Job TitleSenior Documentation and Information Assistant
Organization NameOSCE Secretariat
LocationPrague
GradeG7
Closing Date of application19-04-2016
No. of Posts1
Background



Please note that this position will be filled on a part-time basis (50%) and the contract will be issued for a period of one year.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.
The OSCE Documentation Centre in Prague is the central repository of CSCE/OSCE legacy documents. The Office preserves and makes the documents available to OSCE participating States, academic researchers and the public. The documents are maintained in the Office library and archives, on the OSCE public website, and on the OSCE internal document management system. The Office also coordinates an annual series of meetings known as the OSCE Economic and Environmental Forum that provides opportunities for international dialogue on economic and environmental issues linked to security. The Head of Office is seconded and there are seven staff members working in a cooperative team.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization�s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work


Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances


Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Tasks and Responsibilities
Under supervision of the Head of Office and Officer-in-Charge of Meetings and in close co-operation with Central Records and Documents Management Unit and Communication and Media Relations Section in the OSCE Secretariat, the Senior Documentation and Information Assistant performs the following duties:

  • Managing the functionality and quality of archival services including developing and implementing the overall structure and classification of the historical fonds deposited in the archives;
  • Acting as focal point for the OSCE Central Records and Document Management Unit for the implementation of record management and archival principles, (especially regarding records with long term /or permanent retention value in paper form); streamlining records management best practices;
  • Ensuring the consistent application of guidance regarding transfers to the archives and any other acquisitions from institutions and field operations; co-ordinating efforts with other offices of the Secretariat to complete digital series records;
  • Ensuring that records transferred from closed down activities or relevant archive materials are uploaded to the DocIn system, minding metadata, access rights and permissions; supervising the uploading of historical documents according to agreed schedules; creating finding tools, updates thematic compilations and builds up the DocIn records management system file structures;
  • Providing controlled access to archive and library materials by co-ordinating the researcher-in-residence programme, including providing information about available resources, providing preliminary data estimates, holding the booking schedule, drafting terms of reference for researchers and ensuring the Terms of Reference (ToR) are signed;
  • Conducting regular outreach efforts and delivering general presentations; responding to specialized reference needs and answering specific reference or documentation needs of OSCE staff and the public;
  • Supporting documentation functions during yearly Economic and Environmental Forums;
  • Planning and monitoring office documentation and information activities and projects by participating in the preparations for the Unified Budget (UB) and Extra-budgetary (ExB) proposals, outlines and performance report;
  • Monitoring the progress, outcomes, financial requirements and costs saving strategies for activities projected in the UB work programmes;
  • Proposing concepts and reviewing the feasibility of sustainable activities adding value to the paper and digital archives; drafting regular activity reports and holding working, planning and assessment meetings;
  • Organizing and supervising the regular dissemination of public information materials including acting as point of contact for communication affairs (e.g. public web content management) and for the dissemination of OSCE periodical(s);
  • Co-ordinating the selection and description of documents featured in a list offered to subscribers; monitoring and performing quality checks in the production of CDs and web postings for subscribers; ensuring timely completion (mailing database; depositary libraries; subscriber, derived evaluations and plans for cost reductions);
  • Performing other related duties as assigned, such as selecting, training and supervising several interns each year.
Necessary Qualifications
  • Completed secondary education; supplementary certification in records management, archival science, library science, or a related field is an asset;
  • A minimum of eight years of directly related experience, including several years of supervisory experience; experience working with international or inter-governmental organization is an asset;
  • Professional fluency in English, including excellent written and oral communication skills; knowledge of the Czech language or of any OSCE working languages is an asset;
  • Knowledge of records management and/or archive and document control practices;
  • Public speaking skills is an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Ability to organize and manage a large number or activities and services;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
Remuneration Package
Monthly remuneration, subject to social security deduction, is CZK 25,121 (12 times a year). OSCE salaries are exempt from taxation in the Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
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 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 note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.
Vacancy Notice No: SE/RO/GS/2015/18

Title: Executive Associate (Communication & Records)

