Position and Grade: Unit Head (P-3)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 28 February 2012
Application Deadline: 9 April 2012
Type/Duration of Appointment: Fixed term, 3 years (subject to a probationary period of 1 year)
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Organizational Setting
The Division of General Services is one of the six Divisions in the Department of Management. The Division of General Services provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support, and Commissary Management.
The Archives and Records Management Section (ARMS), Division of General Services, Department of Management is responsible for the management of the IAEA's official records. The Section is divided into three units: the Mail Unit, the Records Unit and the Archives Unit. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.
The Head of the Records Unit reports to the Section Head of ARMS, and leads a team of approximately 17 staff.
Main purpose
Reporting to the Section Head of ARMS, the Head of the Records Unit ensures the efficient ongoing development and administration of the IAEA records management programme, which establishes a framework for the creation and management of authentic, reliable and usable records.
Role
The Head of the Records Unit is: (1) manager of the Records Unit, ensuring that programmes and projects are developed and implemented in the most efficient and effective manner in line with quality management standards and the results-based approach; (2) a team leader, ensuring the provision of efficient and effective services; (3) an evaluator, analyzing complex issues relating to records management and making related decisions and recommendations; (4) a specialist in records management, advising the Section Head and the Division Director on programmatic issues; and (5) a facilitator of cooperation with all Departments in the IAEA on records management systems including the Electronic Records Management System (ERMS).
Partnerships
The Head of the Records Unit establishes relationships with staff throughout the IAEA to provide advice and assistance relating to records management issues and works closely with the ARMS Section Head and other Unit Supervisors to make full use of efficiency gains that can be won through the services provided by ARMS. The Head of the Records Unit also collaborates with IT staff to develop and refine electronic recordkeeping tools. In addition, the incumbent collaborates with colleagues from other international organizations to exchange and compare information on a wide range of records issues.
Functions / Key Results Expected
Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence in line with the IAEA's quality management and results-based programming approach. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs, and guide and supervise the staff of the Unit.
Ensure economy and efficiency in the creation, use, maintenance and disposal of records by coordinating and monitoring the IAEA's records management programme.
Ensure adherence to established standards and best practices through audits, the review and testing of proposed recordkeeping systems, and the consistent application of approved records retention schedules.
Lead and guide the development and implementation of records management systems in line with quality management standards, including the setting, standardization and continuous improvement of work standards, processes and procedures.
Monitor the functionality and performance of the IAEA's Electronic Records Management System (ERMS), establish and implement an audit process for registered records, liaise with users and IT colleagues on ERMS-related issues.
Advise managers and staff on the use of records systems and complex records issues by developing and presenting tools and solutions.
Lead and guide the formulation, standardization and delivery of training on the records management programme to staff of the Section and throughout the IAEA.
Ensure accurate and up-to-date documentation for Records Unit functions and responsibilities.
Implement forms management policy by monitoring the forms programme, reviewing requests to create or update IAEA-wide forms and providing approval for requests.
Contribute to the management of the Section and support the Section Head as required.
Keep abreast of best practices in records management policies and practices within the UN Common System and seek continuous technology and process improvement in the delivery of services.
Knowledge, Skills and Abilities
Professional:
In-depth knowledge of modern records management concepts, methodology and techniques;
Ability to plan, coordinate, implement and control the records management programme for the creation and management of authentic, reliable and usable records;
Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
Analytical skills: Ability to analyse problems facing users, to plan and develop alternatives, to assess the impact of proposed solutions and to implement them adequately.
Decision-making:
Ability to make and convey difficult decisions;
Ability to respect the competence and responsibilities of others and delegate decision-making and accountability accordingly.
Leadership skills:
Ability to provide technical leadership in overseeing all records management processes;
Proven supervisory skills including demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan and those under his/her supervision.
Teamwork/Relationships: Ability to build effective teams, bringing together diverse backgrounds, skills and expertise in order to maximize innovation and goal achievement.
Communication skills:
Ability to prepare reports and conduct presentations on key issues by clearly formulating positions on issues, presenting options concisely as well as making and defending recommendations;
Ability to establish and maintain good relationships with internal and external counterparts and to work harmoniously in a multicultural/multidisciplinary environment with respect and sensitivity for diversity.
Change orientation: Ability to make change happen by setting a direction and a course of action to reach change objectives.
A general knowledge of the history, the programmatic activities and the structure of the IAEA is desirable.
Advanced computer skills, including database applications.
Education, Experience and Language Skills
University degree in records management, archival science or a related field. Post-graduate training or certification in records management desirable.
A minimum of five years of progressively responsible professional experience in records management or archives, preferably in an international organization or another multilateral environment.
Practical experience in the implementation or use of Electronic Records Management Systems (especially Livelink) desirable.
Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) and German desirable.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $56 091 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $30 570*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance.
How to apply to the IAEA
Complete an Online Application
* Subject to change without notice
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Applications from qualified women and candidates from developing countries are encouraged
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process.
Sunday, March 4, 2012
Friday, March 2, 2012
Internship, Information Management - Archiving. OLA, New York. Open until 25 March 2012
Job Title:
INTERNSHIP - Information Management - Archiving, I
Department/ Office:
Office of Legal Affairs
Duty Station: NEW YORK
Posting Period:
24 February 2012-25 March 2012
Job Opening number:
12-IMA-OLA-23037-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The Office of Legal Affairs (OLA) is recruiting interns for the Treaty Section located in New York. We are seeking highly motivated graduate students who wish to gain professional experience in information management/document management within an international organization in order to supplement their studies. This internship is practical educational experience and provides interns with the opportunity to work in a multicultural, intergovernmental organization. Under supervision, interns are assigned to projects and tasks that are mostly relevant to their educational background and interests and provide them with the opportunity to apply and further develop their theoretical knowledge.
• The duration of an OLA internship is a minimum of two (2) months to a maximum of six (6) months depending upon the particular needs of the programme.
• OLA internships are not paid. Travel costs, travel arrangements (including visas), and living accommodations are the responsibility of the intern or their sponsoring institution.
• OLA interns are not eligible to apply for, or be appointed to, any position in the professional or above categories, within the UN Secretariat for a period of six (6) months following the end of their internship. Any employment with the UN at that point in time shall be subject to established recruitment and selection procedures.
• Internship positions are full-time. For more information on the terms and conditions of the UN internship programme, please visit the UN internet site at: http://www.un.org/Depts/OHRM/sds/internsh/htm/documents.htm
For details on the Office of Legal Affairs' mandate and the specific functions of the Treaty Section, please visit our internet site at: http://treaties.un.org.
Responsibilities
Responsibilities of internship positions range widely, encompassing many aspects of OLA/Treaty Section’s complex document management operations. These responsibilities may include, but are not limited to:
• Advanced query execution in Documentum query language (DQL) and SQL.
• Advanced digitization, classification and metadata input/editing related to various document repositories: treaties and treaty actions, depositary notifications, maps, certified true copies, and other publications.
• Advanced editing/image enhancement and preparation of various documents for web-publishing on the Treaty Section's UN Treaty Collection website at http://treaties.un.org.
• Inventory and preparation of complex legal instruments files and documents for digitization and archiving.
• Uploading of critical documents into the Treaty Section's document management system.
Competencies
Applicants must demonstrate a keen interest in the field of information management and document management, as well as the work of the United Nations. They must have an ability to work effectively in a team structure in a multicultural environment, and to work collaboratively with colleagues and external counterparts. In addition, they must have good analytical and communication skills.
Education
Applicants must be enrolled in a graduate degree programme in information management, document management, digital archiving or a related field of study at the time of application and during the period of their internship. In countries where higher education is not divided into undergraduate or graduate stages, they should be enrolled at least in the fifth year of post-secondary studies.
Applicants must demonstrate their intention to study further or to work in a field relevant to this internship description.
Work Experience
Applicants are not required to have professional work experience for participation in the programme. However, applicants are encouraged to list all relevant work experiences in their personal history profile (PHP).
Languages
English and French are the working languages of the United Nations Secretariat in New York. For the internship advertised, proficiency in oral and written English is required, and knowledge of another United Nations official working language, i.e. Arabic, Chinese, French, Russian and Spanish, is an advantage.
Assessment Method
Should there be a need for an intern that matches the applicant’s profile, she/he will be contacted directly by the Treaty Section. Please note that due to the large number of applications, OLA is not necessarily in a position to reply to each request; only short-listed applicants will be contacted for further consideration.
Special Notice
TO APPLY:
• Please create and complete a personal history profile (PHP) and a cover letter (CL) in the UN e-Recruitment system (careers.un.org). In your PHP, please indicate if you are proficient in the English language. PLEASE NOTE THAT INCOMPLETE APPLICATIONS WILL NOT BE REVIEWED.
• It is imperative that the cover letter includes the following details:
(1) Title of the degree currently being pursued and the specific subjects taken;
(2) Expected graduation date from the degree programme;
(3) The applicant's objectives for undertaking an internship with OLA/Treaty Section and how it fits within his/her education/career plan;
(4) An explanation why the applicant is a suitable for this specific internship;
(5) The applicant’s availability for the internship within the period from March to December 2012.
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.
INTERNSHIP - Information Management - Archiving, I
Department/ Office:
Office of Legal Affairs
Duty Station: NEW YORK
Posting Period:
24 February 2012-25 March 2012
Job Opening number:
12-IMA-OLA-23037-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The Office of Legal Affairs (OLA) is recruiting interns for the Treaty Section located in New York. We are seeking highly motivated graduate students who wish to gain professional experience in information management/document management within an international organization in order to supplement their studies. This internship is practical educational experience and provides interns with the opportunity to work in a multicultural, intergovernmental organization. Under supervision, interns are assigned to projects and tasks that are mostly relevant to their educational background and interests and provide them with the opportunity to apply and further develop their theoretical knowledge.
