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

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

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

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

Coordinator, Public Disclosure, B5. NATO HQ, Brussels. Open until 3 December 2012

Brussels, 22 October 2012 B 18(2012) NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 18(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/NATO ARCHIVES/ PUBLIC DISCLOSURE UNIT TITLE Coordinator, Public Disclosure GRADE B.5 1. SUMMARY The NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information of permanent value, the overall management of NATO archival holdings and the implementation of the NATO Records Policy and Public Disclosure of NATO Information Policy. As such the NATO Archives provides guidance on records and archives matters NATO wide; collects NATO information of permanent value throughout NATO civil and military bodies; organises and preserves this information regardless of its format; and provides access to publicly disclosed NATO information. Under the general guidance of the NATO Archivist, the incumbent will be responsible for implementing and coordinating the Organization’s public disclosure programme throughout NATO and for outreach activities that promote the NATO Archives. Furthermore, the Coordinator contributes to the development of information management policies, standards and procedures; the physical and intellectual management of NATO’s archival holdings; and, manages or carries out projects as required. The Coordinator manages the operational activities of the Public Disclosure Unit as directed, and participates in the execution of all related tasks. He/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO archival and information management policy and procedures. Within the Unit, the Coordinator is responsible for the correct and uniform application of relevant working procedures and of information security regulations. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  Possess a university degree, preferably with an emphasis on records and archives management or contemporary history/international relations or have equivalent relevant professional experience;  have at least six years of relevant professional experience; at least two of which must be at the national or international level;  have experience in providing access to documents and reference services to various types of archives' users and handling sensitive information;  have experience in implementing archival description programmes;  have experience in organising and participating in archival outreach activities such as exhibitions, conferences and publications;  possess knowledge and experience of handling and preserving digital information of permanent value;  possess knowledge of international standards related to archives and information management;  possess experience managing projects related to records and archives and information management within tight deadlines;  possess experience in drafting strategic policies, directives and guidelines;  be familiar with current office software suites, particularly database products related to records and archives management;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other. DESIRABLE The following would be considered an advantage:  a thorough knowledge of the Organization and Alliance activities;  experience working in records and archives management in a security conscious environment;  experience processing Freedom of Information Act requests;  knowledge of additional languages. 3. MAIN ACCOUNTABILITIES Expertise Development Maintain relevant professional expertise current with developments in the field of archival management. Apply expertise to assist NATO staff as appropriate. Provide input and review policies, directives and guidelines with relation to current, semi-active and archival information. Information Management Initiate, develop and implement archival processing, description, reference and preservation procedures for the Unit. Initiate, guide and advise on the information management procedures for the Unit and Archives Committee. Knowledge Management Identify NATO information of permanent value that is at least thirty years old; examine the information against the NATO exemption list and coordinate the systematic and ad-hoc disclosure process. Describe archival records according to established international and Organizational standards so as to maintain access thereto. As part of the NATO Archives outreach activities, manage the NATO Archives collection online and web portal; coordinate and manage reference services to internal and external (academic) researchers; and initiate and coordinate other activities to promote the NATO Archives. People Management Initiate developmental plans to meet individual or team objectives. Manage and motivate staff of the Public Disclosure Unit to achieve results. Project Management Identify, analyse, design and contribute expertise to small and medium-sized projects, in the areas of archives and records management and related to the outreach and promotion of NATO Archives to the research community. Stakeholder Management Identify potential key stakeholders for archival management throughout the Organization and in the research community. Analyse specific requests for access to NATO documents by researchers and competent authorities. Whenever appropriate, seek the advice of the records’ originators concerned. Establish and maintain continuing consultative relationships with professional colleagues both within and outside the Organization. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the NATO Archivist and is responsible to him/her for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop. He/she works together with the other Head of Unit and Senior Assistant of the NATO Archives to ensure coherence of work priorities and procedures. He/she has frequent contacts with competent national authorities concerning the declassification and disclosure of NATO information. He/she has regular contacts with researchers interested in NATO history, and provides regular updates to the research community on outreach activities and NATO Archives. He/she maintains contact with counterparts in the International Military Staff to ensure a commonality of approach and practical cooperation wherever possible. Direct reports: 3 5. COMPETENCIES The incumbent must demonstrate:  Analytical Thinking  Achievement  Clarity and Accuracy  Conceptual Thinking  Customer Service Orientation  Empathy  Impact and Influence  Initiative  Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of another contract thereafter. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. *** HOW TO APPLY  Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)  Closing date for applications: Monday, 3rd December 2012  When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 18(2012) EM/ICTM/AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.  Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).  Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.  Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.  Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.  Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.  Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age(1) or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. _____________________ 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.

