long-term preservation of digital records, Preservica. H/She provides support

to upload and ingest large volumes of digitized and born-digital content into

Preservica; user administration; data and file migration management; system

monitoring, customer functional support on processes and functions; and, functional

system configuration. The officer is further responsible for supporting the

Organization’s digital preservation programme by providing guidance and hands-on

support to customers of the NATO Archives on the handling of different digital content

and formats for digital preservation, collecting the requirements and suggesting ways

to improve the handling and preservation of digitized and born-digital content of

permanent value throughout the Organization. In the execution of her/his function, the

incumbent may need to travel to other NATO bodies to ensure their requirements for

digital preservation are fulfilled correctly.

The Officer will act as the NATO wide Preservica Point-of-Contact.

 

2. QUALIFICATIONS AND EXPERIENCE

 

ESSENTIAL

The incumbent must:

 have a university degree, or an equivalent level of qualification, in the area of

(Digital) Archival Science, Information Management, Information Technology or

other relevant field;

 possess at least 3 years of relevant work experience;

 have extensive knowledge of digital preservation policies and procedures;

 have extensive knowledge of, and experience with, digital preservation of

unstructured and structured data, ingestion process of digital content,

development of metadata schemas, files format migration and data management;

 have extensive knowledge of digital archiving and preservation technology and

software systems;

 have knowledge of modern communication and office technologies and systems

including security aspects;

 have technical aptitudes and demonstrate proactivity in keeping abreast of new

technologies and standards in digital preservation;

 possess the following minimum levels of NATO’s official languages

(English/French): V (“Advanced”) in one; I (“Beginner”) in the other;

 

DESIRABLE

The following would be considered an advantage:

 experience with digital preservation software packages (ex. Preservica,

Archivematica, Adlib)

 proven experience in providing support to an organization’s digital preservation

programmes;

 knowledge of international best practices and standards in the field of digital

records and archives management and familiarity with the life-cycle management

of records;

 have experience in providing support or coaching senior officials in preserving

their digital archives;

 ability to create scripts for metadata and digital preservation workflows;

 experience working in an ICT environment with high security requirements such

as classified military or government systems or within a financial institution;

 experience working in an international organization.

 experience in providing onsite and online training in digital preservation.

 

3. MAIN ACCOUNTABILITIES

 

Knowledge Management

Provide functional support to uploading and ingesting large volumes of digitized and

born-digital content. Be responsible for user administration and access management;

data and file migration management of content stored in Preservica, as well as regular

system monitoring, and functional system configuration based on business

requirements. Provide first line customer functional support on processes and

functions and analyze their requirements. Conduct functional feasibility studies when

requested and report results in a clear and concise manner by documenting designs,

procedures, standards and guidelines.

 

Project Management

Provide support to digital preservation projects by designing, planning and

implementing in a structured, consistent and timely manner. Oversee projects within

the NATO Archives related to digital preservation, including the preservation of emails

of senior officials, webpages,structured and unstructured content.

 

Information Management

Participate in and support digital preservation process improvement initiatives.

Promote the use of digital preservation processes and tools throughout NATO. Provide

hands-on, online and classroom training on digital preservation in general, and

Preservica workflows and procedures in particular.

 

Stakeholder Management

Act as the POC for Preservica in NATO. Provide first line functional support to

customers throughout NATO civil and military bodies. Coordinate with customers to

define requirements for digital preservation. Prepare factually accurate

recommendations and discuss these with stakeholders on how to improve their digital

preservation processes. Work with customers to review/document existing processes

and design/document new processes to address new contents, formats and

requirements. Coordinate with ICTM Applications Support and the IT infrastructure

provider (NCI Agency CSU Brussels) to communicate customer requirements, and/or

determine the technical implications of addressing customer requirements.

