Post Level : P-4Closing Date : 16 August 2015
Vacancy Ref : E-VER/DEB/HDRA/F0222/P-4/33/04-15
Branch : Declarations Branch
Division : Verification Division
Date : 17 June 2015
This fixed-term appointment is for a duration of three years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
Principal Functions Requirements
Under the general supervision of the Head, Declarations, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties:

1 Lead the custodianship of all OPCW classified information and all verification-related information, in all formats.
� Supervise the maintenance and accuracy of the current central register of all OPCW classified information and all verification-related records.
� Supervise the implementation and maintenance of a regime of periodic update/inventory.
� Responsible for the development, implementation and maintenance of a preservation/conservation programme for the hard copy archives and the digital repository.
� Lead the development and implementation of mechanisms for maximizing (subject to confidentiality strictures) access to records;
� Manage the development of mechanisms to allow the transition of the archives into an historical collection.

2 Lead the development, implementation and maintenance of a broad information management programme in Verification, including the management of undocumented information at all stages of their life-span.

3 Manage the Secure Archives team, and the information services.
� Responsible for the efficient and effective service provided by the unit to the end users.
� Ensure compliance of the unit with all the requirements of the confidentiality regime.
� Ensure that all documentation related to the functioning of the Secure Archives is up to date, and make recommendations regarding changes to the documentation of the confidentiality regime.
� Manage the review of the business processes within the Secure Archives and ensure that the business processes are fit for purpose.

4 Ensure that technical requirements for all aspects of the information centre�s activities are in place and regularly reviewed.
� Review all applications through which the section carries out its responsibilities.
� Research and propose new applications, procedures or equipment to deliver improvements to existing services, or to offer new ones.

5 Provide professional advice and guidance to Verification and, as required, to the organisation on any aspect of information management.

6 Additional Responsibilities.
� Serve as a permanent member of OPCW�s Quality Management System Technical Committee.
� Serve as a permanent member of OPCW�s Records Management Taskforce.
� Chair the Information Managers in International Organisations (IMIO) best practice group
� Act as Head of the Declarations Branch on request, and assume the responsibilities of the post.

7 Other duties, as required
Knowledge and Skills
Education (Qualifications): Advanced University degree in information, records or archives management. A first level university degree in combination with qualifying experience (minimum 9 years) in a range of information management sectors may be accepted in lieu of the advanced university degree. An equivalent or specialised training in combination with qualifying experience (minimum 13 years) may be accepted in lieu of a university degree.

Essential: In-depth knowledge of modern information, records and archives management concepts, methodologies and techniques.

Skills and Abilities (key competencies):
� Leadership and management skills:
- Team management experience
- Ability to provide technical leadership in overseeing the fields of information, records and archives management.
- 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.
� Relevant experience and skills in designing and using modern information, records and archives management systems are essential; in-depth knowledge of databases, statistical tools and reporting applications such as Cognos Reportnet is highly desirable.
� Ability to preparer reports, Quality System Documents and other official documents.
� Appreciation of the need to observe confidentiality in a highly-sensitive work area.
� Good planning and organisational skills.
� Excellent interpersonal and communication (verbal and written) skills.
� Strong customer focus.
� Commitment to continuous learning.
� Personal qualities should include tact, accuracy and discretion and the ability to work harmoniously in a multi-cultural environment and create a positive and productive team environment.
Experience
Experience:
Essential: At least 7 years� experience in information management, including document, records and archives management.
Desirable: Practical experience in business process analysis and design is highly desirable. Practical experience in writing reports in Cognos Reportnet would be an asset. Training and experience in project management will be an asset, as would experience of delivering an information service.
Languages
Languages:
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the June 2015 rate of 32.0%.
With Dependants No Dependants
Annual Salary $73,338$68,294
Post Adjustment $23,468$21,854
Total Salary $96,806$90,148
Currency USD
CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM.
Interested applicants who are unable to submit an application online at www.opcw.org, due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.
DIGITAL ARCHIVIST (Recruit from Roster), P3
INFORMATION MANAGEMENT OFFICER
International Residual Mechanism for Criminal Tribunals
ARUSHA
17 June 2015-2 July 2015
15-IMA-RMT-44099-F-ARUSHA (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
 
