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:
  • 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).
The Information Management Solutions Team is responsible for:
  • 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.
The Information Management Specialist within the team will be entrusted the following main tasks:
  • 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.
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.



This position has been allocated to salary band: E/F

Traineeship in the Information Management Services Division

Reference: 2016-121-TRA EXT
Closing Date for Applications: Fri, 24 Jun 2016
Functional area: Secretariat
Function:The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in library, archives and/or records management to participate in a traineeship in the Archives team of its Information Management Services Division for a period of up to six months.
The Information Management Services Division is responsible for the following tasks:
  • 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 arranging for the disclosure of archived information when required and the disposal 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 and coordinating the selection of systems and tools for the archives and library, collaboration, and document and records management;
  • providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.
Depending on his/her expertise, the successful applicant will contribute to a selection of the following tasks:
  • assisting in developing and updating the ECB�s information management policies, procedures and guidelines;
  • raising awareness of material and streamlining the current material in order to encourage staff adherence to the ECB�s information management policies and procedures;
  • compiling an inventory of the ECB�s information-holding systems and helping to assess their compliance with the ECB�s information management policies and procedures;
  • arranging archives and describing media and other archival material;
  • acquiring and appraising records and archives or library material;
  • assisting in carrying out sensitivity reviews of records;
  • specifying and/or testing requirements for the electronic archives management functionality;
  • acquiring and maintaining electronic information resources.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • a bachelor�s-level qualification or a master�s/higher degree in information, archives and/or records management, or enrolment in postgraduate studies in one of these fields;
  • an advanced-level command of English;
  • an intermediate-level command of at least one other official language of the EU;
  • working knowledge of MS Office, in particular Word, Excel and PowerPoint;
  • working knowledge of a document management system (preferably Livelink) would be an advantage.

Competencies:The successful candidate will have the following behavioural competencies:
  • assesses current solutions and recommends superior alternatives;
  • uses clear language and images to communicate ideas;
  • ensures timely responses in order to serve clients;
  • shares information and supports team members in the achievement of common goals;
  • takes the initiative in improving policies, processes and products;
  • accepts responsibility for the achievement of objectives within agreed timelines;
  • prioritises tasks and pays attention to detail, even when under time pressure.

Further Information:Traineeship of up to six months.
Some tasks are physically demanding and you may have to work in conditions typical for record storage areas, particularly when processing and retrieving records from basements or locations at a distance from the offices.
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 and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
http://www.ecb.europa.eu/careers/pdf/traineeship_programme.pdf.

Further information on the ECB's traineeships can be found at
http://www.ecb.europa.eu/careers/newcomers/trainee/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.
Purpose of the Job:
Reporting to the Director of Engineering, you will provide administrative support to groups of engineers and physicists. In addition you will help project managers and engineers with the management of documents in our web based document control system.

Main Duties and Responsibilities:

  • Support staff with management of the documents in the document management system including creation, editing, approval and uploading of documents,
  • Quality control of a subset of documents in the ESO document management system,
  • Basic system administration tasks in the document management system,
  • Arrangement of duty trips for staff members,
  • Preparation of purchase and shipping requests,
  • Organisation of meetings,
  • Support new employees with logistic matters.

Experience:

  • You should have several years of experience in a similar position providing support at Group Management level, preferably in an international working environment. Experience in organising meetings, taking minutes as well as the ability to balance conflicting demands and prioritise workload are needed,
  • Experience with a document management system such as Blue Cielo Project Portal is needed,
  • Experience with document release and archiving principles,
  • A good knowledge and experience of using Microsoft Windows 7 and Microsoft Office (MS Word, Excel, PowerPoint etc) is essential,
  • Experience with Enterprise Resource Planning (ERP) applications is desirable.

Key Competences:

  • Strong organisation skills, high level commitment, and discretion and diplomacy,
  • Provide clear, concise and timely oral and written communications. Ability to communicate effectively with colleagues at all levels and external contacts,
  • The ability to research, analyse, summarise and present information in a clear and logical manner is required,
  • Willingness to acquire new skills, keep up-to-date with the tools used in the daily work, adapt to new procedures and to identify ways to optimise the workflow,
  • Ability to work both on your own initiative and within teams in an international and multicultural environment.