 

Expertise Development

Be responsible for the quality of customer support. Provide reports, including

management reports, indicating suggested actions to deal with current or foreseen

shortcomings. Investigate and make recommendations on addressing digital

preservation challenges, such as new files formats and technologies. Analyse

customer requirements and identify new technologies to exploit and improve the

current system. Attend training, seminars and appropriate digital preservation and

information exchange platforms and research communities and recommend

technologies and preservation approaches of interest for further investigation. Keep

up-to-date in digital preservation best practices, and assist the NATO Archivist in

translating them into NATO-wide policies/directives.

 

People Management

Work in close collaboration with the NATO Archivist and Head AHU, to efficiently

handle customer requests, deliver projects and organise the workload. Ensure the

functional coordination and leadership of system contractors. Offer guidance to the

technical teams and ensure quality and timely delivery of the support services to

Preservica customers.

Perform any other related duty as assigned.

 

4. INTERRELATIONSHIPS

The incumbent reports to the NATO Archivist, and will receive direction from Head,

Application Delivery & Support Team 2 (ICTM) and the Head, Acquisition and Holdings

Management (AHU) of the NATO Archives on technical and functional issues. S/He

will liaise with Preservica customers throughout NATO with regard to their support and

functional system requirements. The Officer will maintain a close working relationship

with NCI Agency CSU Brussels on technical, logistical and operational matters,

support and develop staff at Preservica. The Officer also liaises actively with the

Officer, Retention and Disposition on the requirements for retention and disposition of

NATO civil and military bodies.

Direct reports: N/A

Indirect reports: N/A

5. COMPETENCIES

The incumbent must demonstrate:

 Achievement: Works to meet standards;

 Analytical Thinking: Sees multiple relationships;

 Clarity and Accuracy: Checks own work;

 Conceptual Thinking: Applies learned concepts;

 Customer Service Orientation: Takes personal responsibility for correcting

problems;

 Empathy: Is open to others' perspectives;

 Impact and Influence: Takes multiple actions to persuade;

 Initiative: Is decisive in a time-sensitive situation;

 Teamwork: Solicits inputs and encourages others.

 

6. CONTRACT:

Contract to be offered to the successful applicant (if non-seconded): Definite duration

contract of three years; possibility of renewal should the project require.

Contract clause applicable:

This post is required for a limited period to support the "Long Term Preservation of

Information" project. As employment in this post is of limited duration, the successful

applicant will be offered a definite duration contract of 3 years, which may be renewed

if required to support this project.

If the successful applicant is seconded from the national administration of one of

NATO’s member States, a 3 years definite duration contract will be offered, which may

be renewed if required to support this project, and subject also to the agreement of the

national authority concerned.

Serving staff will be offered a contract in accordance with the NATO Civilian Personnel

Regulations.

 

7. RECRUITMENT PROCESS:

Please note that we can only accept applications from nationals of NATO member

countries.

Applications must be submitted using e-recruitment system, as applicable:

Please note that at the time of the interviews, candidates will be asked to provide

evidence of their education and professional experience as relevant for this vacancy.

Appointment will be subject to receipt of a security clearance (provided by the national

Authorities of the selected candidate) and approval of the candidate’s medical file by

the NATO Medical Adviser.

More information about the recruitment process and conditions of employment, can

be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

 

8. ADDITIONAL INFORMATION:

Salary value as per 2020. Subject to future adjustments in accordance with North

Atlantic Council decision

NATO is committed to diversity and inclusion, and strives to provide equal access to

employment, advancement and retention, independent of gender, age, nationality,

ethnic origin, religion or belief, cultural background, sexual orientation, and disability.

NATO welcomes applications of nationals from all member Nations, and strongly

encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO

values commitment to the principles of integrity, transparency and accountability in

accordance with international norms and practices established for the defence and

related security sector. Selected candidates are expected to be role models of

integrity, and to promote good governance through ongoing efforts in their work.

 

Due to the broad interest in NATO and the large number of potential candidates,

telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment

to another post of a similar nature, albeit at the same or a lower grade, provided they

meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to

travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible

Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is

a non-smoking environment.