Information Management Assistant, B3. NATO HQ, Brussels. Open until 25 October 2012

Brussels, 13th September 2012 NOTIFICATION OF A "B" GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY STAFF VACANCY N B 16(2012) LOCATION: NATO Headquarters, Brussels, Belgium DIVISION EXECUTIVE MANAGEMENT INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT ARCHIVES AND INFORMATION MANAGEMENT/INFORMATION PROCESSING/WORKFLOW TITLE Information Management Assistant GRADE B.3 1. SUMMARY The Information Management Assistant is assigned to a unit of the Archives and Information Management Services and provides information management support to a designated clientele. As directed, he/she will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures. He/she is responsible for the correct and uniform application of relevant working procedures and of information security regulations; sound judgement and some interpretation of regulations are expected. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must:  have a high school diploma or equivalent education and professional training; professional training or experience in library/information sciences or in international relations would be an asset;  have at least four years of experience in information support functions - formal training in information or library sciences will also qualify. Experience at the international level, especially in international organisations, is an asset;  have knowledge of international best practices and standards in the field of information management and familiarity with the life-cycle management of records;  have knowledge of documentary research and of the drafting of related reports and summaries;  have solid practical knowledge of IT applications and of current office software packages, in particular, the MS Office suite, Adobe PDF and document management systems;  possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; IV (“Upper-Intermediate”) in the other. 3. MAIN ACCOUNTABILITIES Planning and Execution Apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary. Perform tasks related to the secure handling and processing of electronic files (media control, data extraction, network transfers, etc.), including the operation of relevant office equipment. Perform quality checks and prepare statistics for the Unit as required. Be a member of a roster, which will entail ensuring work and service continuity. Information Management Respond to requests for information, conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance. Knowledge Management Apply an organisational file plan, maintain files, and prepare files for records disposition. Stakeholder Management Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support. Expertise Development Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic Information Management practices. Contribute to the improvement of routine work processes. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head of a Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop. He/she has frequent contact with divisional staff to deliver routine information support and to provide advice on related practical and procedural aspects; in this context he/she also works closely with other Archives and Information Management staff to ensure optimal customer support. 5. COMPETENCIES The incumbent must demonstrate:  Clarity and Accuracy  Customer Service Orientation  Empathy  Flexibility  Initiative  Organizational Commitment  Teamwork 6. CONTRACT Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years, which may be followed by another contract. Contract clause applicable: In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by another contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which, may be renewed for a further period subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. *** HOW TO APPLY  Applications, indicating the staff vacancy number and job title, must be submitted using the NATO application form, which is available on the external internet Recruitment web site (www.nato.int/structur/recruit/how-to-apply.html)  Closing date for applications: THURSDAY 25th OCTOBER 2012  When returning the application form via e-mail (strongly recommended), a maximum of one attachment in A4 format using WORD may be included. NOTE: it is imperative that the subject line of your e-mail indicates the Staff Vacancy reference number and the Division concerned only (i.e. B 16(2012)AIM). Your application will not be taken into consideration if this information is omitted from the subject line of your e-mail. In addition, please do not send your e-mail using the Microsoft Outlook sensitivity level “Private”, as your e-mail will not reach us, and your application will, therefore, be lost.  Please note that only applicants who succeed in the initial screening will receive a response. In order to follow the status of a vacancy please refer to the web page “update on previous vacancies” on the NATO employment web site (www.nato.int/structur/recruit/status_previous_vacancies.pdf).  Please note that the vacancy notice will disappear from the NATO web site upon the closing date for receipt of applications. You are therefore advised to download a copy of the vacancy notice prior to the closing date, as you will not be able to obtain a copy after this date.  Due to the broad interest in NATO and the large number of potential candidates, telephone, e-mail or telefax enquiries cannot be dealt with.  Please note that we accept applications electronically without a photograph and without a signature at this stage in the process.  Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser and the Organization’s insurers.  Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO is an equal opportunities employer, and does not discriminate on the grounds of gender, race or ethnic origin, religion, nationality, disability, age1 or sexual orientation. NB: Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. 1 Restrictions to age may apply for first appointment only, according to the NATO Civilian Personnel Regulations. This is a prerogative as approved by the NATO Council.