• The duration of an OLA internship is a minimum of two (2) months to a maximum of six (6) months depending upon the particular needs of the programme.
• OLA internships are not paid. Travel costs, travel arrangements (including visas), and living accommodations are the responsibility of the intern or their sponsoring institution.
• OLA interns are not eligible to apply for, or be appointed to, any position in the professional or above categories, within the UN Secretariat for a period of six (6) months following the end of their internship. Any employment with the UN at that point in time shall be subject to established recruitment and selection procedures.
• Internship positions are full-time. For more information on the terms and conditions of the UN internship programme, please visit the UN internet site at: http://www.un.org/Depts/OHRM/sds/internsh/htm/documents.htm
For details on the Office of Legal Affairs' mandate and the specific functions of the Treaty Section, please visit our internet site at: http://treaties.un.org.
Responsibilities
Responsibilities of internship positions range widely, encompassing many aspects of OLA/Treaty Section’s complex document management operations. These responsibilities may include, but are not limited to:
• Advanced query execution in Documentum query language (DQL) and SQL.
• Advanced digitization, classification and metadata input/editing related to various document repositories: treaties and treaty actions, depositary notifications, maps, certified true copies, and other publications.
• Advanced editing/image enhancement and preparation of various documents for web-publishing on the Treaty Section's UN Treaty Collection website at http://treaties.un.org.
• Inventory and preparation of complex legal instruments files and documents for digitization and archiving.
• Uploading of critical documents into the Treaty Section's document management system.
Competencies
Applicants must demonstrate a keen interest in the field of information management and document management, as well as the work of the United Nations. They must have an ability to work effectively in a team structure in a multicultural environment, and to work collaboratively with colleagues and external counterparts. In addition, they must have good analytical and communication skills.
Education
Applicants must be enrolled in a graduate degree programme in information management, document management, digital archiving or a related field of study at the time of application and during the period of their internship. In countries where higher education is not divided into undergraduate or graduate stages, they should be enrolled at least in the fifth year of post-secondary studies.
Applicants must demonstrate their intention to study further or to work in a field relevant to this internship description.
Work Experience
Applicants are not required to have professional work experience for participation in the programme. However, applicants are encouraged to list all relevant work experiences in their personal history profile (PHP).
Languages
English and French are the working languages of the United Nations Secretariat in New York. For the internship advertised, proficiency in oral and written English is required, and knowledge of another United Nations official working language, i.e. Arabic, Chinese, French, Russian and Spanish, is an advantage.
Assessment Method
Should there be a need for an intern that matches the applicant’s profile, she/he will be contacted directly by the Treaty Section. Please note that due to the large number of applications, OLA is not necessarily in a position to reply to each request; only short-listed applicants will be contacted for further consideration.
Special Notice
TO APPLY:
• Please create and complete a personal history profile (PHP) and a cover letter (CL) in the UN e-Recruitment system (careers.un.org). In your PHP, please indicate if you are proficient in the English language. PLEASE NOTE THAT INCOMPLETE APPLICATIONS WILL NOT BE REVIEWED.
• It is imperative that the cover letter includes the following details:
(1) Title of the degree currently being pursued and the specific subjects taken;
(2) Expected graduation date from the degree programme;
(3) The applicant's objectives for undertaking an internship with OLA/Treaty Section and how it fits within his/her education/career plan;
(4) An explanation why the applicant is a suitable for this specific internship;
(5) The applicant’s availability for the internship within the period from March to December 2012.
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.
Managed Services and Archives Officer, AST3. EMA, London. Open until 24 March 2012
26 January 2012
EMA/68231/2012
Administration
EMA/AST/332: Managed Services and Archives Officer,
Infrastructure Services, Administration (AST3)
The European Medicines Agency is a decentralised body of the European Union with all its offices and headquarters in London. Its core responsibility is the protection and promotion of public health through the evaluation and supervision of medicines.
Infrastructure Services in its remit to support the operations of the Agency has appointed an outsourced specialist managed services provider for the delivery of services related to the mailroom, collection and delivery, portering and document production services, provision and management of
local Multi-function Devices (MFDs), the supply of stationery and IT consumables and confidential waste disposal.
The Agency requires regular and comprehensive reports on all aspects of the services. The Agency has agreed an SLA and associated KPIs which are monitored and reported on a periodic basis, including day-to-day management of the service delivery.
Additionally, the Agency has concluded a contract for offsite documents storage facilities and document management services. The Agency currently has in excess of 35,000 boxes of documents stored offsite in a secure environment. In addition to the storage of document boxes and their physical
retrieval on request, the contract also includes the digitisation of documents in storage, scan on demand and electronic retrieval and services relating to confidential destruction and the long term preservation of documents.
Under the supervision of the Section Head for Business Support Services the job holder will assist with all aspects of management of the Managed Services and Archives teams.
Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar.
This announcement is governed by the General terms and conditions for selection procedures for Temporary Agents.
Specific objectives:
The successful candidate is expected to carry out the following tasks:
• Effective contract management of the two contracts related to the service and any future contracts which may be awarded in this service area, at operational and management levels including the day-to-day management of the service; monitoring of SLAs,and KPIs; review of the contracts ensuring that SLAs, KPIs, exit plans and BC plans are updated, current and effective; the renewal and amendment of contracts as appropriate;
• Ensuring that the service delivery of the contracts meet the needs of the Agency as defined at the time and that the services are continuously developed and improved in accordance with the Agency’s changing needs and best practice;
• Develop and manage the offsite archives service in line with the Agency’s document management policy in respect to retention and retrospective conversion;
• Implement a review of the mailroom procedures;
• To liaise with key service users within the Agency and externally in order to explore and propose process improvements and innovations for the Agency’s management to consider which could be in the interest of the Agency;
• Prepare tender documents and run tender procedures for the services when they become due for renewal and other related services as may be identified over time;
• Carry out benchmarking exercises with respect to the services delivered;
• Oversee the ordering of supplies and services, the authorisation of invoices for payment and liaise with the sector’s budget team in respect to budgets and finance ensuring the established controls are met and that the procedures are in line with the Agency’s financial regulations and ex-post
audits;
• Assist and provide the necessary input to the Agency’s programme to relocate to new premises in 2014 (Project 2014) with respect to the services relating to reprographics, mailroom and archives;
• Act as the reporting officer for staff where applicable.
Elements that will be taken into account in determining candidates to be
invited for interview:
• Very good knowledge of the workings and management of the relevant services –offsite document storage archive facilities, mailroom and reprographics;
• Capacity and experience of organising and managing the provision of an offsite document management service and the related storage and movement of archive boxes;
• Capacity and experience of document retrospective conversion;
• Capacity and experience of managing outsourced services, preparing analyses and experience of benchmarking exercises;
• Capacity and experience of managing mailrooms;
• Capacity of preparing tender documents and carrying out tender procedures for the relevant services;
• Experience in the preparation of contracts and an ability to draft service level agreements and similar documents;
• Ability to draft reports;
• Appropriate supervisory skills;
• Good analytical capabilities and problem-solving skills;
• High degree of organisational skills and ability to work in a team and under pressure;
• Excellent spoken and written English.
Essential requirements for admission to the selection procedure:
1. A post-secondary education diploma, plus three years’ professional experience or
2. A secondary education certificate giving access to post-secondary education plus three years’ professional experience (which is the equivalent of the educational requirement in the first
indent), plus a further three years’ experience making a total of six years’ professional experience.
3. A good command of English and a thorough knowledge of another official language of the European Union to the extent necessary for the performance of duties. (For any promotion in the future, knowledge of a third EU language would be required)
For essential requirements 1. and 2. above it will be necessary to provide
proof of each one prior to the interview stage.
Deadline for submission of application forms is 24 March 2012 at midnight.
General Conditions
Selected candidates will be included on a reserve list and, depending on the budgetary situation, may be offered a five-year renewable Temporary Agent contract in accordance with the Conditions of employment of other servants of the European Union (Official Journal of the European Communities No L 56 of 4 March 1968).1
The place of employment shall be London.
Candidates must be nationals of a Member State of the European Union, or of Iceland, Norway or Liechtenstein, on condition that they have full rights as a citizen.
Candidates must have fulfilled any obligations imposed on them by laws concerning military service and meet the character requirements for the duties involved.
For each selection procedure candidates must follow the application procedure as instructed below.
All material to be placed on candidates' files must be submitted afresh: reference may not be made to earlier applications. No material contained in candidates' files will be returned. All the questions on the form must be completed in full.
Applications have to be submitted electronically using the form available on the Agency website.
Please note that due to the large numbers of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amounts of data. We therefore advise applicants to send in their application well ahead of the deadline.
Application Procedure
There are two stages in the application procedure:
1. Online registration
2. Submission of a full application
Stage 1 Online registration
At the first stage candidates must submit their application electronically using the application form available in English on the Agency website. Translations of the application form are available for reference purposes in the other official languages. All parts of the form must be completed in full.
Eligibility check before submission of the application form
Candidates should assess carefully and check before submitting their application form whether they fulfill all the conditions for admission laid down in the publication notice, particularly in terms of qualifications and relevant professional experience.
1 http://ec.europa.eu/civil_service/docs/toc100_en.pdf
Stage 2 Submission of a full application (only for candidates invited to
interview)
At the second stage, should the candidate be invited for interview, in order for the application to be considered complete candidates must bring with them on the day of the interview photocopies of all the supporting documents (diplomas, certificates, professional references etc) needed
to prove that they satisfy all conditions for admission. All documentary evidence of professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate must sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate.