Grade: G7

Contract type: Fixed-term Appointment

Duration of contract: Two years
Date: 25 August 2015

Application Deadline: 15 September 2015
                     

Duty Station: New Delhi, India

Organization unit: SE/DAF Director - Administration & Finance (SE/DAF) /
SE/ASO General Support Services (SE/ASO)
SE/CMR Communication & Records
OBJECTIVES OF THE PROGRAMME :
To provide administrative assistance to Administrative Services Officer (ASO) in the entire range of activities of the Communication and Records unit.
Description of duties:
Under the general supervision of the ASO, the incumbent will lead the Communication & Records (C&R) team and perform the following duties:

1. Supervise, review and evaluate work of staff assigned;
2. Coordinate communications related activities comprising dispatch and receipt of diplomatic pouches, commercial mail/telegrams, telefaxes/faxes, distribution of mail/materials received and switchboard operations;
3. Oversee filing related work such as classification, recording, routing, filing of correspondence/documents etc., and orderly maintenance of SEARO officials archives;
4. Certify for payment all expenditures, on air/surface freight of diplomatic pouches/other material, on mail/telegrams, on telex/faxes, telephones, e-mail etc;
5. Determine comparative cost-effectiveness of alternative modes of communication options continuously;
6. Monitor maintenance of various UN/WHO Address Lists, Secretary's Guide Books, internal telephone directly and their timely updating;
7. Prepare correspondence, reports/evaluations, justifications on C&R related administrative/special tasks of general/confidential nature;
8. Ensure proper training of staff in alternative operational areas of C&R, for effective backstopping/replacement when require;
9. Advise senior administrative staff on C&R operations, technology up gradation options, streamlining procedures, staff performance, etc;
10. Participate in discussion/meetings to evaluate/revise procedures/practices, assesses their impact and recommends follow up actions;
11. Brief international personnel on Communication and Records operations in SEAR;
12. Plan budget for procurement of relevant services
13. Back-charge of the cost of services rendered to technical units and UN agencies
14. Maintain relevant imprest petty cash account
15. Initiate or oversee relevant GSM functions such as HR actions for all staff in the unit, procurement functions like APW and LTAs with supplier, creation of purchase orders (POs); uploading of invoices in GSM for final settlement; and monitoring and updating the POs for sufficient funds'
16. Oversee in-house printing of documents, reports, books, visiting cards, bulk photocopying and all related actions including supplies and equipment.
17. Focal point for records management and change management including updating of manuals, standard operating procedures, corresponding implementation, spearheading e-filing/archiving initiatives, etc.
18. Perform any other duties as required
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of Secondary School education

Desirable: University degree is an asset. Training/experience in business administration or orientation in communications/records operations.

WHO only considers higher educational qualifications obtained from an accredited institution (please refer to http://www.whed.net/)
Skills:
Functional Knowledge and Skills:
- Thorough knowledge and understanding of a wide range of administrative policies and procedures, WHO rules and regulations;
- Well-developed management and supervisory skills;
- Ability to write and speak well, essential communication skills
- Knowledge of communications/records-related policies/procedures;
- Knowledge of document management and archiving automated systems.
- Knowledge of Enterprise Content Management.

Competencies:
1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Creating an empowering and motivating environment

Other Skills :
- IT skills: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.
- Proficiency in content management, archiving and document management.
Experience:
Essential: At least seven years of progressively responsible work experience in administration/programme areas.

Desirable: Experience in area of communication/records/printing in WHO/UN/international organization; Ability to carry out supervisory responsibilities
Languages:
Excellent knowledge of written and spoken English and Hindi.
Additional Information:
NOTE:

In addition to position-specific test, external candidates will be required to qualify mandatory tests in English language and computer skills.

A written test, using computer, will be held for the short-listed applicants. The performance in written test will decide applicant's eligibility to appear in the interview.

The written test for shortlisted candidates will tentatively be held during the week starting 21 September - 1 October 2015. Candidates are advised to make themselves available during that week.

External candidates will be contacted only if under serious consideration;

This position is subject to local recruitment and will be filled only by a national of India, willing to relocate within commutable distance.

Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance.

Please visit the following websites for detailed information on working with WHO:

http://www.who.int - To learn more about WHO's operations
http://icsc.un.org - Click on: Quick Links > Salary Scales > by date
Annual salary: (Net of tax)
INR 10, 29, 146 at single rate
This vacancy notice may be used to fill other similar positions at the same grade level.
A written test and interviews may be used as a form of screening
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.