Information Management Officer, P-4. UN Secretariat, UNEP, Nairobi. Open until 16 November 2012

Job Title: INFORMATION MANAGEMENT OFFICER, P4 Department/ Office: United Nations Environment Programme Duty Station: NAIROBI Posting Period: 11 September 2012-16 November 2012 Job Opening number: 12-IMA-UNEP-24548-R-NAIROBI (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the environmental arm of the United Nations and has its global headquarters in Nairobi, Kenya. Its mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. UNEP’s Medium Term Strategy for 2010-13 identifies 6 priority areas: Climate Change, Disasters and Conflicts, Ecosystem Management, Harmful Substances and Hazardous Waste and Resource Efficiency. The post is located in the Office of Operations in Nairobi duty station. Under the supervision of Senior Information Communication Technology Advisor, the incumbent is responsible to provide following tasks: Responsibilities 1. Information systems and information management and coordination: Coordinate the deployment and institutionalization of the Programme Information and Management System and other web based information applications; Formulate policies, procedures and workflows, objectives and guidelines affecting the development, maintenance and use of the PIMS, UNEP INTRANET, UNEP project related websites and other WEB based information applications; Liaise with professional and technical staff providing information technology services to ensure seamless delivery of the organizational requirements; Monitor the progress of projects in UNEP divisions and offices through PIMS, ensure compliance with Organization-wide standards and the Organization’s KM strategy for recording of all project-related information; Coordinate the restructuring and operation of the UNEP INTRANET and associated websites; Liaise with UNEP divisions to ensure UNEP INTRANET and associated websites are updated timely and to standard, to ensure a proper organizational WEB presence; Evaluate and advise UNEP-KM on proposed strategy and implementation plans. 2. Project management: Track and monitor project progress against plan, requirements, quality measures, standard processes; liaises with users on all aspects and during all phases of development and implementation; Develop cost proposals for contractual services, oversees the technical evaluation of proposals received and manages the contract service; Develop tracking and evaluation programmes to assist in the accomplishment and continuous improvement of the established objectives on KM within the Division. 3. Leadership: Provide professional leadership and work direction to assigned project team; Provide advice in the area of information and knowledge management. 4. Any other duties assigned. Competencies Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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; 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 communications; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Technology Awareness: Fully proficient computer skills and use of relevant software, particularly as relates to design, websites, internet publishing and document management database. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social sciences or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the university degree. Work Experience A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of other United Nations official languages is an advantage. Assessment Method Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. Special Notice Staff members are subject to the authority of Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please send an email to recruitment@unon.org, quoting the job opening number in the subject header of your email. 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.