The address indicated on the form will be used as the location for travel for candidates invited to interview.
Your application will not be accepted unless all the documentary evidence is provided and the application form has been signed on the day of the interview, if so invited. Candidates who have not submitted all the documents specified by the date of the interview will be disqualified.
Eligibility check for candidates invited to the interview
Education, certificates and diplomas
Candidates must provide photocopies of certificates or diplomas to show that they have completed studies of the level required by the notice of the selection procedure. The first degree/diploma obtained by the candidate giving access to the recruitment category and being relevant to the notice in the selection procedure is counted for admission to the selection procedure.
In the case of specialist or further training, candidates must specify whether the course was full-time or part-time, which subjects were covered and the official length of the course.
Only diplomas issued by EU Member State authorities and diplomas recognised as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candidate’s qualification must have been recognised by a body delegated officially for the purpose by one of the European Union Member States (such as a national Ministry of Education) and a document attesting so must be submitted with the application by the closing date. This will enable the Selection Committee to accurately assess the level of the qualifications.
Experience
Professional experience connected with the Agency’s areas of activities shall be taken into account and is counted only from the time the candidate obtained the certificate or diploma required for admission to the selection procedure. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience.
Candidates must provide supporting documents confirming the length and nature of their experience.
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 and the candidate must in any event provide a copy of the latest pay slip.
Free-lance or self-employed candidates must provide either a practicing certificate (or equivalent), or a copy of the entry in the relevant trade register, or any other official document (for example a tax document) showing clearly the length of the relevant professional experience.
Linguistic requirements
Evidence must be produced of a thorough knowledge of one of the official languages of the European Union and of a satisfactory knowledge of another official language of the European Union. The official languages are: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish and Swedish.
Promotion: Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third official European Union language.
Equal opportunities
The Agency applies a policy of equal opportunities and accepts applications without distinction on grounds of sex, race, colour, ethnic or social origin, genetic characteristics, language, religious, political or other convictions or opinions, belonging to a national minority, financial situation, birth, disability, age, sexual orientation, marital status or family situation.
Selection Procedure
A Selection Committee is set up for the selection procedure. It consists of members designated by the Appointing Authority and the Staff Committee. The principle of confidentiality is enshrined in Article 6 of Annex III to the Staff Regulations, which states that the proceedings of the Selection Committee must be secret. It works in two ways: first, it imposes obligations to ensure equal treatment for candidates; and second, it seeks to protect the Selection Committee to ensure that its decisions are
totally impartial.
The Selection Committee adheres strictly to the conditions of admission laid down in the publication notice when deciding whether or not candidates are to be admitted. Candidates admitted to a previous selection procedure will not automatically be eligible. Candidates are strictly forbidden to make any contact with the members of the Selection Committee, either directly or indirectly. Any infringement of this rule will lead to disqualification from the selection procedure.
Should the Selection Committee discover at any stage in the procedure that the candidate does not meet one or more of the general or special conditions for admission to the selection procedure or that
the information on the application form does not correspond with the supporting documents, the candidate will be disqualified.
The Selection Committee decides on those candidates who are admitted to the selection procedure in accordance with the requirements as specified in the publication notice. The applications of the candidates admitted to the selection procedure are reviewed and the Selection Committee decides on
those candidates who are invited to attend the interview. The Selection Committee decides on the need for interviewees to undergo one or more written tests related to the nature of the duties in order
to facilitate the selection process. The Selection Committee may decide to make the test eliminatory and only the candidates that passed the test will be invited for the interview. Following the interviews, which are conducted by the Selection Committee, the Selection Committee decides which candidates
will be placed on the list reserve list.
Length of the Selection Procedure
The selection procedure can take up to 12 months from the date on which the position is first advertised to the reserve list of successful candidates being drawn.
Reserve list and Recruitment
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 the reserve list does not guarantee appointment. The recruitment procedure is as follows: as and when funds become available, candidates on the reserve list will be considered and the reserve list will be drawn on to fill vacancies. Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar. If a letter of intention is issued, the candidate must undergo a
compulsory medical examination to establish that he/she meets the standard of physical fitness necessary to perform the duties involved and the candidate must provide original or certified copies of all relevant documents. Reserve lists remain valid until the end of the year following the year in which the list has been drawn up and may be extended.
It should be noted that the retirement age for staff is:
• either automatically at the age of 65 years;
• or, at the staff member’s own request, at the age of 63 years or where the staff member is between 55 and 63 years of age and satisfies, as specified in the Conditions of Employment of Other Servants, the requirements for immediate payment of a pension;
Conflict of interest
EMA staff members are not permitted to hold or seek to acquire during their employment at the Agency direct financial interests in a pharmaceutical company or own a current patent for a medicinal product. All such direct interests must be disposed of prior to the start of employment. Upon starting employment, EMA staff will be required to make a public declaration of interests.
Probation period
Successful candidates who are recruited undergo an initial probation period of 6 months.
Pay and welfare benefits
The pay of staff members consists of a basic salary supplemented with various allowances, including family allowances.
Basic Salary: there is a basic salary scale for each grade, divided into a number of steps. Staff members progress automatically to the next step every two years until they reach the top of the scale for that grade.
Allowances: In addition to their basic salary, staff members may be entitled to various allowances, in particular an expatriation or foreign residence allowance, and family allowances, including household allowance, dependent child allowance, pre-school allowance and an education allowance.
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.
Community Tax
The salaries of staff members are subject to a Community tax deducted at source. They are exempt from national tax on salary and are members of the Community social security and pension schemes.
Remuneration
Please refer to the Agency recruitment policy information document available on the Agency website.
Data Protection
The purpose of processing of the data you submit is to manage your application(s) in view of a possible pre-selection and recruitment at the Agency.
The Agency does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Agency
management team may have access to reserve lists and in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department).
Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you 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 EU institutions and bodies and on the
free movement of such data.
Appeal Procedures
A candidate who feels that a mistake has been made regarding eligibility may ask to have his/her application reconsidered by sending, within 20 calendar days of the date postmarked on the letter of
notification, a request for review, quoting the number of the selection procedure concerned to the Chairman of the Selection Committee at the following address: European Medicines Agency, 7
Westferry Circus, Canary Wharf, London E14 4HB, United Kingdom.
The Selection Committee will reconsider the application and notify the candidate of its decision within 45 calendar days of receipt of the letter.
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:
Executive Director
European Medicines Agency
7 Westferry Circus
Canary Wharf
London E14 4HB
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March 2004 published in the Official Journal of the European Union L 124 of 27 April 2004 – http://europa.eu./eur-lex) starts to run from the time the candidate is notified of the act adversely affecting him/her.
You can submit a judicial appeal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC) and Article 91 of the Staff Regulations of Officials of the European Communities to the:
European Union Civil Service Tribunal
Boulevard Konrad Adenauer
Luxembourg 2925
Please note that the appointing authority does not have the power to amend the decisions of a Selection Committee. The Civil Service Tribunal has consistently held that the wide discretion enjoyed by Selection Committees is not subject to review by the Civil Service Tribunal unless rules which
govern the proceedings of Selection Committees have clearly been infringed.
For details of how to submit an appeal, please consult the website of the European Union Civil Service Tribunal: http://curia.europa.eu/en/instit/txtdocfr/index_tfp.htm.
It is also possible to complain to the European Ombudsman pursuant to Article 195(1) of the Treaty establishing the European Community and in accordance with the conditions laid down in the Decision of the European Parliament of 9 March 1994 on the Staff Regulations and the general conditions governing the performance of the Ombudsman’s duties, published in Official Journal of the European
Union L 113 of 4 May 1994:
European Ombudsman
1 Avenue du Président Robert Schuman
CS 30403
67001 Strasbourg Cedex
France
http://www.ombudsman.europa.eu
Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint or an appeal with the European Union Civil Service Tribunal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC). Please note also that, under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.
EMA/68231/2012
Administration
EMA/AST/332: Managed Services and Archives Officer,
Infrastructure Services, Administration (AST3)
The European Medicines Agency is a decentralised body of the European Union with all its offices and headquarters in London. Its core responsibility is the protection and promotion of public health through the evaluation and supervision of medicines.
Infrastructure Services in its remit to support the operations of the Agency has appointed an outsourced specialist managed services provider for the delivery of services related to the mailroom, collection and delivery, portering and document production services, provision and management of
local Multi-function Devices (MFDs), the supply of stationery and IT consumables and confidential waste disposal.
The Agency requires regular and comprehensive reports on all aspects of the services. The Agency has agreed an SLA and associated KPIs which are monitored and reported on a periodic basis, including day-to-day management of the service delivery.
Additionally, the Agency has concluded a contract for offsite documents storage facilities and document management services. The Agency currently has in excess of 35,000 boxes of documents stored offsite in a secure environment. In addition to the storage of document boxes and their physical
retrieval on request, the contract also includes the digitisation of documents in storage, scan on demand and electronic retrieval and services relating to confidential destruction and the long term preservation of documents.
Under the supervision of the Section Head for Business Support Services the job holder will assist with all aspects of management of the Managed Services and Archives teams.
Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar.
This announcement is governed by the General terms and conditions for selection procedures for Temporary Agents.
