Records Management Officer - part time 3 days per week
Ref
60007379
Country
United Kingdom
City
London
Department
Banking
Business Unit
Financial Institutions
Closing date for applications
14 March 2016

The EBRD�s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD�s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of �1 billion.
Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.
 
Purpose of Job
This is an Administrative two year fixed term contract position
 
Background
 
The Records Management Officer will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.
 
The Records Management Officer supports the TFP team in keeping records of up to 2,000 trade transactions p.a., financed by more than 100 TFP Issuing Banks in more than 20 EBRD countries of operation; in addition, he/she collects, up-dates and saves data provided by more than 800 correspondent banks and 2,000 business partners worldwide.
Accountabilities and Responsibilities
    Update of contact databases various formats
    Maintaining trade record database
    Sorting, labelling and recording records for medium to long term storage
    Implement and update the contact detail database for Confirming Banks
 
Essential Skills, Experience and Qualifications
    Skills in management of documentation and databases
    Good communication skills
    Ability to follow existing procedures and co-ordinate efforts with other team members
    Good interpersonal and proactive skills
    Fluent English, both written and spoken
Competencies and Personal Attributes
    Attention to detail and eye for accuracy
    Ability to cope well under pressure and a capacity for hard work
    Ability to work efficiently and cheerfully as part of a team
    Reliable, flexible and willing to work overtime as and when required
    Excellent interpersonal manner, including tact and diplomacy
    Ability to build effective working relationships with clients and colleagues in a multicultural environment.
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
 
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Position Details



Traineeship (Graduate level)

Reference



2015-118-TRA EXT


Function


The Information Management Services Division of the European Central Bank (ECB) is seeking

applicants for a traineeship in the Library team.

The Information Management Services Division is responsible for:

developing, maintaining and guiding the implementation of information management policies

and procedures, and providing records management services, including those 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 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,

document and records management;

providing related functional training, maintenance services and support to the ECB, the

Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk

Board and the Single Supervisory Mechanism.

The Library Team is responsible for managing the ECB's

 
archives (digital and paper) and conducting


the following activities:

delivering high-quality information services to all Library users in an efficient and user-friendly

way in order to meet user-specific needs and enhance current awareness of new resources

available;

purchasing external published information resources in print and electronic format;

ensuring easy access to the Library collection and e-resources, including sharing Library

resources effectively;

maintaining a centralised budget for purchasing published information resources.

The successful applicants will be expected to contribute to the following main tasks:

developing and maintaining legal print and electronic resources;

providing legal reference services and general reference duties at the Library Reference Desk

using print and electronic resources;

raising awareness of available resources;

contributing to knowledge management projects, developing legal taxonomies and maintaining

the ESCB Legal Information System (ELIS);

organising and delivering induction sessions for newcomers.


Qualifications and experience


Applicants must have the following knowledge and competencies:

a bachelor's

degree or higher in law or library sciences;


experience of delivering legal information services;

advanced knowledge of legal databases for research purposes, including Lexis.com, Lexis

Library, Westlaw UK and EUR-Lex (although training can be provided);

a working knowledge of an integrated library management system would be an asset.

an advanced command of English;

a good knowledge of at least one other official language of the EU;

a working knowledge of MS Office, such as Word, Excel and PowerPoint;

ideally, knowledge of document management systems such as OpenText Livelink.


Competencies


The successful candidate will have the following behavioural competencies:

analyses large amounts of information quickly and accurately;

has excellent customer service skills;

works cooperatively with others to achieve common goals by adopting an open attitude, sharing

ideas and cooperating with team members;

is comfortable working without close supervision, but knows when to involve others;

prioritises tasks and pays attention to detail, even when under time pressure.


Closing Date for Applications:



21.05.2015


Further Information


Traineeship of four months, with the possibility of an extension to up to 12 months in total in the same

business area.


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 and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 3 of the rules

governing the traineeship programme:

http:// www.ecb.europa.eu/ecb/jobs/pdf/traineeship_programme.pdf.

Further information on the ECB's traineeships can be found at

https://www.ecb.europa.eu/ecb/jobs/apply/html/index.en.html.

Applicants are accepted from nationals of the 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.

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 or candidates from the

reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed

accordingly if this happens.

INFORMATION MANAGEMENT ASSISTANT, G6
INFORMATION MANAGEMENT ASSISTANT
United Nations Environment Programme
NAIROBI
27 April 2015-27 May 2015
15-IMA-UNEP-41630-R-NAIROBI (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity


 
 

Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. 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 on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line 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 seek technical assistance through the Inspira "Need Help?" link.
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention for the Protection of the Ozone Layer and for the Montreal Protocol on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) at the Nairobi duty station. Under the overall supervision of the Deputy Executive Secretary, the incumbent will perform the following functions:
Responsibilities
1. Documents Management and Front Office Support
� Liaises with the Division of Conference Service (DCS) and Secretariat staff in processing of documents and publications and acts as the DCS Documents� Services Request authorizing officer on behalf of the Executive Secretary.
� Maintains the Ozone Secretariat�s contact database.
� Prepares and supervises the dispatch of mass electronic mailings to Parties to the Montreal Protocol.
� Uploads meeting documents to their specific meeting portals and performs appropriate tests.
� Ensures that documents are available electronically and are accessible to Secretariat staff and meeting participants in legible formats in a non-restricted repository.
� Acts as back-up to Administrative Assistants assigned to senior management.
2. Information Technology
� Assists in the maintenance and updating of the Ozone Depleting Substances (ODS) database system.
� Assists in the set-up, configuration, operation, administration, technical support and monitoring of the Secretariat's servers and computers.
� Undertakes basic LAN administration and support duties.
� Provides standard and applications-specific support and applications/LAN troubleshooting.
� Performs troubleshooting of the office automation systems within the Ozone Secretariat, fixing problems or escalating them to UNON ICTS.
� Assists with updates to and maintenance of Secretariat web pages.
� Acts as the computer systems backup in the absence of the Information Systems Assistant.
3. Meetings Services
� Assists in the set-up of the conference portal for Montreal Protocol meetings.
� Configures and prepares laptops before the meetings.
� Provides IT assistance and support to delegates at paperless meetings.
� Assists the Executive Secretary with the document control process of in-session documents by liaising with DCS.
4. Archives and Records Management
� Facilitates the periodic transfer of scheduled records to the UNON Archives. Maintains the Secretariat�s storage archives.
� Maintains and administers the Secretariat�s document repository, including review of the file tree structure and hierarchy.
� Arranges records and prepares series descriptions according to archival standards and database protocols.
Competencies
� Professionalism: Demonstrate professional competency in database management, document management, meeting services, administrative support and website maintenance. Ability to respond to changing requirements and assignments and to apply good judgment in context of assignments given; Shows pride in work and in achievements; 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.
� Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.
� Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients� needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
� Technological Awareness: Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
Education
Completion of secondary school education required. Additional technical training in the field of computer systems operations and technical issues, web design and maintenance is desirable.
Work Experience
A minimum of 7 years of responsible experience in computer systems operations, computer troubleshooting and fixing hardware and software problems is required. Experience in Microsoft Office and other types of database, reports generating applications is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is an asset.
Assessment Method
Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

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� on the upper right side of the browser on Inspira.

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.

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.
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.