Associate, Records Management & Archives
Posting Date: 12-Jan-2017
Location: London, GB
Company: EBRD
| Requisition ID | 1821 |
| Office Country | United Kingdom |
| Office City | London |
| Division | VP, Human Resources & Corporate Services |
| Dept. / Bus. Group | Information Technology |
| Business Unit | Records Management and Archives |
| Contract Type | Fixed Term |
| Contract Length | 2 years |
| Posting End Date |
The Records Management and Archives (RM&A) team organises and protects the Bank�s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.
Accountabilities & Responsibilities:
- Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
- Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
- Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
- Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
- Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
- Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
- Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
- Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
- Has own area of expertise and/or responsibility which may include the following:
- Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
- Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
- Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
- Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
- Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
- Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
- Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations
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.
Knowledge, Skills, Experience & Qualifications:
- University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good technical knowledge of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Ability to supervise and coach staff
- Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
- Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
- Ability to generate and drive projects, ability to generate new initiatives and to work creatively
- Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
- Excellent team player
- Concern for accuracy and attention to detail
- Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
- Ability to work independently, to tackle issues and propose practical solutions
- Ability to work under pressure and meet deadlines
- Flexible in working hours and willingness to travel
- Fluent English, both written and oral.
- Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Please note: this position is a two year fixed term contract.
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.
Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance
VACANCY NOTICE � CONTRACT STAFF
Reference number: Frontex/16/CA/FGIV/56.1
| Post (business title): | Senior Assistant to the Documents and Records Management Officer |
| Sector/Unit/Division: | Financial and Corporate Services Unit / Corporate Governance |
| Function Group/Grade: | FGIV Contract Staff / grade 13, grade 14, or grade 16 |
| Location: | Warsaw, Poland |
| Starting date: | 1 February 2017 |
| Level of Security Clearance: | CONFIDENTIEL UE / EU CONFIDENTIAL |
1. BACKGROUND
The European Border and Coast Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of 14 September 2016 (the �Regulation�). The agency was created on the foundations of the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (established under Council Regulation (EC) No 2007/2004), which has been coordinating operational activities at the EU external border since 2005.
Frontex is located in Warsaw, Poland and is in the process of significantly increasing the size of its staff from the current number of more than 350 to meet its expanded tasks.
The agency�s key tasks include:
? Operational and technical assistance to the EU member states at their external borders including deployment of vessels, aircraft and other equipment and border guards from EU countries;
? Coordination of law enforcement at sea in cooperation with national maritime authorities and EU agencies EMSA and EFCA;
? Assisting member states in returning nationals of non-EU countries who do not have the right to remain on the territory of the EU;
? Risk analysis, situation monitoring and vulnerability assessment of EU�s external borders;
? Prevention of cross-border crime through sharing of data on persons suspected of involvement in criminal activities with relevant national authorities and Europol;
? Development of training programmes for European border guards to share best practices and expertise at all EU borders;
? Monitoring new technological developments in the field of border control and acting as an interface between research institutions, industry and national border authorities;
? Cooperation with EU and international organisations, as well as non EU countries, in the area of border management, security, prevention of cross-border crime, and fundamental rights.
For more information, please refer to our website: http://www.frontex.europa.eu.
2. THE CORPORATE GOVERNANCE AND FINANCIAL AND CORPORATE SERVICES UNIT
The general mission of Corporate Governance is to provide necessary support and assistance to other entities in Frontex to allow them the smoothest and uninterrupted functioning. The Corporate Governance function includes Financial and Corporate Services, Legal Affairs, Communication, Human Resources Management, Information and Communication Technologies Management and Security.
The Finance and Services Unit ensures the coordination of all activities related to the preparation and implementation of the budget while keeping the financial regulatory framework up to date.
The Documents and Records Management Officer ensures that the internal handling of unclassified and sensitive non-classified documents and records is effective and in line with the agency�s documents and records management policy and that all necessary measures are taken in order to ensure that Frontex fulfils its obligations associated to the publication, archiving, destruction, transfer of records and documents it produces. S/he will be responsible for the functional evolution of the Document Management System.