Special Notice
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.
Org. Setting and Reporting
The position of Digital Archivist is located in the Mechanism Archives and Records Section, Registry, Arusha Branch. Under the supervision of the Deputy Chief Archivist, the incumbent will be responsible for the management of the digital records of the Mechanism for International Criminal Tribunals (�Mechanism�) and the digital component of the archives of the International Criminal Tribunal for Rwanda (�ICTR�) and the International Criminal Tribunal for the former Yugoslavia (�ICTY�).
Responsibilities
� Contribute to the development of strategies, policies and procedures for the management of Mechanism records. Implement strategies, policies and procedures, in collaboration with the other Archivists.
- Advise Mechanism officials and staff on digital recordkeeping issues and practices.
- Plan, organise, monitor and evaluate digital recordkeeping improvement projects, contributing to feasibility studies, analysis, design, development and implementation and assisting with recruitment/procurement of specialist skills or materials.
- Plan, organise, monitor and evaluate the development and delivery of digital recordkeeping training programmes for Mechanism staff.

� Contribute to the development and implementation of strategies, policies and procedures for the management of the archives of the ICTR and ICTY and the provision of access to them. Implement strategies, policies and procedures, in collaboration with the other Archivists and the Associate Research Officer.
- Plan, organise, lead, monitor and evaluate work on acquisition, accessioning, arrangement and description, storage, preservation and conservation of digital archives.
- Plan, organise, lead, monitor and evaluate work on preparation and dissemination of finding aids for digital archives.
- Advise on and recommend measures to enhance the accessibility of digital archives.
- Advise on the determination of requests for access to digital archives. If access is approved, provide access, and information and assistance to requesters, in collaboration with the Associate Research Officer.
- Assist in advocacy and outreach programmes. Conduct research and prepare presentation and publicity material.

� Contribute to the development and implementation of the Mechanism�s digital preservation programme.
- Research, analyse and evaluate new systems or tools for the management of digital archives, and make recommendations for their deployment.
- Ensure that digital repositories are developed and managed in accordance with required standards.
- Plan, organise, lead, monitor and evaluate work on ingest, curation and preservation of digital content, primarily in the Arusha Branch, including digital forensic activities.
- Plan, organise, lead, monitor and evaluate work on delivery of digital content to discovery and delivery platforms.

� Participate in the implementation of the Mechanism�s information security and access regime. Liaise with client offices regarding information security classification, and implement decisions on classification / declassification, in collaboration with the relevant Legal Officer and Associate Research Officer.

� Contribute to the development and implementation of the Section�s plans for disaster preparedness, response and recovery.

� Supervise, guide and train support staff. Supervise the work of contractors and consultants.

� Contribute to the continuous improvement of the Section�s operations and services by: keeping abreast of professional developments; supporting audits of the Section�s work; participating in internal reviews of the Section�s work, recommending improvements and implementing approved initiatives.

� Assist the Chief / Deputy Chief Archivist in planning, budgeting, procurement, finance, human resources or facilities management, as required.

� Perform other duties, as required.
Competencies
� Professionalism � Demonstrable knowledge of recordkeeping theory and practice, and of established standards in records management and archives management. Demonstrable knowledge of current standards, best practices and trends in digital preservation and digital recordkeeping. Ability to advise on recordkeeping technology based on analysis of organisational objectives. Demonstrable conceptual, analytical and evaluative skills. Ability to conduct research and analysis, and formulate and present recommendations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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.