Specific objectives:
The successful candidate is expected to carry out the following tasks:
• Effective contract management of the two contracts related to the service and any future contracts which may be awarded in this service area, at operational and management levels including the day-to-day management of the service; monitoring of SLAs,and KPIs; review of the contracts ensuring that SLAs, KPIs, exit plans and BC plans are updated, current and effective; the renewal and amendment of contracts as appropriate;
• Ensuring that the service delivery of the contracts meet the needs of the Agency as defined at the time and that the services are continuously developed and improved in accordance with the Agency’s changing needs and best practice;
• Develop and manage the offsite archives service in line with the Agency’s document management policy in respect to retention and retrospective conversion;
• Implement a review of the mailroom procedures;
• To liaise with key service users within the Agency and externally in order to explore and propose process improvements and innovations for the Agency’s management to consider which could be in the interest of the Agency;
• Prepare tender documents and run tender procedures for the services when they become due for renewal and other related services as may be identified over time;
• Carry out benchmarking exercises with respect to the services delivered;
• Oversee the ordering of supplies and services, the authorisation of invoices for payment and liaise with the sector’s budget team in respect to budgets and finance ensuring the established controls are met and that the procedures are in line with the Agency’s financial regulations and ex-post
audits;
• Assist and provide the necessary input to the Agency’s programme to relocate to new premises in 2014 (Project 2014) with respect to the services relating to reprographics, mailroom and archives;
• Act as the reporting officer for staff where applicable.
Elements that will be taken into account in determining candidates to be
invited for interview:
• Very good knowledge of the workings and management of the relevant services –offsite document storage archive facilities, mailroom and reprographics;
• Capacity and experience of organising and managing the provision of an offsite document management service and the related storage and movement of archive boxes;
• Capacity and experience of document retrospective conversion;
• Capacity and experience of managing outsourced services, preparing analyses and experience of benchmarking exercises;
• Capacity and experience of managing mailrooms;
• Capacity of preparing tender documents and carrying out tender procedures for the relevant services;
• Experience in the preparation of contracts and an ability to draft service level agreements and similar documents;
• Ability to draft reports;
• Appropriate supervisory skills;
• Good analytical capabilities and problem-solving skills;
• High degree of organisational skills and ability to work in a team and under pressure;
• Excellent spoken and written English.
Essential requirements for admission to the selection procedure:
1. A post-secondary education diploma, plus three years’ professional experience or
2. A secondary education certificate giving access to post-secondary education plus three years’ professional experience (which is the equivalent of the educational requirement in the first
indent), plus a further three years’ experience making a total of six years’ professional experience.
3. A good command of English and a thorough knowledge of another official language of the European Union to the extent necessary for the performance of duties. (For any promotion in the future, knowledge of a third EU language would be required)
For essential requirements 1. and 2. above it will be necessary to provide
proof of each one prior to the interview stage.
Deadline for submission of application forms is 24 March 2012 at midnight.
General Conditions
Selected candidates will be included on a reserve list and, depending on the budgetary situation, may be offered a five-year renewable Temporary Agent contract in accordance with the Conditions of employment of other servants of the European Union (Official Journal of the European Communities No L 56 of 4 March 1968).1
The place of employment shall be London.
Candidates must be nationals of a Member State of the European Union, or of Iceland, Norway or Liechtenstein, on condition that they have full rights as a citizen.
Candidates must have fulfilled any obligations imposed on them by laws concerning military service and meet the character requirements for the duties involved.
For each selection procedure candidates must follow the application procedure as instructed below.
All material to be placed on candidates' files must be submitted afresh: reference may not be made to earlier applications. No material contained in candidates' files will be returned. All the questions on the form must be completed in full.
Applications have to be submitted electronically using the form available on the Agency website.
Please note that due to the large numbers of applications we receive, when reaching the deadline for submission of applications, the system may have problems to process the large amounts of data. We therefore advise applicants to send in their application well ahead of the deadline.
Application Procedure
There are two stages in the application procedure:
1. Online registration
2. Submission of a full application
Stage 1 Online registration
At the first stage candidates must submit their application electronically using the application form available in English on the Agency website. Translations of the application form are available for reference purposes in the other official languages. All parts of the form must be completed in full.
Eligibility check before submission of the application form
Candidates should assess carefully and check before submitting their application form whether they fulfill all the conditions for admission laid down in the publication notice, particularly in terms of qualifications and relevant professional experience.
1 http://ec.europa.eu/civil_service/docs/toc100_en.pdf
Stage 2 Submission of a full application (only for candidates invited to
interview)
At the second stage, should the candidate be invited for interview, in order for the application to be considered complete candidates must bring with them on the day of the interview photocopies of all the supporting documents (diplomas, certificates, professional references etc) needed
to prove that they satisfy all conditions for admission. All documentary evidence of professional experience must indicate start and end dates for previous positions and the start date and continuity for the current position held. On the day of the interview the candidate must sign his/her application form and by signing the form the candidate certifies on his/her honour that the information provided is complete and accurate.
The address indicated on the form will be used as the location for travel for candidates invited to interview.
Your application will not be accepted unless all the documentary evidence is provided and the application form has been signed on the day of the interview, if so invited. Candidates who have not submitted all the documents specified by the date of the interview will be disqualified.
Eligibility check for candidates invited to the interview
Education, certificates and diplomas
Candidates must provide photocopies of certificates or diplomas to show that they have completed studies of the level required by the notice of the selection procedure. The first degree/diploma obtained by the candidate giving access to the recruitment category and being relevant to the notice in the selection procedure is counted for admission to the selection procedure.
In the case of specialist or further training, candidates must specify whether the course was full-time or part-time, which subjects were covered and the official length of the course.
Only diplomas issued by EU Member State authorities and diplomas recognised as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candidate’s qualification must have been recognised by a body delegated officially for the purpose by one of the European Union Member States (such as a national Ministry of Education) and a document attesting so must be submitted with the application by the closing date. This will enable the Selection Committee to accurately assess the level of the qualifications.
Experience
Professional experience connected with the Agency’s areas of activities shall be taken into account and is counted only from the time the candidate obtained the certificate or diploma required for admission to the selection procedure. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience.
Candidates must provide supporting documents confirming the length and nature of their experience.
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 and the candidate must in any event provide a copy of the latest pay slip.
Free-lance or self-employed candidates must provide either a practicing certificate (or equivalent), or a copy of the entry in the relevant trade register, or any other official document (for example a tax document) showing clearly the length of the relevant professional experience.
Linguistic requirements
Evidence must be produced of a thorough knowledge of one of the official languages of the European Union and of a satisfactory knowledge of another official language of the European Union. The official languages are: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Irish, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish and Swedish.
Promotion: Recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third official European Union language.
Equal opportunities
The Agency applies a policy of equal opportunities and accepts applications without distinction on grounds of sex, race, colour, ethnic or social origin, genetic characteristics, language, religious, political or other convictions or opinions, belonging to a national minority, financial situation, birth, disability, age, sexual orientation, marital status or family situation.
Selection Procedure
A Selection Committee is set up for the selection procedure. It consists of members designated by the Appointing Authority and the Staff Committee. The principle of confidentiality is enshrined in Article 6 of Annex III to the Staff Regulations, which states that the proceedings of the Selection Committee must be secret. It works in two ways: first, it imposes obligations to ensure equal treatment for candidates; and second, it seeks to protect the Selection Committee to ensure that its decisions are
totally impartial.
The Selection Committee adheres strictly to the conditions of admission laid down in the publication notice when deciding whether or not candidates are to be admitted. Candidates admitted to a previous selection procedure will not automatically be eligible. Candidates are strictly forbidden to make any contact with the members of the Selection Committee, either directly or indirectly. Any infringement of this rule will lead to disqualification from the selection procedure.
Should the Selection Committee discover at any stage in the procedure that the candidate does not meet one or more of the general or special conditions for admission to the selection procedure or that
the information on the application form does not correspond with the supporting documents, the candidate will be disqualified.
The Selection Committee decides on those candidates who are admitted to the selection procedure in accordance with the requirements as specified in the publication notice. The applications of the candidates admitted to the selection procedure are reviewed and the Selection Committee decides on
those candidates who are invited to attend the interview. The Selection Committee decides on the need for interviewees to undergo one or more written tests related to the nature of the duties in order
to facilitate the selection process. The Selection Committee may decide to make the test eliminatory and only the candidates that passed the test will be invited for the interview. Following the interviews, which are conducted by the Selection Committee, the Selection Committee decides which candidates
will be placed on the list reserve list.
Length of the Selection Procedure
The selection procedure can take up to 12 months from the date on which the position is first advertised to the reserve list of successful candidates being drawn.
Reserve list and Recruitment
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 the reserve list does not guarantee appointment. The recruitment procedure is as follows: as and when funds become available, candidates on the reserve list will be considered and the reserve list will be drawn on to fill vacancies. Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role is similar. If a letter of intention is issued, the candidate must undergo a
compulsory medical examination to establish that he/she meets the standard of physical fitness necessary to perform the duties involved and the candidate must provide original or certified copies of all relevant documents. Reserve lists remain valid until the end of the year following the year in which the list has been drawn up and may be extended.
It should be noted that the retirement age for staff is:
• either automatically at the age of 65 years;
• or, at the staff member’s own request, at the age of 63 years or where the staff member is between 55 and 63 years of age and satisfies, as specified in the Conditions of Employment of Other Servants, the requirements for immediate payment of a pension;
Conflict of interest
EMA staff members are not permitted to hold or seek to acquire during their employment at the Agency direct financial interests in a pharmaceutical company or own a current patent for a medicinal product. All such direct interests must be disposed of prior to the start of employment. Upon starting employment, EMA staff will be required to make a public declaration of interests.
Probation period
Successful candidates who are recruited undergo an initial probation period of 6 months.
Pay and welfare benefits
The pay of staff members consists of a basic salary supplemented with various allowances, including family allowances.
Basic Salary: there is a basic salary scale for each grade, divided into a number of steps. Staff members progress automatically to the next step every two years until they reach the top of the scale for that grade.