3. DUTIES AND RESPONSIBILITIES LINKED TO THE POST
Reporting to the Document and Records Management Officer, the Senior Assistant to the Documents and Records Management Officer will be responsible for:
? assisting the Document Management Officer in the drafting and the updating of policies, procedures, systems and tools used for the management all types of documents in order to correct issues, to improve the functioning and the user friendliness of the system as well as the effectiveness of the documents related processes;
? assisting the Document Management Officer in the design, the documentation and the maintenance of the system in relation with document templates, filing plans, taxonomies, list of keywords and retention polices;
? participating in the project for the further development and the installation of the Documents and Records Management System as assisting the Document Management Officer in the implementation and evolution of ICT tools for management of documents and workflows;
? supporting the Document Management Officer in his/her daily or frequent tasks in the DMS system by
o monitoring the compliance of the users with the procedures related to the use of the documents and Documents and Records Management System and extract of reports out of the system;
o monitoring the regular processes, including retention mechanisms and handling of public access to documents;
o dealing with exceptions and errors generated by the system and proceeding with corrections to the documents and records;
o initiating semi-automated batch processes within the system;
o triggering activities related to the archiving of documents and records;
? triggering activities related to the transfer of documents and records;
? informing and training the users on how to use the system(s);
? participating in the analysis of business processes and the modelling of automated document based workflows;
? supporting the archiving of electronic and paper documents.
4. QUALIFICATIONS AND EXPERIENCE REQUIRED
4.1. Eligibility criteria
To be eligible, an applicant must have:
? a level of education which corresponds to completed university studies of at least three years attested by a diploma;
Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.
? in addition to above by the closing date for applications, at least 1 year of proven full-time professional experience;
Professional experience will be taken into account after the award of the minimum qualification certifying the completion of the level of studies required above in the first bullet point. Only duly documented professional activity is taken into account.
Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years.
ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).
In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.
Compulsory military service or equivalent civilian service accomplished after the achieving the minimum qualification stated in the first two bullet points shall be taken into consideration as professional experience if the official documentation is provided.
? produce evidence of a thorough knowledge of one of the languages of the EU and of a satisfactory knowledge of another language of the EU to the extent necessary for the performance of his duties;
? be a national of one of the Member States of the EU or the Schengen Associated Countries and enjoys the full rights as a citizen;
? produce the appropriate character references as to his suitability for the performance of his duties;
? fulfil any obligations imposed on him by the laws of his home country concerning military service;
? be physically fit to perform their duties1.
1 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 83 of the Conditions of Employment of Other Servants of the European Communities (OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013, OJ L 287, 29.10.2013, p. 15).
For reasons related to the Frontex working requirements, be available at short notice for the job.
4.2. Selection criteria
4.2.1. Professional competences
The candidate will be required to demonstrate that he/she has:
Essential:
? experience in managing documents and/or records in an electronic Document and Records Management System;
? capability of drafting and implementing procedures;
? experience in the process of modelling business processes and workflows;
? ability to support the management of enterprise taxonomy;
? proficiency in office automation including collaborative document development and document search;
? as the predominant working language in Frontex is English, candidates must have an excellent command of oral and written English;
? ability to cooperate with, train and coach the end users of the document management system.
Besides, the following attribute would be considered advantageous
? experience supporting the implementation of a new Document and Records Management System in an organisation;
? user experience with MS SharePoint 2013 or 2010;
? knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making processes;
? experience in managing archives.
4.2.2. Personal qualities and competences
Attributes especially important to this post include:
? good sense of initiative and responsibility for the assigned area of work;
? good communication skills and flexible, service-oriented attitude;
? good planning and organizational skills;
? accuracy and attention to details and to quality while performing assigned tasks;
? good problem-solving and conflict-resolution skills;
? ability to work in multi-cultural environment having well developed interpersonal skills.
5. INDEPENDENCE AND DECLARATION OF INTEREST
The selected candidate will be required to make a declaration of commitment to act independently in Frontex� interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Applicants will therefore be required to include confirmation of their willingness to make such declarations with their applications.