Staff Assistant (Archival Reference and Access, B-3, Grade 8). JFC, Brunssum, Netherlands. Open until 4 December 2020

NOTIFICATION OF A VACANCY

AT JOINT FORCE COMMAND, POST-BOX 270, NL- 6440 AG BRUNSSUM

Our Vacancy:

Job Title: Staff Assistant (Archival Reference and Access)

Post Number: OJN ZIM 0150

NATO Civilian Grade: B-3 – NATO Grade 8

As of 1 January 2021 NATO will implement a new remuneration structure, known as the single salary

spine. Therefore the new single salary spine references (“NATO grades”) are advertised next to the

current ABCL grades.

Duty Location: Brunssum, The Netherlands

Post filling date: as soon as possible

Closing date for applications: 4 December 2020

Our organisation

Joint Force Command Brunssum (JFCBS) provides a Joint headquarters to plan,

prepare and conduct operations to support NATO’s core tasks, at the Joint

Operational level, as directed by Supreme Allied Command Europe (SACEUR).

The Deputy Chief of Staff Management (DCOS MGT) is responsible to the Chief of

Staff (COS) for integrating, coordinating and implementing services and activities to

support, facilitate and contribute to the full JFHQ mission spectrum. Branch Head

Information Hub (iHUB) is responsible for staff and workflow management,

management/process planning and the management of the information workflow

within the JF HQ and with affiliated, parent and higher HQ. The Records Centre and

Archives (RCA) Section manages all HQ records, to include receiving and

distributing official correspondence for the Command Group. The RCA is also

responsible for records management policies and procedures for the HQ, and

provides direction and guidance on records management and archiving to

subordinate comments. Additionally, the RCA is responsible for archiving records

generated by JFCBS as well as operational and mission records generated by

subordinate commands.

The Staff Assistant (Archival Reference and Access):

- Handles requests for access to ISAF records.

- Executes complex searches of ISAF data in response to records requests and

prepares reports of findings.

- Evaluates and provides point of contact for potential declassification/downgrading

review.

- Appraises ISAF records for value, including deduplication review and comparison

with existing NATO retention schedules.

- Organizes, processes and assigns metadata to ISAF electronic records

- Prepares archival descriptions for records to enhance access.

- Monitors ISAF digital records for obsolescence and perform preservation actions.

- Prepares processed ISAF records for submission to NATO HQ.

Special Requirements

The work is normally performed in a normal NATO office working environment.

Normal Working Conditions apply.

The candidate has to be deployable.

The employee may be required to undertake deployments in support of military

operations and exercises, and/or TDY assignments, both within and without NATO

boundaries.

Such operational deployment may exceed 30 days of duration up to 183 days in any

period of 574 days, and may be on short notice. For NIC staff, acceptance of an

employment contract linked to this post constitutes agreement to deploy in excess of

30 days if required.

The successful candidate has the following qualifications:

Professional/Experience

Demonstrable knowledge of contemporary archival and records management

principles and practices

Expertise in handling complex access to information requests

Expertise in handling classified and sensitive information

Expertise in declassification and disclosure

Expertise in search and retrieving information, including automated storage and

retrieval systems

Education/Training

Secondary education

Completed basic training in library, information science, management information

systems, computer science or similar relevant training

2 years related experience.

Language

English – good – NATO Standard Language Proficiency 3322

(Listening, Speaking, Reading and Writing) in accordance with NATO standard

agreement (STANAG) 6001.

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted

mainly in English.

Desirable Qualifications

Experience with or knowledge of International military operations

Military background

Knowledge of NATO security policies

Knowledge of NATO release and disclosure policies

Three years of experience with processing and organizing digital records

Personal Attributes

The successful candidate possesses following competencies:

 Achievement – works to meet standards;

 Analytical thinking – breaks down problems;

 Customer service orientation – responds appropriately, maintains clear

communication;

 Teamwork – expresses positive attitudes and expectations of team or team

members.

The successful selected candidate needs to complete a NATO medical examination

and have a NATO security clearance before an employment offer will be released.

The medical examination will take place with our medical consultant and is required

to determine if the recommended candidate is fit to perform the duties and is

deployable to NATO's regional areas of operation.