Allowances: In addition to their basic salary, staff members may be entitled to various allowances, in particular an expatriation or foreign residence allowance, and family allowances, including household allowance, dependent child allowance, pre-school allowance and an education allowance.
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.
Community Tax
The salaries of staff members are subject to a Community tax deducted at source. They are exempt from national tax on salary and are members of the Community social security and pension schemes.
Remuneration
Please refer to the Agency recruitment policy information document available on the Agency website.
Data Protection
The purpose of processing of the data you submit is to manage your application(s) in view of a possible pre-selection and recruitment at the Agency.
The Agency does not make public the names of successful candidates on reserve lists. However, it is possible that, for the purposes of recruitment and related planning purposes, members of the Agency
management team may have access to reserve lists and in specific cases, to the application form of a candidate (without supporting documents, which are kept in confidence by the personnel department).
Application files are kept for five years from the establishment date of the reserve list after which time they are destroyed.
The personal information we request from you 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 EU institutions and bodies and on the
free movement of such data.
Appeal Procedures
A candidate who feels that a mistake has been made regarding eligibility may ask to have his/her application reconsidered by sending, within 20 calendar days of the date postmarked on the letter of
notification, a request for review, quoting the number of the selection procedure concerned to the Chairman of the Selection Committee at the following address: European Medicines Agency, 7
Westferry Circus, Canary Wharf, London E14 4HB, United Kingdom.
The Selection Committee will reconsider the application and notify the candidate of its decision within 45 calendar days of receipt of the letter.
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:
Executive Director
European Medicines Agency
7 Westferry Circus
Canary Wharf
London E14 4HB
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure (see Staff Regulations as modified by Council Regulation No 723/2004 of 22 March 2004 published in the Official Journal of the European Union L 124 of 27 April 2004 – http://europa.eu./eur-lex) starts to run from the time the candidate is notified of the act adversely affecting him/her.
You can submit a judicial appeal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC) and Article 91 of the Staff Regulations of Officials of the European Communities to the:
European Union Civil Service Tribunal
Boulevard Konrad Adenauer
Luxembourg 2925
Please note that the appointing authority does not have the power to amend the decisions of a Selection Committee. The Civil Service Tribunal has consistently held that the wide discretion enjoyed by Selection Committees is not subject to review by the Civil Service Tribunal unless rules which
govern the proceedings of Selection Committees have clearly been infringed.
For details of how to submit an appeal, please consult the website of the European Union Civil Service Tribunal: http://curia.europa.eu/en/instit/txtdocfr/index_tfp.htm.
It is also possible to complain to the European Ombudsman pursuant to Article 195(1) of the Treaty establishing the European Community and in accordance with the conditions laid down in the Decision of the European Parliament of 9 March 1994 on the Staff Regulations and the general conditions governing the performance of the Ombudsman’s duties, published in Official Journal of the European
Union L 113 of 4 May 1994:
European Ombudsman
1 Avenue du Président Robert Schuman
CS 30403
67001 Strasbourg Cedex
France
http://www.ombudsman.europa.eu
Please note that complaints made to the Ombudsman have no suspensive effect on the period laid down in Articles 90(2) and 91 of the Staff Regulations for lodging, respectively, a complaint or an appeal with the European Union Civil Service Tribunal under Article 270 of the Treaty on the Functioning of the EU (ex Art. 236 TEC). Please note also that, under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.
Monday, February 20, 2012
Intern, Information Management. UN Secretariat, Department of Management, New York. Open until 3 March 2012
Job Opening
Job Title:
INTERN - INFORMATION MANAGEMENT, I
Department/ Office:
Department of Management
Duty Station: NEW YORK
Posting Period:
17 February 2012-3 March 2012
Job Opening number:
12-IMA-DM-21552-R-NEW YORK
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
The Advisory Committee on Administrative and Budgetary Questions (ACABQ) is a subsidiary organ of the General Assembly composed of 16 experts appointed by the Assembly and its own dedicated secretariat. The Advisory Committee’s role is to examine and report to the General Assembly on the budgets of the United Nations as well as on a wide range of administrative, financial and management matters. It also examines the budgets of the United Nations funds and programmes and provides its observations and recommendations to their respective Executive Boards.
The Advisory Committee’s website provides access to the Committee’s reports by session and subject. It is available to the United Nations system and the public at large. The website also includes a feature, used on a pilot basis only, for recording and indexing the text of the main recommendations within the Committee’s reports by keyword. The secretariat of the Advisory Committee aims to further enhance and develop the content and search capabilities of the website, so that it can be used more effectively for retrieving information and as a research tool to support the work of the Advisory Committee.
The DM-ACABQ information management internship is for two months with an opportunity for extension, depending on the needs of the department.
The internship is UNPAID and full time.
Interns work five days per week (35 hours) under the supervision of a staff member in the department to which they are assigned.
Responsibilities
Provide assistance in updating the content, improving the quality of information and developing proposals for further enhancement of the ACABQ website. Specific tasks include the following:
- Participate in reviewing, completing and standardizing the content of the website;
- Participate in the development of procedures for updating the website and ensuring quality control of the information updated in the website;
- Contribute to the refinement of the classification scheme for the documents and recommendations of the Advisory Committee, taking into account the existing taxonomies and bibliographical tools available in the Organization;
- Participate in the development of procedures for recording and indexing individual recommendations of the Advisory Committee by keyword;
- Participate in an analysis of the knowledge sharing and research requirements of the Advisory Committee and the development of proposals for further enhancement of the website, including creation of metadata and taxonomies.
Competencies
- Communication: Good oral and written skills
- Teamwork: Good interpersonal skills, ability to work collaboratively with colleagues from different national and cultural backgrounds to achieve organizational goals;
- Client orientation: Responsiveness to clients' needs, ability to establish and maintain productive partnerships with clients by gaining their trust and respect.
- Technological awareness: Good knowledge of technological tools for knowledge management.
The ideal candidate also will have strong analytical and problem-solving skills, excellent organizing skills and attention to detail, and demonstrate an ability to work independently and take initiative.
Education
To qualify for the ACABQ internship the following conditions must be met:
- Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher); or if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages, have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Degree should preferably be in information and library science, information architecture, knowledge management or a related field;
- Applicants must be computer literate in standard office software applications;
- Applicants must demonstrate a keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
- Applicants must have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.
Work Experience
Applicants are not required to have professional work experience for participation in the Internship Programme.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in spoken and written English is required for the Internship Programme. Knowledge of an additional official UN language is an asset. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat
Assessment Method
Potential candidates will be contacted by the hiring manager for further consideration
Special Notice
A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed.
The Cover Note must include:
- Title of degree you are currently pursuing;
- Graduation date (when will you be graduating from the programme);
- List the IT skills and programmes that you are proficient in;
- List your top three areas of interest;
- Explain why you are the best candidate;
- Explain your interest in the UN Internship Programme.
In your Personal History Profile, be sure to include all past work experiences, IT skills and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted.
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.
Job Title:
INTERN - INFORMATION MANAGEMENT, I
Department/ Office:
Department of Management
Duty Station: NEW YORK
Posting Period:
17 February 2012-3 March 2012
Job Opening number:
12-IMA-DM-21552-R-NEW YORK
--------------------------------------------------------------------------------
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
--------------------------------------------------------------------------------
--------------------------------------------------------------------------------
--------------------------------------------------------------------------------
Org. Setting and Reporting
The Advisory Committee on Administrative and Budgetary Questions (ACABQ) is a subsidiary organ of the General Assembly composed of 16 experts appointed by the Assembly and its own dedicated secretariat. The Advisory Committee’s role is to examine and report to the General Assembly on the budgets of the United Nations as well as on a wide range of administrative, financial and management matters. It also examines the budgets of the United Nations funds and programmes and provides its observations and recommendations to their respective Executive Boards.
The Advisory Committee’s website provides access to the Committee’s reports by session and subject. It is available to the United Nations system and the public at large. The website also includes a feature, used on a pilot basis only, for recording and indexing the text of the main recommendations within the Committee’s reports by keyword. The secretariat of the Advisory Committee aims to further enhance and develop the content and search capabilities of the website, so that it can be used more effectively for retrieving information and as a research tool to support the work of the Advisory Committee.
The DM-ACABQ information management internship is for two months with an opportunity for extension, depending on the needs of the department.
The internship is UNPAID and full time.
Interns work five days per week (35 hours) under the supervision of a staff member in the department to which they are assigned.
Responsibilities
Provide assistance in updating the content, improving the quality of information and developing proposals for further enhancement of the ACABQ website. Specific tasks include the following:
- Participate in reviewing, completing and standardizing the content of the website;
- Participate in the development of procedures for updating the website and ensuring quality control of the information updated in the website;
- Contribute to the refinement of the classification scheme for the documents and recommendations of the Advisory Committee, taking into account the existing taxonomies and bibliographical tools available in the Organization;
- Participate in the development of procedures for recording and indexing individual recommendations of the Advisory Committee by keyword;
- Participate in an analysis of the knowledge sharing and research requirements of the Advisory Committee and the development of proposals for further enhancement of the website, including creation of metadata and taxonomies.
Competencies
- Communication: Good oral and written skills
- Teamwork: Good interpersonal skills, ability to work collaboratively with colleagues from different national and cultural backgrounds to achieve organizational goals;
- Client orientation: Responsiveness to clients' needs, ability to establish and maintain productive partnerships with clients by gaining their trust and respect.
- Technological awareness: Good knowledge of technological tools for knowledge management.
The ideal candidate also will have strong analytical and problem-solving skills, excellent organizing skills and attention to detail, and demonstrate an ability to work independently and take initiative.