6. EQUAL OPPORTUNITIES
Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.
7. SELECTION PROCEDURE
The selection procedure includes the following steps:
? After registration, each application is checked in order to verify whether it meets the eligibility criteria;
? All the eligible applications are evaluated by an appointed Selection Committee based on the selection criteria defined in the vacancy notice;
? Best-qualified applicants, who obtained the highest number of points within the evaluation and who are matching best the selection criteria established in this vacancy notice, will be shortlisted and invited for a competency test and an interview;
? The interview will be held in English;
? During the interview session, the Selection Committee will examine the profiles of applicants and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted applicants will be required to undergo written competency tests and complete part of the process in their second EU language;
? Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;
? As a result of the interviews, the Selection Committee will recommend the most suitable applicants for the post in question to the Executive Director of Frontex. Non-recruited and suitable applicants will be proposed for the reserve list, which may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid for 2 years (the validity period may be extended). Each interviewed applicant will be notified in written whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee an employment offer.
Please note that the work and deliberations of the Selection Committee are strictly confidential and that any contact with its members is strictly forbidden.
8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT
The most successful applicant will be appointed by the Executive Director of Frontex (availability of this new post in Frontex is subject to the final decision on amendment of the budget (establishment plan) of Frontex).
The successful applicant will be recruited as contract staff pursuant to article 3(a) of the Conditions of Employment of Other Servants of the European Communities (CEOS)2. The contract staff post in question is placed in function group IV.
2 OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of
22 October 2013, OJ L 287, 29.10.2013, p. 15,
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF
| The final net calculation is as follows: Function Group IV, | Grade 13 | Grade 14 | Grade 16 |
| Basic net salary (without any allowances) | 1 967 EUR 8 241 PLN | 2 127 EUR 8 910 PLN | 2 657 EUR 11 131 PLN |
| Household allowances (net) | 173 EUR 725 PLN | 179 EUR 750 PLN | 194 EUR 812 PLN |
| Dependent child allowances for each child (net) | 276 EUR 1 157 PLN | 276 EUR 1 157 PLN | 276 EUR 1 157 PLN |
| Expatriation allowances (depending on family situation) (net) | 375 � 533 EUR 1 569 � 2 234 PLN | 422 � 583 EUR 1 768 � 2 443 PLN | 540 � 704 EUR 2 263 � 2 948 PLN |
| Preschool allowance (net) | 67 EUR 283 PLN | 67 EUR 283 PLN | 67 EUR 283 PLN |
| Education allowance (net) up to | 375 EUR (1 570 PLN) | 375 EUR (1 570 PLN) | 375 EUR (1 570 PLN) |
The staff member�s remuneration consists of the basic salary and allowances. The staff member may be entitled to various allowances, in particular to an expatriation (16 % of basic gross salary) or to a foreign residence allowance (4 % of basic gross salary) � depending on particular situation, and to family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.
The remuneration is expressed in EUR, after the compulsory deductions set out in the Staff Regulations or in any implementing regulations is weighted by the correction coefficient for Poland (currently 71.8 %). It can be paid either in EUR or in PLN according to a fixed exchange rate (currently 4.1893). The remuneration of the staff members, the correction coefficient and the exchange rate is updated annually before the end of each year, with a retroactive effect from 1 July, in accordance with Annex XI of the Staff Regulations.
The headquarters agreement has not yet been concluded with the Polish authorities.
Staff pays an EU tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. The rate of solidarity levy is 6 %.
Staff is entitled to annual leave of two working days per each complete calendar month of service. On top of that, staff is entitled to a number days of leave to their basic entitlement depending on the grade, age and distance from the place of origin. In addition, there are on average 18 Frontex Public Holidays per year. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child.
Frontex being a knowledge based organization acknowledges the importance of training provided to its staff. Frontex provides general and technical nature training as well as professional development opportunities that are discussed annually during staff performance appraisal.