This is an interim NATO International Civilian position with a definite duration

contract. The position is approved until 31 December 2021, further contracts beyond

this date to be determined.

Due date for receipt of applications: 4 December 2020

Candidates have to apply electronically in NATO Talent Acquisition Program:

https://nato.taleo.net/careersection/1/jobsearch.ftl?lang-en

Results of the initial screening for this post may be expected in the second half of

December 2020. Test and interviews for those invited are planned in the beginning

of 2021. Prior to the test and interview there may be a Hire Vue interview.

Records Management Expert. IDB, Washington DC. Open until 4 December 2020

Records Management Expert - Corporate Services  Specialist or Sr. Associate

   

Background: Within the Administrative Services Division of the Budget and Administrative Services Department, the Records Management Section is looking for a professional with experience in Records Management (RM).

   
The team’s mission: The Records Management Section is responsible for the Records Management (RM) program at the IDB Group, which encapsulates the establishment and monitoring of the governance framework, the management of digital and physical records, the delivery of RM support including trainings to Business Units and the coordination of the RM function in the 29 country offices.

  
What you’ll do, Among other things,  

 

• Support the consolidation and execution of RM governance across the IDB Group;
• Design information architectures for the organization of digital Records covering the design, mapping with retention plan, approval, and deployment.
• Lead process optimization in Business Units, ensuring that client needs, and management expectations are met while being compliant with policies.
• Provide support and training to IDB Group Personnel on RM.
• Develop and maintain RM policies/guidelines/tools and identify improvement opportunities based on market trends and standards.
• Lead projects geared to improving RM solutions with close coordination/interaction with the IT Team.

 

 

What you’ll need: 

   

Education: Master’s degree in Information Management, Records Management, Archives Management or related disciplines.

   
Experience: 

• A minimum of five years of relevant practical work experience in RM or Information Management preferably in an international organization or another multi-cultural environment. 
• Advanced knowledge of and experience with the concepts, principles and practice of information, document, records and archives management focused on digital records. 
• Demonstrable experience in designing and supporting a Document and Records Management System, experience in retention management would be very advantageous. 
• Experience in project management, business analysis and process optimization involving RM. 
• Experience in the delivery of trainings and support on RM. 
• Experience in leading change processes would be a great plus.
• Systems and technology: Experience with Office365 including SharePoint. Advanced knowledge in the use of Microsoft Office suite. 
• Excellent client service skills and ability to work with all levels of management and staff is critical.
• Expert writing skills and a high degree of experience in preparing and delivering various types of communications and presentations is required. 

Languages: Fluency in English is required. Proficiency in another official Bank language (Spanish, French and/or Portuguese) is desirable.

 

   
Core and Technical Competencies 
   

Link to Technical Competencies
Link to Core Competencies

   
Opportunity Summary: 

Type of contract: Staff - Fixed Term
Length of contract: 3 years
Starting date: TBD
Location: Washington DC
Requirements: You must be a citizen of one of the IDB’s 48 member countries and have no family members currently working at the IDB Group. 

Our culture: Our people are committed and passionate about improving lives in Latin-America and the Caribbean, and they get to do what they love in a diverse, collaborative and stimulating work environment. We are the first Latin American and Caribbean development institution to be award the EDGE certification, recognizing our strong commitment to gender equality. As an employee you can be part of internal resource groups that connect our diverse community around common interests. 

 

We encourage women, afro-descendants, people of indigenous origins, and persons with disabilities to apply. 

   
About us: At the IDB, we’re committed to improving lives. Since 1959, we’ve been a leading source of long-term financing for economic, social, and institutional development in Latin America and the Caribbean. We do more than lending though. We partner with our 48-member countries to provide Latin America and the Caribbean with cutting-edge research about relevant development issues, policy advice to inform their decisions, and technical assistance to improve on the planning and execution of projects. For this, we need people who not only have the right skills, but also are passionate about improving lives.

    
The IDB offers a competitive remuneration and benefits package.

   
Our team in Human Resources carefully reviews all applications. 