Education
To qualify for the ACABQ internship the following conditions must be met:
- Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher); or if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages, have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Degree should preferably be in information and library science, information architecture, knowledge management or a related field;
- Applicants must be computer literate in standard office software applications;
- Applicants must demonstrate a keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
- Applicants must have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.
Work Experience
Applicants are not required to have professional work experience for participation in the Internship Programme.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in spoken and written English is required for the Internship Programme. Knowledge of an additional official UN language is an asset. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat
Assessment Method
Potential candidates will be contacted by the hiring manager for further consideration
Special Notice
A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed.
The Cover Note must include:
- Title of degree you are currently pursuing;
- Graduation date (when will you be graduating from the programme);
- List the IT skills and programmes that you are proficient in;
- List your top three areas of interest;
- Explain why you are the best candidate;
- Explain your interest in the UN Internship Programme.
In your Personal History Profile, be sure to include all past work experiences, IT skills and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted.
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.
Senior Information Management Officer, P-5. UN Secretariat, DPKO Field Missions
Senior Information Management Officer, P-5
DEADLINE FOR APPLICATIONS:
Open
DATE OF ISSUANCE:
15 Feb 2012
ORGANIZATIONAL UNIT:
Field Missions Administered by DPKO
DUTY STATION:
Multiple D/S
VACANCY ANNOUNCEMENT NUMBER:
12-IMA-PMSS-425556-R-MULTIPLE D/S
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Organisational Setting and Reporting Relationships: These positions are located in United Nations field missions. Depending on the mission structure, the Senior Information Management Officer will report to either the mission’s Chief of Staff or the Director or Chief of Mission Support. Responsibilities: Under the delegated authority of the mission’s Director or Chief of Mission Support, the Senior Information Management Officer has the following responsibilities: Ensures that the field mission’s activities and institutional memory are adequately documented and that paper and electronic records of continuing value are regularly transferred to United Nations Headquarters. Ensures that the paper and electronic records of short- and mid-term value housed in the mission’s offices and records facility are managed and protected in accordance with professional best practise, including, but not limited to, best practise for vital, paper and digital records, and access rights management. Establishes and implements a record keeping framework and programme as part of the mission’s overall information governance. Participates in and provides professional leadership to mission-wide strategic information planning by contributing recordkeeping and/or information management requirements to inter-component committees and working groups, and liaising with other information managers and information technology service providers throughout the Secretariat. Serves as an effective spokesperson and representative of the mission’s Information Management capacity and establishes collaboration and partnerships with key officials at all levels inside and outside the mission. Provides authoritative policy advice to senior managers on recordkeeping systems development in a changing business environment and the implications of various alternatives on business processes and related issues. Develops and disseminates information/records management best practises and develops and monitors performance measures. Takes the lead in planning, developing, implementing and evaluating information management and recordkeeping programmes, projects and other activities: directs subordinates in programme/project development, implementation, monitoring and assessment. Evaluates adequacy of existing records management, information management and reference tools to support business operations, including senior management decision-making. Reviews and recommends enhancements to information systems to ensure compliance with Secretariat and departmental records and information management policies and standards. Manages recordkeeping and information management training and outreach activities. Takes the lead in ongoing developments and enhancements of mission Intranet sites. Carries out managerial responsibilities relating to programme, budgetary, human resources and facility operations planning, implementation and reporting. Leads and directs a team of information management staff.
Competencies
PROFESSIONALISM - Ability to provide seasoned advice on recordkeeping and information systems in a diverse environment of information needs and functions. Intellectual leadership and ability to integrate knowledge with the mission's broader strategic, policy and operational objectives. Ability to advise senior management on information systems development and related matters of significant importance to the mission and Organization as a whole. Conceptual and strategic analytical capacity for relating recordkeeping and information systems to the business process. Ability to analyse and evaluate critical systems matters; make recommendations for improving processes and approaches. Strong negotiating and presentational skills to make the case for a trustworthy recordkeeping and information system and to bring others to reach agreement on difficult issues. 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 audience; demonstrates openness in sharing information and keeping people informed. PLANNING AND ORGANISING - 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. 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. LEADERSHIP - Serves as a role model that other people want to follow: 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; shows the courage to take unpopular stands. 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. 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 organisational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities. EMPOWERING OTHERS - Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members' input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
QUALIFICATIONS
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of ten years of progressively responsible experience in modern archives management, recordkeeping, library, information management or related area.
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. Knowledge of another UN official language is an advantage.
Other Skills
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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to Apply to Field Mission vacancies:
All applicants are strongly encouraged to apply online.
Online applications will be immediately acknowledged when an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “view application history”, and resubmit the application, if necessary. Should you have any technical difficulties, please contact estaffing@un.org.
When you receive an automatic notification, there is no need to submit another application on-line or by other means for the same vacancy.
1.To start the application process, applicants must open a “MY UN” account. Go to Log-in, and Register as a User. Fill in the form and choose a User Name and Password.
2.Once you are registered on-line, complete and save your Personal History Profile (PHP).
3.In completing the PHP, please note that all fields marked with an asterisk must be completed. Additionally, you are encouraged to fill all of the fields to best convey your personal ambitions.
4.Applicants may apply for generic and/or specific vacancies using the saved PHP. The PHP may be up-dated when necessary.
You can apply to field missions by applying to a generic (multiple duty station M/S) vacancy announcement. Current field mission openings can be viewed. You are also given an opportunity to express your preference for current missions in which you would be particularly interested in serving. While this may not constitute a direct application for a post, it will assist us in taking into account your own aspirations.
The generic vacancy announcements are used to generate candidates for the roster. While preferences will be registered and taken into account, qualified individuals willing to serve in several/all locations will, of course, have a greater possibility of serving.
Your application will be screened and evaluated against the requirements set out in the vacancy announcement. If you meet the requirements of the vacancy announcements your application will be included in a roster system that will be submitted for all vacancies in your occupational group and grade for field missions of your choice. Your application will remain valid in the roster for a period of 12 months. Should you wish to remain in the roster after the initial 12 months, please update and resubmit your PHP.
You can also apply for a post-specific vacancy announcement. You will be evaluated against the requirements as specified in the particular vacancy and your name may be put forward for that specific announcement only. Your application will not be placed in the roster unless you apply to a generic (multiple duty stations M/S) vacancy announcement.
In view of the high volume of applications received, only those applicants who are included in the roster will be notified.
E-mail: staffing@un.org,
Fax: 1-212-963-2800
Please see the Frequently Asked Questions, if you encounter problems when applying.
DEADLINE FOR APPLICATIONS:
Open
DATE OF ISSUANCE:
15 Feb 2012
ORGANIZATIONAL UNIT:
Field Missions Administered by DPKO
DUTY STATION:
Multiple D/S
VACANCY ANNOUNCEMENT NUMBER:
12-IMA-PMSS-425556-R-MULTIPLE D/S
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Organisational Setting and Reporting Relationships: These positions are located in United Nations field missions. Depending on the mission structure, the Senior Information Management Officer will report to either the mission’s Chief of Staff or the Director or Chief of Mission Support. Responsibilities: Under the delegated authority of the mission’s Director or Chief of Mission Support, the Senior Information Management Officer has the following responsibilities: Ensures that the field mission’s activities and institutional memory are adequately documented and that paper and electronic records of continuing value are regularly transferred to United Nations Headquarters. Ensures that the paper and electronic records of short- and mid-term value housed in the mission’s offices and records facility are managed and protected in accordance with professional best practise, including, but not limited to, best practise for vital, paper and digital records, and access rights management. Establishes and implements a record keeping framework and programme as part of the mission’s overall information governance. Participates in and provides professional leadership to mission-wide strategic information planning by contributing recordkeeping and/or information management requirements to inter-component committees and working groups, and liaising with other information managers and information technology service providers throughout the Secretariat. Serves as an effective spokesperson and representative of the mission’s Information Management capacity and establishes collaboration and partnerships with key officials at all levels inside and outside the mission. Provides authoritative policy advice to senior managers on recordkeeping systems development in a changing business environment and the implications of various alternatives on business processes and related issues. Develops and disseminates information/records management best practises and develops and monitors performance measures. Takes the lead in planning, developing, implementing and evaluating information management and recordkeeping programmes, projects and other activities: directs subordinates in programme/project development, implementation, monitoring and assessment. Evaluates adequacy of existing records management, information management and reference tools to support business operations, including senior management decision-making. Reviews and recommends enhancements to information systems to ensure compliance with Secretariat and departmental records and information management policies and standards. Manages recordkeeping and information management training and outreach activities. Takes the lead in ongoing developments and enhancements of mission Intranet sites. Carries out managerial responsibilities relating to programme, budgetary, human resources and facility operations planning, implementation and reporting. Leads and directs a team of information management staff.
Competencies
PROFESSIONALISM - Ability to provide seasoned advice on recordkeeping and information systems in a diverse environment of information needs and functions. Intellectual leadership and ability to integrate knowledge with the mission's broader strategic, policy and operational objectives. Ability to advise senior management on information systems development and related matters of significant importance to the mission and Organization as a whole. Conceptual and strategic analytical capacity for relating recordkeeping and information systems to the business process. Ability to analyse and evaluate critical systems matters; make recommendations for improving processes and approaches. Strong negotiating and presentational skills to make the case for a trustworthy recordkeeping and information system and to bring others to reach agreement on difficult issues. 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 audience; demonstrates openness in sharing information and keeping people informed. PLANNING AND ORGANISING - 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. 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. LEADERSHIP - Serves as a role model that other people want to follow: 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; shows the courage to take unpopular stands. 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. 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 organisational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities. EMPOWERING OTHERS - Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members' input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
QUALIFICATIONS
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of ten years of progressively responsible experience in modern archives management, recordkeeping, library, information management or related area.