Throughout the period of service staff is a member of the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and after reaching the pensionable age of 66 years. The pensionable age for staff recruited before 1 January 2014 varies between 60 and 65 years. Pension rights acquired in one or more national schemes before starting to work at Frontex may be transferred into the EU pension system.
Staff is covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.
For further information on working conditions please refer to the CEOS.
A contract of employment will be offered for a period of five years, with a probationary period of nine months. The contract may be renewed.
Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion or respective personal security clearance. The level of the latter depends on the specific post. For this post, the required level of clearance is CONFIDENTIEL UE / EU CONFIDENTIAL. Applicants who currently hold a valid security clearance at the above-mentioned level (or higher) do not need to obtain a new one. They shall provide Frontex with a copy of the security clearance and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, a renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants� state of citizenship. In case of a failure to obtain the required security clearance certificate before the expiration of the probationary period or if the National Security Agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment Frontex has a right to terminate the contract of employment.
9. PROTECTION OF PERSONAL DATA
Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC) No 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 European Union institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to applicants. This applies in particular to the confidentiality and security of such data.
The legal basis for the selection procedures of contract staff are defined in the CEOS3.
3 In particular the provisions governing conditions of engagement in Title II, Chapter 3.
The purpose of processing personal data is to enable carry-out selection procedures.
The selection procedure is conducted under the responsibility of the Human Resources Sector of the Human Resources and Security Unit, within the Corporate Governance of Frontex (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.
The information provided by the applicants will be accessible to a strictly limited number of staff members assigned to the HR Sector, to the Selection Committee members, and, if necessary, to the Legal Affairs Unit and Frontex management.
Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits, qualifications and competences.
Processing begins on the date of receipt of the application. Data storage policy is as follows:
� For applications received from not-selected candidates: the data are filed and stored in archives for 2 years and after this time the data are destroyed;
� For applicants placed on a reserve list but not recruited: the data are kept for the period of validity of the reserve list + 1 year and after this time the data are destroyed;
� For recruited applicants: the data are kept for a period of 10 years after the termination of employment or as of the last pension payment and after this time the data are destroyed.
All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the eligibility or selection criteria, the right of rectification cannot be exercised after the closing date of applications� submission.
Should the applicant have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.
Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).
10. APPEAL PROCEDURE
If an applicant 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 at the following address:
Frontex
Human Resources Sector
Plac Europejski 6
00-844 Warsaw
Poland
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).
Candidates also have a possibility to complain to the European Ombudsman. Please note that complaints made to the European Ombudsman have no effect on the time period laid down in Article 91 of the Staff Regulations. Note also, that under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.
11. APPLICATION PROCEDURE
In order for an application to be considered valid, applicants must submit their Frontex Specific Application Form relevant for this selection procedure duly signed and scanned (pdf format) to the following an e-mail: jobs@frontex.europa.eu. The subject of the e-mail shall have this structure: �SURNAME_Name_Vacancy Reference Number_Post Title�.
Frontex Application Form is to be uploaded from Frontex website under the Reference Number of the post. In the Eligibility Checklist (which forms an essential and integral part of the Frontex Specific Application Form) the applicant shall verify his/her compliance with the eligibility criteria for the specific post. Applicants are further required to provide details on meeting the relevant selection criteria.
The Frontex Application Form must be:
? Fully completed in English, pointing out the professional experience relevant to this position (incl. calculation of years, months);
? Printed, signed and clearly scanned in pdf format (in one single document);
? Named as follows: �SURNAME_Name_Vacancy Reference Number_Post Title�.
The application will be rejected if it is not duly completed and signed by hand.
Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.
Applicants shortlisted for an interview will be requested to supply documentary evidence in support of the statements made in the application. Do not, however, attach any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.
Incomplete applications or applications sent to Frontex after the deadline will be disqualified and treated as non-eligible.