Qualifications:

You must have completed secondary school education and obtained an administration diploma.

Language Skills:

The position requires fluent English, both written and oral. Basic knowledge of German and Spanish would be an advantage.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial support in relocating family members and the possibility to place child/children in daycare.
The contract is for a fixed term duration of three years, and is subject to successful completion of the probation period. There is a possibility of extension(s) subject to individual performance and organisational requirements, and as defined in the applicable policies and staff rules and regulations. For any further information, please visit http://www.eso.org/public/jobs/conditions/intstaff.

Duty Station:

Garching near Munich, Germany.

Starting date:

As soon as possible

Career Path:

II

Application:

If you are interested in working in areas of frontline technology and in a stimulating international environment, please visit (<http://www.eso.org>) for further details.
Applicants are invited to apply online at . Applications must be completed in English and should include a motivation letter and CV.
Closing date for applications is 28 March 2016

No nationality is in principle excluded however, recruitment preference will be given to nationals of Austria, Belgium, Brazil, the Czech Republic, Denmark, Finland, France, Germany, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland and the United Kingdom.
The post is equally open to suitably qualified female and male applicants.

Information Management Specialist (Records Management)

Reference: 2015-278-EXT
Closing Date for Applications: Thu, 17 Dec 2015
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the European Central Bank�s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, 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 the disposal 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 and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;
  • providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.
The IMP team is also responsible for developing, maintaining and raising awareness of the ECB�s information management policies and practices and for providing the ECB�s business areas and ESCB committees with records management advice and guidance.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB�s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
  • providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
  • drafting and disseminating written guidance on document and records management topics;
  • implementing the ECB�s filing and retention plan, including the mapping of folders to the ECB�s filing plan;
  • reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
  • conducting monitoring activities, as well as reporting on compliance with the ECB�s information management policies, procedures and guidance;
  • identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
  • facilitating the controlled move of physical records to the custody of the ECB�s Archives;
  • contributing to information management projects and initiatives;
  • acting as Data Protection Coordinator and keeping abreast of data protection developments;
  • sharing best practices and helping to achieve consistency across the IMP team.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • a bachelor�s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
  • at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
  • knowledge of records management principles and practices;
  • knowledge and experience of electronic document management system(s), ideally Open Text �Content Server�;
  • awareness of and interest in the role and functioning of the ECB 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, in particular Word, Excel and PowerPoint.

Competencies:The successful candidate will have the following behavioural competencies:
  • analytical skills � an ability to analyse the information aspects within business processes;
  • communication skills (oral and written) � communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;
  • customer handling skills� providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
  • team-working skills �Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
  • adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;
  • seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
  • achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
  • handles sensitive information in a discreet manner, thereby respecting confidentiality rules.

Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
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.



This position has been allocated to salary band: E/F
Records and Information Specialist
Location:Heidelberg, Germany
Staff Category:Staff Member
Contract Duration:3 years
Grading:Commensurate with experience and qualifications
Closing Date:22 November 2015
Reference Number:HD_00757

Job Description

The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations in the world. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Grenoble (France), Hamburg (Germany), Hinxton (UK) and Monterotondo (Italy).
EMBL is looking for a dynamic Records and Information Specialist to develop, implement and oversee records and document management across EMBL Administration and other areas as required. The successful candidate will have to carry out a full review of EMBL�s current record management capabilities and practices in order to define a new, integrated solution that is in line with EMBL internal rules and regulations, applicable legal and regulatory requirements, and best industry standards and norms. S/He will work closely with the EMBL Archivist and report to the EMBL Administrative Director.

Main duties and responsibilities:

� Develop and oversee records and information management policies and procedures, in line with professional best practice, the culture of EMBL and users� needs. This will be carried out in close collaboration with the EMBL Archivist.
� Implement and manage the IT systems necessary to deliver successful records management at EMBL.
� Store, arrange, and make searchable and accessible analogue and digital records and documents created by EMBL in the course of its usual activities.
� Raise awareness of and provide suitable in-house training on good document management.