� Teamwork � Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

� Technological Awareness � Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

� Managing Performance � Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

� Judgement / Decision-making � Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organisation; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Education
Advanced university degree in archival science, records management, information management or related field. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.
Work Experience
Minimum of five years of progressively responsible experience in archives management, records management or information management. Experience of managing digital records and archives, including digital preservation, is required. Experience of strict information security regimes is highly desirable. Experience with international tribunals or national courts is desirable. Experience in project management is an asset.
Languages
English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Working knowledge of French is desirable.
Assessment Method
There may be a technical test and / or a competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
ASSOCIATE INFORMATION MANAGEMENT OFFICER, P2
ASSOCIATE INFORMATION MANAGEMENT OFFICER
Counter-Terrorism Committee Executive Directorate
NEW YORK
9 June 2015-8 August 2015
15-IMA-CTED-43917-R-NEW YORK (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
 
Special Notice
The funding for this position is of a temporary nature.

Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Org. Setting and Reporting
This position is located in the Counter-Terrorism Committee Executive Directorate (CTED), set up to support the Security Council's Counter-Terrorism Committee. The incumbent reports to the Head of Administration, Administration & Information Office, CTED.
Responsibilities
Under the overall supervision of the Head of Administration, the incumbent will:

1. Manage and maintain CTED�s Electronic Document and Records Management System (EDRMS) and UniteDocs;
2. Provide guidance and support for the use of the EDRMS;
3. Ensure electronic record keeping system standards and compliances are met;
4. Manage document retention schedule and liaise with records-creating offices on the transfer and/or disposal of records;
5. Troubleshoot and resolve user problems;
6. Evaluate adequacy of existing records management and reference tools and support the deployment of newer related systems;
7. Research, analyze and evaluate new applications of information technology relevant to information and document management and make recommendations for their deployment;
8. Maintain and update the of content on the CTED intranet, website and secure document tracking site (eRoom and UniteConnections) in keeping with CTED information management and dissemination model;
9. Manage system upgrades and migration for digital archives databases;
10. Ensure that both restricted and non-restricted online information is appropriately arranged and secured;
11. Provide assistance with periodic system upgrades and problem-solving;
12. Perform any other duties as required.
Competencies
Professionalism:
Knowledge of information management and record keeping in electronic media. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning& Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
An advanced university degree (Master's degree of equivalent) in computer science, information systems, systems development or related field. A first-level university degree in combination with an additional two years of qualifying experience may be accepted in lieu of an advanced university degree.

A first-level degree and no experience will be accepted for candidates who have passed the United Nations Young Professionals Programme Examination (YPP), the United Nations National Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).
Work Experience
A minimum of two years of progressively responsible experience in information management, web-related development and implementation and maintenance of information systems or related area is required.

No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination, United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (oral and written) is required. Knowledge of another UN official language is an advantage.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
Functional area: Secretariat
Reference: 2015-138-EXT
Function:The Information Management Services Division of the European Central Bank�s Directorate General Secretariat is seeking applications for the position of Deputy Head of Division. The Division is responsible for:
  • developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
  • managing the ECB�s physical and electronic archives, and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB�s information retention policy;
  • managing the ECB�s library and providing staff with access to print and electronic publications and information services;
  • supporting the further development of enterprise content management and coordinating the selection of systems and tools for use in archives and library functions and for collaboration, as well as document and records management;
  • providing related functional training, maintenance services and support to the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.
The Division currently comprises four teams, each headed by a team lead at Expert level. The teams are: Archives, Information Policy and Records Management, Library and Information Management Solutions.

The Deputy Head of Division is responsible for supporting the Head of Division in managing the Division (comprising approximately 45 staff members coordinated by four team leads) and for participating in divisional goal setting and in implementing the divisional strategy, with regular monitoring of results. The Deputy will share responsibility for the oversight of the teams with the Head of Division. The successful applicant will also be responsible for supporting the Head of Division in:
  • managing human and financial resources, including budget preparation;
  • providing leadership to staff, including through appraisals, coaching and professional development and by maintaining quality standards;
  • providing high-quality advice and making strategic recommendations;
  • maintaining a high level of information management services to internal customers and expertise in information management.