Due to the large volume of applications, Frontex regrets that only applicants invited for the interview will be notified on the outcomes. The status of the recruitment procedure is to be found on Frontex website.
| Please note that the time period between the closing date for applications submission and the end of the shortlisting of applicants for an interview may take more than two months. The closing date (and time) for the submission of applications is 30 November 2016 at 23:59 h of Warsaw local time. Please keep a copy of your e-mail that proves that you have submitted you application on time as well as the subsequent automatic reply which confirms the receipt of your application. |
Applicants are strongly recommended not to wait until the last day to submit their applications. Frontex cannot be held responsible for any last-minute malfunction due to an overload of the respective mailbox.
Information Management Specialist (OpenText Content Server)
Reference: 2016-208-EXT
Closing Date for Applications: Wed, 7 Dec 2016
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the Directorate General Secretariat of the European Central Bank (ECB) is seeking an Information Management Specialist for its Information Management Solutions Team.
The IMS Division is responsible for:
The IMS 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 disposing of information in accordance with the ECB�s information retention policy;
- managing the ECB library and providing staff with print and electronic publications and information services;
- supporting the further development of Enterprise Content Management (ECM) and coordinating the selection of systems and tools for archives and library management, as well as for collaboration, document and records management;
- providing related user training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board (ESRB) and the Single Supervisory Mechanism (SSM).
- coordinating and developing information management solutions, especially DARWIN (the ECB�s electronic documents and records management system, which is currently operating on Open Text Content Server 10 and is being updated to Open Text Content Server 16);
- designing and configuring business solutions, such as communities, reports and workflows in DARWIN;
- providing DARWIN user support;
- user community and training management.
- providing information, advice, tools and user support to ECB/SSM key users (including the ESCB and ESRB committees and secretariats) and key contact persons in other organisations using the ECB�s ECM platform DARWIN;
- providing specialist user support to Records Management Specialists, Librarians and Archivists at the ECB;
- resolving user issues/questions
- day-to-day communication with and support of user communities;
- designing and configuring (using DARWIN functionality) standard workflows, reports and customised web interfaces, etc.;
- collecting, evaluating and prioritising improvements to DARWIN or to other information management solutions;
- analysing requirements and process optimisations;
- designing, implementing, testing and delivering new functionalities requested by business areas, projects or committees/collaboration groups;
- testing maintenance releases and business continuity readiness for information management solutions, including collaboration with the Directorate General Information Systems;
- maintaining toolkits and knowledge databases for users and the IS Service Desk;
- monitoring and reporting on application functional support activities;
- selecting, implementing and supporting new information management solutions.
Qualifications and experience:Applicants must have the following knowledge and competencies:
- a bachelor�s degree (ideally in IT, business administration, information management or related fields);
- at least three years� recent full-time equivalent experience in the fields of information, knowledge, records, archives or library management, or a similar discipline;
- experience in the configuration, implementation and user support of Enterprise Content Management solutions;
- experience in business analysis and process optimisation would be an asset;
- experience with an Open Text Content Server platform would be an asset;
- working knowledge of standard MS Office applications (Word, Excel, PowerPoint);
- an advanced command of English with proven drafting ability;
- intermediate knowledge of at least one other official language of the EU.
Competencies:The successful candidate will have the following behavioural competencies:
- understands who his/her clients are and what their expectations are;
- ensures timely responses in order to serve clients;
- examines issues critically and adopts relevant approaches geared towards successful business solutions;
- manages his/her own workload independently, without burdening other team members unnecessarily;
- supports team members without assuming responsibility for their work;
- shares information and supports team members in the achievement of common goals;
- approaches projects with energy and drive;
- sees resistance and setbacks as opportunities to be overcome;
- generates agreed results within tight time frames;
- exceeds expectations even for challenging tasks.
Further Information:Fixed-term contract until 31 December 2019, which may be extended subject to individual performance and organisational needs.
Candidates from ESCB institutions and international organisations are also welcome to apply � i.e. an applicant�s current employer should be: (i) the national central bank of an EU Member State; or (ii) a European or international institution (e.g. the BIS, EBRD or IMF). Applicants must have a contract of employment with their current institution ending at least one year after the end of the proposed period of employment at the ECB. Applicants are encouraged to discuss their interest in being seconded to the ECB with their line management prior to applying. An ESCB/IO contract can be offered for 3 or 6 months, which may be extended up to a maximum of 36 months subject to individual performance and organisational needs.