   
Due to the current COVID-19 pandemic and its implications for our Region, the IDB Group is reviewing its hiring needs and re-prioritizing its areas of talent acquisition. We encourage candidates to continue to apply to the active postings, yet current job openings may be subject to further decisions in terms of timing of the processes, or other actions, in accordance with business needs. Final hiring decisions may also be conditioned to the candidate’s ability to timely relocate to the post of duty at the moment of starting service.

 

Additional Information

• External Opening Date: Nov 4, 2020
• External Closing Date: Dec 4, 2020
• External Contact Email: hrsc@iadb.org
• External Contact Name: HR Shared Services
• Job Field: Corporate Services

Senior Archives Assistant, G-5. UNHCR, Geneva. Open until 1 December 2020

              

Snr Archives Assistant

23184

 

Location

Geneva, Switzerland

 

Salary Grade

G5

 

Hardship Level

H

 

Family Location Type

Family

 

Procedures and Eligibility

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

 

Duties and Qualifications

Senior Archives Assistant

 

ORGANIZATIONAL CONTEXT

Records and Archives Section (RAS) is responsible for ensuring that the Organization's records are   managed through their life cycle in accordance with international standards and UN regulations, as a foundation for the governance and accountability of the organization. RAS makes the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities. Also, RAS provides information to meet the research needs of the persons of concern to UNHCR, UNHCR Staff and stakeholder, the scholarly community, and the general public.

The Senior Archives Assistant functions under direct supervision of a professional Archivist who provides regular guidance and advice. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues.

 

FUNCTIONAL STATEMENT

 

Accountability

- UNHCR records are transferred to RAS, stored, organized, disposed, preserved, protected and accessed according to UNHCR Records and Archives procedures and guidelines in the established recordkeeping and archival systems and facilities.

 

Responsibility

- Proactively guide and assist units, offices and working groups to implement filing structures compliant with UNHCR standards and adapted to their needs.

- Implement UNHCR Records and Archives procedures and guidelines.

- Monitor digital and physical records centres and archival repositories.

- Maintain access and permissions of electronic filing systems.

- Support and train users.

- Arrange digital and physical spaces.

- Monitor compliance with recordkeeping procedures and guidelines and take necessary actions to correct errors.

- Produce accurate inventories of physical records transferred to Archives.

- Apply records schedules to electronic and physical records.

- Manage transfers of records from UNHCR units and offices.

- Maintain electronic and physical repositories in good order and use the space efficiently.

- Take the necessary actions to ensure the integrity and  security of files in the repositories

- Search for and provide information to users and researchers in accordance with UNHCR access policy.

- Prepare files for researchers.

- Monitor the research room.

- Digitize records and archives for preservation and dissemination when requested by the Archivist.

- Facilitate digital access to physical records in the Archives.

- Coordinate with archival and logistics service providers.

- Perform other relevant duties as required.

 

Authority

- Correct errors in recordkeeping systems.

- Search for, access and view all type of materials in the recordkeeping systems and within the Archives.

- Withdraw or redact confidential materials, under the instructions from the Archivist.

- Manage access and permissions in UNHCR recordkeeping systems.

- Prepare records for destruction.

- Access and process transfers of documents.

- Retrieve and provide files to internal researchers.

- Capture specified significant records for maintenance in recordkeeping systems and archival repositories.

 

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

- Experience using digital recordkeeping systems.

- Fluency in English.

 

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Training in Archives and/or Records Management.

- Fluency in French.

 

Position Competencies

C001L2 - Accountability Level 2

C002L2 - Teamwork & Collaboration Level 2

C003L2 - Communication Level 2

C004L2 - Commitment to Continuous Learning Level 2

C005L2 - Client & Result Orientation Level 2

C006L2 - Organizational Awareness Level 2

X005L2 - Planning and Organizing Level 2

X008L2 - Stakeholder Management Level 2

X009L2 - Change Capability and Adaptability Level 2

 

Language Requirements

Knowledge of English is Essential, and knowledge of French is Desirable.

 

Additional  Information

Candidates will be required to sit a test for this Job Opening.