Qualifications and experience:Applicants must have the following knowledge and competencies:
  • advanced university degree in an information management subject of relevance to the tasks performed by the Division or in a relevant field, or a Bachelor�s degree in an information management subject of relevance to the tasks performed by the Division or in a relevant field combined with at least five years of relevant experience;
  • at least five years of recent relevant experience, ideally in the field of knowledge and/or information management (e.g. in archives, library or records management);
  • at least three years of recent and relevant experience in managing or supervising groups of professional staff;
  • knowledge and understanding of issues, trends and developments in the field of information management;
  • a proven track record in successful strategy development;
  • proven experience of working in project implementation, as part of a formal project and/or to ensure significant multidisciplinary, cross-organisation coordination and related change management;
  • in depth understanding of the functioning and processes of a central bank, the ESCB and/or banking supervision would be an advantage;
  • an advanced command of English;
  • an intermediate command of at least one other official language of the EU;
  • a good working knowledge of MS Office, in particular Word, PowerPoint and Excel;
  • experience of electronic document management systems, such as OpenText Livelink, would be an advantage.

Competencies:The successful candidate will have the following behavioural competencies:
  • ability to engage and motivate staff, identify development opportunities for staff and support them in developing their potential through coaching, setting challenging objectives and identifying appropriate training opportunities;
  • ability to identify opportunities for policy, process or service improvement, taking action where appropriate, and to initiate new and better ways of doing things;
  • ability to translate strategies into concrete objectives and to develop efficient and well-organised plans, monitoring them regularly and making appropriate adjustments in order to achieve agreed objectives;
  • ability to make timely decisions and initiate action on the basis of these decisions;
  • accepting personal responsibility and accountability for the achievement of objectives and results within specified deadlines;
  • excellent communication and negotiation skills to overcome resistance and ensure acceptance of policies;
  • ability to establish and maintain formal and informal contacts within the ECB, as well as with external counterparts;
  • ability to work cooperatively with others in order to achieve common goals by adopting an open attitude, sharing ideas and encouraging cooperation within and across teams;
  • strives to help the ECB achieve its goals, identifying herself/himself with the Division and the ECB as a whole.

Further Information:Five-year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from female candidates.
How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.

Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

Further information:The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate/suitable candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.
In addition, an external provider will assess the management skills of all shortlisted candidates. The process will include self-assessment questionnaires to be completed online and an interview. The link to the self-assessment questionnaires will be sent to the applicant by e-mail once his/her interview date has been confirmed, and the questionnaires must be completed by a specific deadline. Applicants should therefore be able to access the internet during this period.
Closing Date for Applications: Wed, 17 Jun 2015
This position has been allocated to salary band: I
ACP/REC - TTC - Information Management Expert-1500004000

Description

ANNEX A
USA
BDA/ACP/REC
Information Management Expert
TERMS OF REFERENCE
Background
The Records Management Section (REC) is looking for a professional with a strong background in Information Management (IM). The REC Section is responsible for the Records Management program at the Inter-American Development Bank (IDB) which covers the development of IM policies/guidelines, the functional management of IM systems, the delivery of IM support to the business units, and the management of physical archives including vital records. The REC Section is currently involved in the deployment of two new solutions:
� BID365: Document and records management system based on a Microsoft platform;
� Service Central: Ticketing system to manage the services delivered by the Section.
The REC Section is also looking more broadly at the improvement of records management processes and tools across the organization.
Consultancy objective(s)
� Support and facilitate the deployment of BID365 and Service Central together with the improvement of related processes;
� Contribute to the improvement and support of existing solutions and services of the REC Section.