Candidates from ESCB institutions and international organisations are also welcome to apply � i.e. an applicant�s current employer should be: (i) the national central bank of an EU Member State; or (ii) a European or international institution (e.g. the BIS, EBRD or IMF). Applicants must have a contract of employment with their current institution ending at least one year after the end of the proposed period of employment at the ECB. Applicants are encouraged to discuss their interest in being seconded to the ECB with their line management prior to applying. An ESCB/IO contract can be offered for 3 or 6 months, which may be extended up to a maximum of 36 months subject to individual performance and organisational needs.
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.
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.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
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.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
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.
This position has been allocated to salary band: E/F
| Job Title |  | Intern, Records Management Unit, OSG |
| Organization Name | | OSCE Secretariat |
| Location | | Vienna |
| Grade | | |
| Closing Date of application | | 04-05-2016 |
| No. of Posts | | 1 |
| Background | | |
| Duration of internship: 3 months starting July 4, 2016 until September 23, 2016 The Records Management Unit (RMU) is a part of the Office of the Secretary General and is responsible for developing, implementing and overseeing the records management framework and programme within the OSCE. It ensures the capture, distribution, storage and management of records in accordance with accepted standards and best practices. Its scope of work includes registration and distribution of official correspondence, providing guidance on handling paper and electronic records, facilitating transfers of semi-active and inactive records, overseeing authorized destruction of records, and developing and implementing organization-wide records management tools and resources. | ||
| Required competencies | | |
Core values
Core competencies
Managerial competencies (for positions with managerial responsibilities)
| ||
| Tasks and Responsibilities | | |
RMU is looking for an internship candidate who will work with all members of the team and will be tasked with the duties outlined below:
| ||
| Necessary Qualifications | | |
| ||
| Remuneration Package | | |
| The OSCE is not in a position to pay any remuneration or cover any expenses incurred by the intern during his/her stay in Vienna nor reimburse travel expenses. The internship lasts three (3) months and does not constitute a commitment to future employment with the OSCE. The selected intern will participate in the group health insurance scheme at his/her own expense but the OSCE will cover life and disability insurance. | ||
| How To Apply | | |
| If you meet the above requirements and wish to apply for this internship opportunity, please use the OSCE's online application link found under http://www.osce.org/employment. Please mention your availability dates in the cover letter. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please seehttp://www.osce.org/states. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer an internship with modified terms of reference or a different duration. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.Please be aware that the OSCE does not request payment at any stage of the application and review process. |
NOTIFICATION OF AN �A� GRADE VACANCY
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT
TITLE Information Management Officer
GRADE A.2
SECURITY CLEARANCE: CTS
VACANCY N�: 160147 ------------------------------------------------------------------------------------------------------------------------ Please note that the competition for this post is provisionally scheduled as follows: - Pre-selection testing online on 1st June; - Final selection on 27 and 28 July 2016, in Brussels.
1. SUMMARY
The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures. Under the direction and guidance of the Head, AIM, the Information Management Officer contributes to the development of policy and standards based on international best practices and develops innovative forms of service and new ways in which services can be provided to customers and stakeholders. The Information Management Officer is also - 2 - responsible for developing and executing awareness programmes and training on information management topics and tools in coordination with the Head, AIM and the NATO Information Management Advisory Group.
2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
The incumbent must: ? have a university degree with specialisation in archival, library or information science; ? have at least five years of progressively responsible experience in information management functions, especially in the analysis of information flows; ? have experience in evaluating and implementing systems and procedures for archives and document/records management; ? have experience in implementing a change agenda, with involvement in change management processes within an Organisation; ? have records management experience in all aspects of the life-cycle management of records; ? have experience with Information Communication Technology (ICT) systems and their application to recordkeeping and archives management, in particular, experience working with Electronic Records and Document Management System (ERDMS) and Enterprise Content Management (ECM); ? possess the following minimum levels of NATO�s official languages (English/French): V (�Advanced�) in one; II (�Elementary�) in the other. DESIRABLE The following would be considered an advantage: ? international experience, particularly in International Organisations.