Qualifications and Experience

Applicants must be able to demonstrate recent experience in improving or setting up a comprehensive records and document management solution. They must be service-oriented and able to work independently.

The following qualifications and skills are required:

- A postgraduate qualification in records management, information management, or a cognate discipline. Candidates must be able to demonstrate a good understanding of current records and information management standards and tools.
- Excellent IT skills and experience of using relevant DCM and EDM systems, or experience developing such systems.
- At least 2-years� experience of working with hard-copy and electronic records.
- Excellent project management skills with experience managing complex relationships with internal and external stakeholders. The successful candidate will be adaptable and able to think laterally.
- A thorough knowledge of issues pertaining to records and information management, especially with regards to governance, risk management, compliance and data security. An understanding of long-term digital preservation would be an advantage.
- Outstanding interpersonal skills with the ability to translate users� needs into practical solutions, and communicate at all levels, internally and externally.
- A high-level of integrity and ethics is required due to the responsibilities with confidential and sensitive information.
- Excellent command of written and spoken English. Command of German or French would be an advantage.

Application Instructions

Please apply online through
www.embl.org/jobs

Additional Information

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

STAFF VACANCIES

 
Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA�s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description


Major purpose

The successful candidate will contribute to EIOPA�s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

? Conducting needs assessments to identify document management, records management and archiving requirements;

? Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, andsecure handling of information, as well as ensuring their correct application;

? Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

? Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

? Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

? Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

? Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

? Any other tasks as required.

REQUIREMENTS



Eligibility Criteria

? Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

? Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

? Be entitled to his or her full rights as a citizen;1

? Have fulfilled any obligations imposed by the applicable laws on military service;

? Be physically fit to perform the duties linked to the post.2

1 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

2 Before being engaged, a candidate shall be medically examined by one of the institution�s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

? Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or 3/5

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

? Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

? Proven experience and knowledge in developing document management, records management or archiving policies;

? Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

? Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

? Very good command of oral and written English;

? Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

? Professional work experience in a multicultural environment.

? Knowledge of the European Union Institution�s rules and regulations on document management, records management or archiving;

? Proven experience and knowledge in Microsoft SharePoint technologies;

? Proven experience in liaising with business experts;

? Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

? Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

? Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 
? Being able to have and express a critical view towards own performance and open to learn from experience;

? Examines critically and applies relevant approaches geared towards successful business solutions;

? Contributes to policies development from concept to practical implementation;

? Understands who his/her clients are and what their expectations are;

? Shows commitment towards achieving organisational goals.

Place of employment



Frankfurt am Main, Germany

Function group and grade



AST4

Monthly basic salary



3 875.06 EUR plus specific allowances where applicable*.

Start date



1 December 2015

Contract type and duration



Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list



Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment



1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process



The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 2015.

IT Technical Expert (OpenText Content Server/Archive Server)