 

Closing Date

Closing date for submissions or applications is 01 December 2020.

Document Management Officer, AST 3. EUI, Florence. Open until 30 November 2020

VACANCY NOTICE V/AD/REF/1/2020

The European University Institute (EUI), based in Florence, Italy

is organising a selection procedure based on qualifications and tests

to draw up a reserve list for the post of

Document Management Officer (DMO)

(Temporary Agent, type 2b, AST031)

in the Real Estate and Facilities Service (REFS)

 

Who We Are

The European University Institute (EUI) at a glance:

 an international organisation set up in 1972;

 a research university focusing exclusively on

doctoral and post-doctoral studies, and

advanced research;

 located in the hills overlooking the city of Florence,

Italy.

The Institute also hosts the Historical Archives of the

European Union.

More on our Institution: https://www.eui.eu/About

 

Our Unit

The mission of the Real Estate and Facilities Service (REFS) is

to offer to the community of users and to all visitors the optimal

work and life environment for the duration of their stay at the EUI.

The REFS manages the overall infrastructure of the EUI Campus. It

operates and maintains all of the Institute's buildings and their

services, developing them and implementing plans for sustainable

growth.

The service takes care of the day-to-day running of the EUI, managing canteens, the crèche,

housing service, postal service, welcome service, ordinary maintenance and site security.

Other areas which come under the remit of the Real Estate and Facilities Service are the

central filing and protocol office, the organisation of conference and seminar rooms, the

management of audio-visual equipment, document reproduction and printing, environmental

services, the purchase office and translation work.

 

1

cf. Annex II

 

Your Key Responsibilities

The Real Estate and Facilities Service (REFS) is looking for a

dynamic Document Management Officer (DMO) who will be

responsible for establishing policies and procedures, managing

tools and systems for document and records management (RM),

and providing information services to EUI services and departments.

This is a substantially reshaped and strategic role focused on developing and managing the

document and records management policies of the EUI.

 

Level of Expertise:

 In-depth knowledge of applicable rules regarding records management (retention,

archiving) and applicable data protection regulations;

 Identifying, examining, and evaluating major publications and trends in the records

management profession with particular regard to activities in EU institutions;

 Regularly assessing the EUI document management policies, by investigating on security

classification schemes and by testing audit trails.

 

Technological awareness:

 Understanding applicability and limitation of technology to the work of records

management;

 Actively applying technology to appropriate tasks; being open to learn new technologies;

 Liaising with EUI ICT service and external (IT) companies in order to secure system

maintenance.

 

Policy/ Strategy Making:

 Developing and maintaining document management policies;

 Cooperating with the administrative staff in organising and maintaining the EUI central

archives in accordance with existing rules and standards applicable to the EUI;

 Implementing rules and procedures concerning registration, filing, archiving and retention

of documents and files;

 Managing the various electronic document management systems in place at the EUI;

 Leading strategic discussions and working groups with regard to the EUI RM programme;

 Facilitating administrative staff‘s access to EUI electronic document management

systems, and leading the transition towards digital and digitised archives;

 Participating actively in the relevant working groups.

 

Representation/communication:

 Providing advice and organising workshops to ensure knowledge of and compliance with

the EUI records management programme;

 Developing and maintaining the contents of the EUI RM programme web pages;

 Liaising with staff of EUI services and departments to ensure the EUI documents are

managed in a secure way;

 Participating in and contributing to the profession through external training and

networking activities.

 

Level of autonomy and accountability:

 Working with a high level of autonomy; accountable for the work of others;

 Reporting directly to the REFS Director.

 

Role in administrative processes:

 Managing the document and records management policies of the EUI;

 Taking into account relevant provisions on information security and protection of personal

data in the implementation of rules and procedures;

 Liaising with services and departments on document management policies;

 Managing the EUI records and archives management systems and applications;

 Working with and providing hands-on training to staff to ensure the information is

managed and retained in an appropriate and secure way;

 Providing support and assistance on all document management-related questions to

administrative and academic staff.