3. MAIN ACCOUNTABILITIES
Project Management Lead and participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.
Stakeholder Management Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders.
Information Management Analyse information flows and formulate functional needs for information management systems and procedures throughout NATO Headquarters (HQ). -
Expertise Development Promote and ensure the adherence to NATO standards, and assist in the development of new standards in the field of information management. Remain current and implement international best practices and standards in the field of information management.
Knowledge Management Assist the Head, AIM in developing and promulgating information management policy, standards and procedures based on international best practices.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent will report to the Head of Archives and Information Management. He/she will also work in close collaboration with the staff of the International Staff (IS) Archives and Information Management Service, the International Military Staff (IMS) Registry, Information and Knowledge Management (IKM) Staff of the two Strategic Commands (BiSC) and the ICT Staff of NATO HQ. Direct reports: N/a Indirect reports: N/a
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; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. - The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also 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.
7. HOW TO APPLY:
Applications must be submitted using one of the following links, as applicable: ? For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); ? For all other applications: www.nato.int/recruitment
ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. 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 as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT
TITLE Information Management Officer
GRADE A.2
SECURITY CLEARANCE: CTS
VACANCY N�: 160147 ------------------------------------------------------------------------------------------------------------------------ Please note that the competition for this post is provisionally scheduled as follows: - Pre-selection testing online on 1st June; - Final selection on 27 and 28 July 2016, in Brussels.
1. SUMMARY
The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures. Under the direction and guidance of the Head, AIM, the Information Management Officer contributes to the development of policy and standards based on international best practices and develops innovative forms of service and new ways in which services can be provided to customers and stakeholders. The Information Management Officer is also - 2 - responsible for developing and executing awareness programmes and training on information management topics and tools in coordination with the Head, AIM and the NATO Information Management Advisory Group.
2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
The incumbent must: ? have a university degree with specialisation in archival, library or information science; ? have at least five years of progressively responsible experience in information management functions, especially in the analysis of information flows; ? have experience in evaluating and implementing systems and procedures for archives and document/records management; ? have experience in implementing a change agenda, with involvement in change management processes within an Organisation; ? have records management experience in all aspects of the life-cycle management of records; ? have experience with Information Communication Technology (ICT) systems and their application to recordkeeping and archives management, in particular, experience working with Electronic Records and Document Management System (ERDMS) and Enterprise Content Management (ECM); ? possess the following minimum levels of NATO�s official languages (English/French): V (�Advanced�) in one; II (�Elementary�) in the other. DESIRABLE The following would be considered an advantage: ? international experience, particularly in International Organisations.
3. MAIN ACCOUNTABILITIES
Project Management Lead and participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.
Stakeholder Management Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders.
Information Management Analyse information flows and formulate functional needs for information management systems and procedures throughout NATO Headquarters (HQ). -
Expertise Development Promote and ensure the adherence to NATO standards, and assist in the development of new standards in the field of information management. Remain current and implement international best practices and standards in the field of information management.
Knowledge Management Assist the Head, AIM in developing and promulgating information management policy, standards and procedures based on international best practices.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent will report to the Head of Archives and Information Management. He/she will also work in close collaboration with the staff of the International Staff (IS) Archives and Information Management Service, the International Military Staff (IMS) Registry, Information and Knowledge Management (IKM) Staff of the two Strategic Commands (BiSC) and the ICT Staff of NATO HQ. Direct reports: N/a Indirect reports: N/a
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; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. - The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of 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 of up to 3 years subject also 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.
7. HOW TO APPLY:
Applications must be submitted using one of the following links, as applicable: ? For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); ? For all other applications: www.nato.int/recruitment
ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. 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 as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