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. Knowledge of another UN official language is an advantage.
Other Skills
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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to Apply to Field Mission vacancies:
All applicants are strongly encouraged to apply online.
Online applications will be immediately acknowledged when an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “view application history”, and resubmit the application, if necessary. Should you have any technical difficulties, please contact estaffing@un.org.
When you receive an automatic notification, there is no need to submit another application on-line or by other means for the same vacancy.
1.To start the application process, applicants must open a “MY UN” account. Go to Log-in, and Register as a User. Fill in the form and choose a User Name and Password.
2.Once you are registered on-line, complete and save your Personal History Profile (PHP).
3.In completing the PHP, please note that all fields marked with an asterisk must be completed. Additionally, you are encouraged to fill all of the fields to best convey your personal ambitions.
4.Applicants may apply for generic and/or specific vacancies using the saved PHP. The PHP may be up-dated when necessary.
You can apply to field missions by applying to a generic (multiple duty station M/S) vacancy announcement. Current field mission openings can be viewed. You are also given an opportunity to express your preference for current missions in which you would be particularly interested in serving. While this may not constitute a direct application for a post, it will assist us in taking into account your own aspirations.
The generic vacancy announcements are used to generate candidates for the roster. While preferences will be registered and taken into account, qualified individuals willing to serve in several/all locations will, of course, have a greater possibility of serving.
Your application will be screened and evaluated against the requirements set out in the vacancy announcement. If you meet the requirements of the vacancy announcements your application will be included in a roster system that will be submitted for all vacancies in your occupational group and grade for field missions of your choice. Your application will remain valid in the roster for a period of 12 months. Should you wish to remain in the roster after the initial 12 months, please update and resubmit your PHP.
You can also apply for a post-specific vacancy announcement. You will be evaluated against the requirements as specified in the particular vacancy and your name may be put forward for that specific announcement only. Your application will not be placed in the roster unless you apply to a generic (multiple duty stations M/S) vacancy announcement.
In view of the high volume of applications received, only those applicants who are included in the roster will be notified.
E-mail: staffing@un.org,
Fax: 1-212-963-2800
Please see the Frequently Asked Questions, if you encounter problems when applying.
Documents Management Assistant, G-5. UNFCCC, Bonn. Open until 17 March 2012
VACANCY ANNOUNCEMENT
CONFERENCE AFFAIRS SERVICES PROGRAMME
Documents unit
VACANCY ANNOUNCEMENT NO: VA 12/010/CAS
PUBLICATION/TRANSMISSION DATE: 17 February 2012
DEADLINE FOR APPLICATION 17 March 2012
TITLE AND GRADE: Documents Management Assistant, G-5
POST NUMBER: FQA-2942-G5-001
INDICATIVE ANNUAL SALARY: Euro 35,195 net, plus UN benefits and pension fund
DURATION OF APPOINTMENT: One and a half years, with possibility of extension
DUTY STATION: Bonn, Germany
EXPECTED DATE FOR ENTRY ON DUTY As soon as possible
_____________________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat is supporting the Convention
and its Kyoto Protocol by a range of activities, including substantive and organizational support to
meetings of the Parties.
The Conference Affairs Services programme provides comprehensive conference services for all
sessions of the UNFCCC Convention and Kyoto Protocol bodies, as well as meetings and workshops
organized in the intergovernmental climate change process. These services include conference and working
facilities allowing for up to 10,000 participants; liaison with Parties, Observer States, IGOs and NGOs;
security and protocol arrangements; registration of participants to sessions and meetings; travel
arrangements for participants from Parties eligible for funding; planning and editing of parliamentary
documents; and coordination of document registration, translation, reproduction, dissemination and storage.
Responsibilities
Under the direct supervision of the Head, Documentation sub-programme, the incumbent assists
in the management of the documentation production process and editorial control of official and nonofficial
documents of the UNFCCC secretariat; provides guidance to secretariat staff involved in
formatting and preparing official documents for respective meetings and provides computer-based word
processor training and assistance in the use of the UNFCCC official documents template. The incumbent
will:
Documentation production process:
• Prepares documentation statistics required by the Coordinator, CAS, and Programme Coordinators
(pre-session, in-session, and post-session) at the end of each meeting, as well as relevant
documentation forecasts required by United Nations Office in Geneva (UNOG) for each session of the
Conference of the Parties (COP)/subsidiary bodies, based on information received from programmes
within the secretariat;
/…
2
• Prepares, maintains and updates the UNFCCC secretariat internal planning table based on
information received from document focal points in the various programmes; checks accuracy of
document titles with special attention to correctness and completeness; monitors number of pages for
translation and for reproduction; solicits missing and/or incomplete information directly from
programme focal points ensuring electronic availability for the secretariat by placing documents on
shared network drives; and
• Monitors deadlines as per the internal planning table, following up on delays, providing information
and alerting the supervisor regarding documents that are likely to exceed deadlines.
Editorial control of official and non-official UNFCCC documents:
• Follows up on all editorial corrections made by supervisor to final version of document before editorial
clearance, and marking up previously translated text in documents for translation; and
• Proof-reads documents prior to submission to UNOG to ensure different file-types of the same
document are identical, marking errors for correction according to the UNFCCC proof-reading system.
User support, guidance and training:
• Provides user-support, guidance and training to secretariat staff in the application of the computerbased
UNFCCC official documents template by responding to queries regarding its correct use,
including trouble-shooting and fixing template-related errors in specific documents; performs
programming fixes and makes enhancements to the documents template in line with UN prescribed
style guidelines, obtaining the required support from ITS; and
• Maintains, updates and improves the secretariat’s official documents system; provides guidance and
training to Team and Programme Assistants on drafting official UNFCCC correspondence and on the
presentation of documentats; maintains and updates the electronic filing system of all UNFCCC
documents issued in the six official languages of the UN.
Other duties:
• Performs other related duties including carrying out relevant administrative actions needed for
recruitment and/or contract extensions for editors, proof-readers and translators.
Requirements
• Completed secondary education. Administrative/secretarial/editorial training or equivalent an asset.
• At least five (5) years of relevant work experience in documentation processing, publishing and/or
documentation management; or related area. At least two (2) years work experience in a multicultural
or international setting is an asset.
• Excellent knowledge of Microsoft Word and or/some publishing software. Good knowledge of data
management systems and use/development of electronic documentation systems such as sharepointbased.
Familiarity with document templates of a more complex nature an asset.
• Meticulous attention to detail. Ability to work independently and to tight deadlines. Very good
communication skills including the ability to train and guide clearly.
• Excellent commnand of written and spoken English. Working knowledge of other United Nations
languages is an asset.
Evaluation criteria
Professionalism: Very good understanding of the functions of the post
Communication: Very good communication skills (spoken and written), including ability to draft and edit
standard correspondence
Planning & Organizing: Very good organizational skills and the ability to handle work in an efficient and
timely manner. Ability to set and meet priorities
Client (service) oriented: Proven service-oriented approach to tasks
/…
3
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in
a multi-cultural environment
Technological awareness: Fully proficient computer skills and use of software such as Word (including
document formatting), Excel and PowerPoint, internal databases and other relevant software applications
Commitment to Continuous learning: Proactive and mature attitude towards self-development.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
CONFERENCE AFFAIRS SERVICES PROGRAMME
Documents unit
VACANCY ANNOUNCEMENT NO: VA 12/010/CAS
PUBLICATION/TRANSMISSION DATE: 17 February 2012
DEADLINE FOR APPLICATION 17 March 2012
TITLE AND GRADE: Documents Management Assistant, G-5
POST NUMBER: FQA-2942-G5-001
INDICATIVE ANNUAL SALARY: Euro 35,195 net, plus UN benefits and pension fund
DURATION OF APPOINTMENT: One and a half years, with possibility of extension
DUTY STATION: Bonn, Germany
EXPECTED DATE FOR ENTRY ON DUTY As soon as possible
_____________________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat is supporting the Convention
and its Kyoto Protocol by a range of activities, including substantive and organizational support to
meetings of the Parties.
The Conference Affairs Services programme provides comprehensive conference services for all
sessions of the UNFCCC Convention and Kyoto Protocol bodies, as well as meetings and workshops
organized in the intergovernmental climate change process. These services include conference and working
facilities allowing for up to 10,000 participants; liaison with Parties, Observer States, IGOs and NGOs;
security and protocol arrangements; registration of participants to sessions and meetings; travel
arrangements for participants from Parties eligible for funding; planning and editing of parliamentary
documents; and coordination of document registration, translation, reproduction, dissemination and storage.
Responsibilities
Under the direct supervision of the Head, Documentation sub-programme, the incumbent assists
in the management of the documentation production process and editorial control of official and nonofficial
documents of the UNFCCC secretariat; provides guidance to secretariat staff involved in
formatting and preparing official documents for respective meetings and provides computer-based word
processor training and assistance in the use of the UNFCCC official documents template. The incumbent
will:
Documentation production process:
• Prepares documentation statistics required by the Coordinator, CAS, and Programme Coordinators
(pre-session, in-session, and post-session) at the end of each meeting, as well as relevant
documentation forecasts required by United Nations Office in Geneva (UNOG) for each session of the
Conference of the Parties (COP)/subsidiary bodies, based on information received from programmes
within the secretariat;
/…
2
• Prepares, maintains and updates the UNFCCC secretariat internal planning table based on
information received from document focal points in the various programmes; checks accuracy of
document titles with special attention to correctness and completeness; monitors number of pages for
translation and for reproduction; solicits missing and/or incomplete information directly from
programme focal points ensuring electronic availability for the secretariat by placing documents on
shared network drives; and
• Monitors deadlines as per the internal planning table, following up on delays, providing information
and alerting the supervisor regarding documents that are likely to exceed deadlines.