 

People management:

 Supervising project staff, contractors, external collaborators and trainees;

 Providing regular training for EUI administrative services and academic units, in particular

all users involved in document and records management;

 Conducting evaluation of the training provided;

 

Budget management:

 Managing the budget assigned to the records

management office and for the management of

its digital systems and applications.

 

Finance and procurement:

 Managing finances and procurement for all

acquisitions and services required for the

management of the records and archives systems.

 

Your Key Competencies

All staff at the EUI share the following competencies:

 Ethics and integrity

 Working in a multicultural environment

 Accountability

 Delivering quality and results

 

Competencies specific to the unit and the role include the

following:

 Organizational skills for own and others’ work and ability to meet deadlines and to set

priorities;

 Communication and presentation skills;

 Ability to work collaboratively and build strong working relationships;

 Strong service-oriented approach.

 

What We Offer

 A role in an inspiring community of young scholars with an

exclusive focus on doctoral and post-doctoral studies;

 A world-class research library, the Historical Archives of the

European Union, and many other excellent research

facilities;

 Language courses and soft skills trainings;

 Access to all EUI facilities: library, crèche, cafeteria, gym,

participation in seminars and workshops;

 Competitive salary package including health and pension plan;

 A healthy work-life balance in a family-friendly environment.

 

How To Apply

Applications must be submitted electronically using the V/AD/REF/1/2020 online application

form available at

https://www.eui.eu/About/JobOpportunities/Open-competitions-for-administrative-posts

CLOSING DATE FOR APPLICATIONS: 30/11/2020 at 24:00 CET

Before completing the online application form you are invited to read ANNEXES I

& II that represent an integral part of this vacancy notice.

 

Annex I – Eligibility and Selection Criteria

 

ELIGIBILITY CRITERIA

On the closing date for online applications, you must fulfil all the following general

and specific conditions:

 

1. General conditions

 Being a national of a Member State of the European Union;

 Enjoying full rights as a citizen attested by a recent extract from judicial records and/or

certificate of good conduct proving no previous conviction for a criminal or

administrative offence that could call into question his/her suitability for performing

the duties of the post;

 Having fulfilled any obligations imposed by the laws on military service;

 Being physically fit to perform the duties.

 

2. Specific conditions

2.1 Education (Qualifications)

A level of post-secondary education attested by a diploma, or

a level of secondary education attested by a diploma giving access to higher education,

and appropriate professional experience of at least three years. This professional

experience will be considered part of the educational qualification and will not be taken

into account in the required numbers of professional experience under 2.2.2.

2.2. Professional experience2

By the deadline for applications, and in addition to the qualifications required above, you

must have at least three years of relevant professional experience gained after obtaining

the diploma required under 2.1.

2.3 Knowledge of Languages3

 Main language: have a thorough knowledge of one official language of the European

Union; and

 Second language: a satisfactory knowledge of another official language of the

European Union to the extent necessary for the performance of the duties.

 

 

2 Professional experience will be counted from the date on which the applicant acquired the minimum qualification for access to this post. Only duly documented professional activity (i.e. remunerated employment or selfemployment) is taken into account. Part-time work will be taken into account in proportion to the percentage of full-time hours worked. Periods of education or training and unremunerated traineeships are not taken into account.

Completed and remunerated PhDs can be counted as professional experience up to a maximum of 3 years. Any given time period can be counted only once.

3 Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a thirdEU language.

 

SELECTION CRITERIA

 

Essential

 University degree in Archives Science and/or Records Management;

 At least 3 years of relevant work experience in document, records or archives

management programmes, including the use of dedicated systems;

 Experience with IT tools applied to document, records and archives management;

 Demonstrated experience in drafting and implementing records management policies;

 Knowledge of provisions concerning information security and protection of personal

data;

 Excellent knowledge of English, both spoken and written (CEFR level: C1 or above).

Advantageous

 Proven ability to work as part of a multinational and multidisciplinary team in an

international environment;

 Experience working with European Union institutions or in a university or research

organization;

 Knowledge of additional languages of the European Union.