Reference: 2015-177-EXT
Closing Date for Applications: Mon, 7 Sep 2015
Functional area: Information Systems
Function:The Directorate General Information Systems (DG/IS) provides, operates and supports the IT infrastructure and applications required by the European Central Bank (ECB) and the European System of Central Banks (ESCB). Within DG/IS, the Enterprise Systems Division (ENS) is responsible for the portfolio of enterprise systems across the ECB, including its:
  • enterprise resource planning (ERP) systems, which largely focus on SAP,
  • enterprise content management (ECM) systems, which largely focus on the OpenText Content Server and Archive Server platform, and
  • the Data Intelligent Services Centre (DISC).
ENS manages IT-related ECB and ESCB tasks and projects belonging to the portfolio, while providing maintenance and functional support for the applications within the portfolio.
The successful applicant will be entrusted with the following main tasks:
  • close liaison with internal customers regarding the design of solutions in order to meet requirements and the suggestion of potential alternatives, taking account of standardisation considerations and the total cost of ownership;
  • integration of applications services based on the OpenText Content Server and Archive Server platform, from technical design, specification, evaluation and selection of new solutions to integration, testing, maintenance and documentation;
  • contributing to the service strategy for the ECB�s ECM systems;
  • delivering presentations and leading workshops on technical project activities aimed at a variety of stakeholders (of different hierarchical levels and technical understanding);
  • technical lead for longer-term OpenText platform projects and releases, such as upgrades of the core applications (Content Server, Archive Server) and underlying infrastructure (e.g. database servers, storage, operating system);
  • participation in dynamic short-term teams for maintenance activities, such as those required to support changes to infrastructure components, patching the core application, integrating the application with other services in the role of technical lead on the OpenText applications and/or activity coordinator;
  • drafting and maintaining accurate and up-to-date technical documentation relating to the OpenText products used by the bank and associated modules and component applications, such as technical specifications, operational manuals and release/change management documentation;
  • cooperation with the teams responsible for the daily operations of the productive systems in the service transition phase, supporting the hand-over to operations, and, later on, in the role of third-line support for issues.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • preferably a master�s degree in computer science, business engineering or another field relevant to IT, or a bachelor�s degree combined with relevant professional qualifications, and four years of relevant experience in the development of document management solutions using OpenText Archive Server/Content Server solution architecture;
  • expert knowledge of OpenText LiveLink/Content Server, Archive Server and Enterprise Connect;
  • proven experience in the installation, setting-up, customisation, maintenance and integration of OpenText solutions in complex enterprise system architectures;
  • knowledge of the design, development and management of workflows and LiveReports;
  • sound knowledge of the use of server operating systems (Windows 2008 or later versions), databases (Oracle 11), web applications (Tomcat/Apache and IIS), authentication services (Active Directory, Oracle IAM, Radius);
  • knowledge of software development best practices and methodologies as well as of test support and test automation tools;
  • experience in developing architectural solution designs, handling all relevant technical aspects, such as dimensioning, performance, integration/development frameworks, security, backup, restore and high availability, would be an asset.
The following competencies would also be an asset:
  • expert knowledge of the internal components and modules of Content Server 10/10.5 and related software, including eLink, AdLib eXpress, Archive Server API, Document Pipelines and Enterprise Scan;
  • expert knowledge of the Content Server-based modules/solutions content life cycle management, extended collaboration and knowledge management, as well as of advanced workflows, security clearance, monitoring agent software and web services;
  • experience of SAP-related OpenText products/modules (document archiving for SAP solutions/DocuLink for SAP solutions, employee information management for SAP solutions);
  • a sound knowledge of OpenText mobility solutions;
  • experience of document capture solutions for mailroom automation (scanning, classification, OCR);
  • experience of the HP Application Lifecycle Management suite;
  • hands-on programming experience using generic object-oriented languages such as Java or C# and repository management tools such as git, CVS or others;
  • knowledge of OScript programming;
  • hands-on experience of SQL database development and tuning using Oracle.
  • experience in a lead role (technical lead) in a project implementing a content management solution;
  • an advanced-level command of English with proven drafting ability;
  • a good knowledge of at least one other official language of the EU;
  • a good knowledge of MS Office, in particular Word, Excel, PowerPoint and Access;
  • a good knowledge of MS Project and MS Visio;
  • ideally, knowledge of test tools like HP ALM, as well as test automation;
  • ideally, knowledge of IT service management processes and best practices (such as ITIL), particularly in the areas of problem management, release management and capacity management;
  • knowledge of ISO 9001 project quality management standards would be an asset.

Competencies:The successful candidate will have the following behavioural competencies:
  • is able to create a theoretical framework that helps in the deployment of practical solutions and to identify connections and relationships between concepts and events;
  • communicates ideas in an effective manner and ensures mutual comprehension;
  • understands who his/her clients are and what their expectations are, making improvements to services on the basis of feedback and establishing methods for improving quality in a timely manner;
  • manages his/her own workload independently, supporting team members without assuming responsibility for their work, sharing information and supporting team members in the achievement of common goals;
  • establishes and maintains cooperative relationships with staff and management at all levels, both inside and outside the organisation, finding common ground/areas of agreement and adopting win-win solutions;
  • pursues projects with energy and drive, seeing resistance and setbacks as inevitable obstacles that need to be overcome;
  • takes the initiative in improving policies, processes, products and decisions;
  • empowers himself/herself in order to manage situations of high workload by taking responsibility for his/her own actions, while having a number of well-established ways of defusing tension;
  • uses rigorous logic and comprehensive processes in order to solve difficult and challenging problems and deliver results, even within tight time frames.