Editorial control of official and non-official UNFCCC documents:
• Follows up on all editorial corrections made by supervisor to final version of document before editorial
clearance, and marking up previously translated text in documents for translation; and
• Proof-reads documents prior to submission to UNOG to ensure different file-types of the same
document are identical, marking errors for correction according to the UNFCCC proof-reading system.
User support, guidance and training:
• Provides user-support, guidance and training to secretariat staff in the application of the computerbased
UNFCCC official documents template by responding to queries regarding its correct use,
including trouble-shooting and fixing template-related errors in specific documents; performs
programming fixes and makes enhancements to the documents template in line with UN prescribed
style guidelines, obtaining the required support from ITS; and
• Maintains, updates and improves the secretariat’s official documents system; provides guidance and
training to Team and Programme Assistants on drafting official UNFCCC correspondence and on the
presentation of documentats; maintains and updates the electronic filing system of all UNFCCC
documents issued in the six official languages of the UN.
Other duties:
• Performs other related duties including carrying out relevant administrative actions needed for
recruitment and/or contract extensions for editors, proof-readers and translators.
Requirements
• Completed secondary education. Administrative/secretarial/editorial training or equivalent an asset.
• At least five (5) years of relevant work experience in documentation processing, publishing and/or
documentation management; or related area. At least two (2) years work experience in a multicultural
or international setting is an asset.
• Excellent knowledge of Microsoft Word and or/some publishing software. Good knowledge of data
management systems and use/development of electronic documentation systems such as sharepointbased.
Familiarity with document templates of a more complex nature an asset.
• Meticulous attention to detail. Ability to work independently and to tight deadlines. Very good
communication skills including the ability to train and guide clearly.
• Excellent commnand of written and spoken English. Working knowledge of other United Nations
languages is an asset.
Evaluation criteria
Professionalism: Very good understanding of the functions of the post
Communication: Very good communication skills (spoken and written), including ability to draft and edit
standard correspondence
Planning & Organizing: Very good organizational skills and the ability to handle work in an efficient and
timely manner. Ability to set and meet priorities
Client (service) oriented: Proven service-oriented approach to tasks
/…
3
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in
a multi-cultural environment
Technological awareness: Fully proficient computer skills and use of software such as Word (including
document formatting), Excel and PowerPoint, internal databases and other relevant software applications
Commitment to Continuous learning: Proactive and mature attitude towards self-development.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.
Friday, February 10, 2012
Senior Document Management Assistant, G-7. STL, Leidschendam. Open until 9 March 2012
Senior Document Management Assistant
VACANCY REF: NL-OTR-CMSS-G7-415
DEADLINE FOR APPLICATIONS: 9th March 2012
ISSUANCE DATE: 9th February 2012
LOCATION: Leidschendam, The Netherlands
DIVISION/SECTION: Registry/Court Management Services Section
TITLE: Senior Document Management Assistant
GRADE: G7
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year limited to the Special Tribunal for Lebanon (STL). Any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, 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. Appointment against this post is on a local basis.
RESPONSIBILITIES:
Under the direct supervision of the Chief of Court Management Services Section, the Document Management Assistant is responsible for the following activities.
• Records all incoming and outgoing requests for translation and verifies adequate copy legibility of document(s) submitted;
• Conducts complex searches across databases and information repositories throughout the Tribunal to prevent duplication of translations prior to passing requests to the Language Services Section (LSS);
• Depending on the outcome of the search, either approves the request for translation and sends it to the LSS to translate and/or revise the existing translation, or alternatively, rejects the request;
• Develops and ensures compliance with guidelines, procedures and/or policies for the processing of requests for translations, including prioritisation of requests, levels of confidentiality, etc;
• ensures the implementation of the procedures by all relevant organs of the court, and arbitrates disputes regarding timelines of translations, quality, etc;
• Identifies relevant information regarding rejected and approved requests for translation and produces relevant statistics;
• Monitors requests for translation to ensure deadlines are met;
• Communicates orally and in writing with requesters from all Organs and with LSS regarding the status of requests and provides oral and written customer support to requestors;
• On the basis of estimates of available LSS processing capacity, recommends the most effective way to deal with requests for translation by, for instance, negotiating new timelines with requestors and LSS;
• Mediates disputes regarding delivery of translation services between competing requestors and LSS;
• Participates in resource planning meetings together with LSS;
• Analyses, Interprets and drafts responses and decisions to complex cases as required;
• Delegates to and supervises staff as appropriate;
• Trains junior staff;
• Prepares and finalizes correspondence and organises logistics for distribution or delivery of documents;
• Maintains and organizes CMSS records, both paper and electronic;
• Where applicable, assists in the verification of receipt and accuracy of documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.),
• Performs other general administrative tasks as assigned.
COMPETENCIES:
• Professionalism – Attention to detail and excellent computer skills.
• 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 audience; demonstrates openness in sharing information and keeping people informed.
• Planning & Organizing – Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Ability to multi-task, to prioritise and to complete assigned work within allocated time. Good attention to detail.
• Accountability – Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
• Client Orientation – Ability to identify clients' needs and appropriate solutions; ability to establish and maintain working relations with members of the other organs in general.
• Technological Awareness – Proven expertise with various information technology office applications.
QUALIFICATIONS:
• Education: Completion of secondary education. Demonstrable competence with Microsoft Word, Excel, Lotus Notes, advance search capabilities of various databases.
• Work Experience: Minimum 10 years of relevant experience in document management systems dealing with large volume, multiple languages and important deadlines.
• Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English and French is required. Knowledge of Arabic would be an asset.
• Other: Experience of searching Electronic Document and Records Management Systems is essential.
HOW TO APPLY
1. ALL APPLICANTS are requested to complete a Special Tribunal Personal History Form
2. ALL APPLICATIONS should be submitted by the deadline via email to: stl-recruitment@un.orgThis e-mail address is being protected from spambots. You need JavaScript enabled to view it
It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.
Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.
Details
Vacancy Number: NL-OTR-CMSS-G7-415
Grade: G7
Deadline: 09-03-2012
Status: Open
VACANCY REF: NL-OTR-CMSS-G7-415
DEADLINE FOR APPLICATIONS: 9th March 2012
ISSUANCE DATE: 9th February 2012
LOCATION: Leidschendam, The Netherlands
DIVISION/SECTION: Registry/Court Management Services Section
TITLE: Senior Document Management Assistant
GRADE: G7
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year limited to the Special Tribunal for Lebanon (STL). Any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, 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. Appointment against this post is on a local basis.
RESPONSIBILITIES:
Under the direct supervision of the Chief of Court Management Services Section, the Document Management Assistant is responsible for the following activities.
• Records all incoming and outgoing requests for translation and verifies adequate copy legibility of document(s) submitted;
• Conducts complex searches across databases and information repositories throughout the Tribunal to prevent duplication of translations prior to passing requests to the Language Services Section (LSS);
• Depending on the outcome of the search, either approves the request for translation and sends it to the LSS to translate and/or revise the existing translation, or alternatively, rejects the request;
• Develops and ensures compliance with guidelines, procedures and/or policies for the processing of requests for translations, including prioritisation of requests, levels of confidentiality, etc;
• ensures the implementation of the procedures by all relevant organs of the court, and arbitrates disputes regarding timelines of translations, quality, etc;
• Identifies relevant information regarding rejected and approved requests for translation and produces relevant statistics;
• Monitors requests for translation to ensure deadlines are met;
• Communicates orally and in writing with requesters from all Organs and with LSS regarding the status of requests and provides oral and written customer support to requestors;
• On the basis of estimates of available LSS processing capacity, recommends the most effective way to deal with requests for translation by, for instance, negotiating new timelines with requestors and LSS;
• Mediates disputes regarding delivery of translation services between competing requestors and LSS;
• Participates in resource planning meetings together with LSS;
• Analyses, Interprets and drafts responses and decisions to complex cases as required;
• Delegates to and supervises staff as appropriate;
• Trains junior staff;
• Prepares and finalizes correspondence and organises logistics for distribution or delivery of documents;
• Maintains and organizes CMSS records, both paper and electronic;
• Where applicable, assists in the verification of receipt and accuracy of documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.),
• Performs other general administrative tasks as assigned.
COMPETENCIES:
• Professionalism – Attention to detail and excellent computer skills.
• 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 audience; demonstrates openness in sharing information and keeping people informed.
• Planning & Organizing – Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Ability to multi-task, to prioritise and to complete assigned work within allocated time. Good attention to detail.
• Accountability – Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
• Client Orientation – Ability to identify clients' needs and appropriate solutions; ability to establish and maintain working relations with members of the other organs in general.
• Technological Awareness – Proven expertise with various information technology office applications.
QUALIFICATIONS:
• Education: Completion of secondary education. Demonstrable competence with Microsoft Word, Excel, Lotus Notes, advance search capabilities of various databases.
• Work Experience: Minimum 10 years of relevant experience in document management systems dealing with large volume, multiple languages and important deadlines.
• Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English and French is required. Knowledge of Arabic would be an asset.
• Other: Experience of searching Electronic Document and Records Management Systems is essential.
HOW TO APPLY
1. ALL APPLICANTS are requested to complete a Special Tribunal Personal History Form
2. ALL APPLICATIONS should be submitted by the deadline via email to: stl-recruitment@un.orgThis e-mail address is being protected from spambots. You need JavaScript enabled to view it
It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.
Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.
Details
Vacancy Number: NL-OTR-CMSS-G7-415
Grade: G7
Deadline: 09-03-2012
Status: Open
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