Main activities
The selected candidate will:
� Participate in the planning, communication, training and testing of a BID365 pilot with close coordination/interaction with the IT department;
� Participate in the design, configuration and testing of the new Records Management module;
� Support the deployment of BID365 across the Bank including the definition and implementation of information structures;
� Facilitate the deployment of Service Central within the REC Section by proposing improvements and managing the change (communication and training);
� Define standard reporting processes based on the Service Central database;
� Propose and coordinate the implementation of improvements to eArchives (http://www.iadb.org/en/earchives/) and the internal REC intranet;
� Contribute to the enhancement of Records Management policies and guidelines including the filing and retention plans;
� Provide assistance to the IDB business units on information management related topics;
� Contribute to the day-to-day activities of the Section when required.
Reports / Deliverables
N/A
Qualifications
� Academic Degree/ Level & Years of Professional Work Experience: Candidates must have a Bachelor degree in Information Management, Computer Sciences or related fields.
� Knowledge and experience of the concepts, principles and practice of information, document, records and archives management.
� Proven experience in using an electronic document and records management system in a medium to large-sized organization; experience in implementing and supporting an Electronic Document and Records Management system would be very advantageous.
� Experience in business analysis and process optimisation.
� Well-developed understanding of the role, functions, and tasks of the IDB.
� Experience in managing change processes would be an asset.
� Practical IT knowledge, familiarity with MS Office in particular Word, Excel and PowerPoint, knowledge in HTML/Javascript as well as Microsoft SharePoint and Office 365 platform would be assets
� Languages: Fluency in English. Proficiency in Spanish desirable but not a requirement.
Competencies
� Proven organizational skills, commitment and a strong sense of initiative.
� Team oriented, proven ability to work in an interdisciplinary environment.
� Self-motivation, strong interpersonal, presentation and communication skills.
� Developed customer service orientation and the ability and confidence to liaise with all levels of staff and external correspondents.Characteristics of the Consultancy
� Consultancy category and modality: Temporary Term Contractual (TTC)
� Contract duration: 12 months
� Place(s) of work: IDB Headquarters at Washington, D.C.
� Responsible person: Section Chief Records Management

Qualifications

Payment and Conditions: Compensation will be determined in accordance with Bank�s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.
Visa and Work Permit: The Bank, pursuant to applicable policies, may submit a visa request to the applicable immigration authorities; however, the granting of the visa is at the discretion of the immigration authorities. Notwithstanding, it is the responsibility of the candidate to obtain the necessary visa or work permits required by the authorities of the country(ies) in which the services will be rendered to the Bank. If a candidate cannot obtain a visa or work permit to render services to the Bank the contractual offer will be rescinded,
Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the Bank as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank.
Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro-descendants and persons of indigenous origins to apply.


Primary Location

: HQ-US-Washington DC

Closing Date

: Ongoing
Location: Headquarters
100%

Introduction

The IM unit ensures that ICRC employees get the best access to information and to the Information Management tools they may need, which will enable them to achieve their work in the most efficient manner. The Information Management unit provides support to assist the ICRC staff�s effective operations within the ICRC work environment at Headquarters as well as in the Field.

Purpose

As trainee inside the Information Management Unit, you will acquire working experience through the development, operating, support and management of information management services and systems.
You will work with the information management services coordinators and the web designer (intranet team).

Mission
  • Collect information and data
  • Update and build documentary contents, guidelines and manual or computer graphics (based on data collected).
  • Participate in the development of documentary resources and promotion tools.
  • Give a technical support and advice to contributors of the intranet.

Requirements

  • A University degree or equivalent in a relevant field.
  • Strong knowledge of computer literacy, familiarity with Windows 8.1, content management systems, SharePoint and various software programs.
  • Good knowledge of information management.
  • Command of French and English, spoken and written.
  • Organisational skills.
  • Able to work well in a team and multicultural environment.
  • A demonstrated interest in humanitarian action.

Conditions

Recruited intern will be offered a 12 months contract (beginning September 2015). The position is remunerated and based in Geneva.

Interested candidates should send their application, in either English or French to: IMintern0615@icrc.org

Only complete application will be considered, it shall include:
  • Cover letter expressing motivation for applying and relevant skills possessed
  • Resume / CV
  • Recommendation letter if any
Only short-listed candidates will be contacted subsequently for interviews. Please be aware that the ICRC is not in a position to cover any related travel or accommodation costs. However, interviews may be conducted by phone.