Archivist (Electronic Records), P-3. UNHCR, Geneva. Open until 15 October 2012

Job Title: Archivist (Electronic Records) Job ID: 7674 Location: Geneva, Switzerland Department: DER RECORDS ARCHIVES SECTION APA Location: Geneva, Switzerland Salary Grade: Hardship Level: H P3 Family Type Location: Family -------------------------------------------------------------------------------- Return to Previous Page -------------------------------------------------------------------------------- Duties and Qualifications Archivist (Electronic Records) ORGANIZATIONAL CONTEXT Records are kept to facilitate the on-going work of the UNHCR mission, to provide a highly mobile staff with access to timely information, to facilitate the organization's response to review of UNHCR policy development. UNHCR rapidly adopted information technology and has been introducing new information systems with staggering speed. UNHCR Electronic Document and Records Management System (EDRMS) is the electronic recordkeeping system for all types of electronic records. This system is not, however, the only electronic system that holds records: Intranet, Internet and social media are the preferred way to disseminated information internally and externally, MSRP (supply resources and resource management system), Focus (planning and reporting system), and Progress (Refugee registration system) are UNHCR core systems, while a myriad of other information systems are used across the organization to assist for specific activities. To manage all UNHCR electronic records through their life cycle represents a significant challenge to the Records and Archives Section, but the failure to meet this challenge would result in diminished accountability and a loss of organizational memory. Under the general direction of the Senior Archivist the incumbent is responsible for ensuring that the organization's electronic records are managed through their life cycle in accordance with international archival standards, and for developing and implementing a strategy for appraisal and long term preservation of electronic archives. The incumbent works in close collaboration with the other teams in the Archives and with the Information Technology colleagues. The incumbent supervises the Reproduction Unit. The incumbent participates in the deployment of EDRMS at HQ and the Field and covers the work of the other professional archivist when needed. FUNCTIONAL STATEMENT Accountability - UNHCR electronic records are preserved, protected, and made available in the appropriate format and systems to ensure their authenticity and reliability, integrity and availability during their complete life cycle. Responsibility - Develop and implement a strategy for appraisal and long-term preservation of electronic records and archives. - Develop and implement a strategy for digitalization of physical records with long term value. - Supervise the Reproduction Unit (mass reproduction and digitalization). - Prepare and implement specifications for the maintenance and development and of the EDMS, ERM and Electronic Archives systems. - Prepare and implement specifications for the integration of the EDMS system with other UNHCR applications. - Participate in the elaboration of UNHCR Records Schedules. - Apply retention schedules to UNHCR electronic records. - Participate in the deployment of the EDRMS system. - Cover the work of the Archivists and Senior Archivist when necessary. - Perform other duties as required. Authority - Select long term preservation formats for all type of electronic records. - Select metadata schemas applicable to electronic records. - Define requirements for electronic records management and archival systems. - Implement and approve disposition of records. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations. - At least 8 years (6 years with Advanced University degree) of experience in progressively responsible functions in relation to Archives or record management. Of the 6 years, minimum of 3 years of experience should be in an international environment in the same functional area directly relevant to the current position. - A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives. - A detailed knowledge of and experience with electronic records. - A sound experience in appraisal, disposition and preservation of electronic records. - Familiarity with current information management systems, knowledge of systems operations and operations of database management systems. - Excellent knowledge of English (written/oral/comprehension). DESIRABLE QUALIFICATIONS & COMPETENCIES - Working knowledge of French is highly desirable; knowledge of other UN languages is an asset. Closing Date Please note that the closing date for positions advertised internally in Part II of the September 2012 Compendium is Monday 8 October 2012 and for job openings advertised externally Monday 15 October 2012 (midnight Geneva time).

Archives/Records Officer. IMF, Washington. Open until 5 October 2012

Archives/Records Officer (Job Number: 1200682) Description Duties and Responsibilities: Under the general supervision of the Senior Archives Officer, the selected candidate will be part of a group of archivists responsible for the management and maintenance of the IMF archives collection. The candidate will participate in the implementation of strategies, policies and procedures for the management of and access to the IMF's collection of twentieth century archives relating to international finance and monetary policies. The archivist will also participate in the development and implementation of procedures to ensure the accessibility, integrity, authenticity and security of IMF archives and their metadata over time, including processing, declassification review, digitization of selected collections, and long-term preservation of archival digital assets. In carrying out these responsibilities, the candidate will: • assemble and analyze information in support of efforts to develop the archives collection; assist in the determination of records of enduring value; and appraise records to evaluate whether they meet the criteria for inclusion in the Archives; • organize and process both paper and born-digital archival materials in accordance with international standards. The process involves (1) collection and analysis of the contextual information necessary to formulate an adequate description of the material, (2) the actual description of fonds or collections according to established standards; • identify archival material eligible for declassification and liaise with the archives officers responsible for this process; • assist in developing and implementing workflows and procedures to ensure the reliability and authenticity of archival materials in all media over time. This task includes the development of forward migration plans for born-digital records of enduring value to ensure that those remain accessible over time; and • assist in establishing requirements for dynamic finding aids on the web and their implementation. Qualifications Qualifications: The candidate must be familiar with international standards for Archives Management and have experience in the application of those standards. For this position, emphasis will be given to selecting a candidate with in-depth knowledge of professional archival standards, methods and procedures in archives management in both paper and electronic form, knowledge of ISAD (G) and RAD archival description standards preferred. Experience in an archival setting along with knowledge of post-WWII history and /or economics is highly desirable. Experience with digital archives management and preservation methods is highly desirable. Prior experience in a multicultural environment is also desirable; in particular an ability to deal diplomatically and effectively with staff of different nationalities. Strong analytical and writing skills and the ability to plan and prioritize work assignments are also desirable. Education: An advanced university degree in Archives Management or a related field of study, plus a minimum of two years of relevant professional experience; or a bachelor's degree in a related field plus a minimum of eight years of relevant professional experience.