Further Information:Three-year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs.
For releases and planned maintenance activities, as well as for enabling the division to maintain its business continuity capability, the successful applicant will occasionally be expected to perform work during non-standard working hours and to work at the ECB�s standby sites.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from female candidates.
The division is willing to discuss part-time arrangements.
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.

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: F/G
Records Management Assistant, G-5




Administrative Services (AS) Programme

Knowledge Management Unit


Deadline

for application 31 July 2015


Announcement

number VA 15/024/AS


Expected date

for entry on duty As soon as possible


Duration of

appointment One and half year

with possibility of

extension


Duty

Station Bonn, Germany

  



Publication date: 02 July 2015, Post number: FCA-2946-G5-001


The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the



political process to address Climate Change. The Convention secretariat supports the Convention

and its Kyoto Protocol by a range of activities, including substantive and organizational support to

meetings of the Parties.

The mandate of the Administrative Services Programme is the overall facilitation, support and



guidance to programmes and the secretariat at large in the utilization and management of the human,

financial and other resources for the continued implementation of the core work and the mandated

activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the

facilitation of crosscutting common services and functions. Responsibilities include the development,

implementation and compliance monitoring of administrative policies and procedures for the UNFCCC

secretariat in the areas of finance, budget, human resources, procurement, travel and general

services.

Where will you be working


The Records Management Assistant post is located in the Records Management sub programme

which is accountable for providing records management services throughout the secretariat.

What will you be doing


Under the general guidance of the Chief, Knowledge Management and the direct supervision of the

Records Management Officer, you will be responsible for the following functions:

? Provision of records management support and advice

? Managing the inactive record center

? User support and training

? Maintenance of existing record management databases




You will have the following responsibilities:


1. You will provide record management support and advice to records-creating offices by:

? advising on records management procedures in organizing and managing UNFCCC



information assets, records preservation and disposition;

? handling records transfer processes;

? liaising with records-creating offices on the disposal of records;



Page 2

? applying retention schedules so that registration and physical aspects of records



transfers meet established standards.

2. You will maintain existing record management databases by:

? providing reference services, including conducting complex searching;

? supporting the review and analysis of business functions and activities;

? maintaining a complete and updated business classification scheme (BCS) and related



RM toolkits.

3. You will manage the daily operation of the inactive records center by:

? providing records retrieval services;

? being responsible for the physical security and safety of the organization�s records and



ensuring the efficient and safe use of storage space;

? coordinating with facility management for repository maintenance;

? conducting environmental quality controls and arranging for the resolution of problems;

? coordinating with staff in relevant administrative offices to procure archival supplies and



services.

4. You will provide user support and training by:

? supporting users on the application of the records management toolkits and



recordkeeping system;

? delivering staff training on basic records management tools;

? assisting in preparing training materials, user guides and searching aids.

5. You will perform any other job related activity as required, including maintaining records



management operational statistics.

What are we looking for

Educational background


Required:

Highly

desirable:

Completed secondary education.

Specialized training in information science, records, archives and library

management, and knowledge about electronic recordkeeping system.

Experience


Required: At least five years of relevant experience at office support level in documents

registration, modern archives management, record keeping, information

management or related area.

Language skills


Required:

Asset:

Fluency in written and spoken English.

Working knowledge of other United Nations languages and/or German.

Specific professional knowledge


Required:

Desirable:

Proficiency in MS Office (Word, Excel, Access, PowerPoint) as well as

Sharepoint 2010 or 2013

Practical experience in maintaining electronic records for public institutions

using an electronic records management system is desirable.



Job related skills


Required: Good communications skills.

Ability to deliver basic records management presentation and training.

Ability to deal with highly sensitive information.

Good research and analytical skills.

What is the selection process


You may be invited for assessment of your technical/professional knowledge. If successful you may

be invited for the final stage of the selection process, which consists of a competency based interview

to assess the skills and aptitudes required to successfully perform the functions of the post. The

following set of competencies for this particular post will be applied: Applying Professional Expertise,

communicating with impact, being responsive to clients and partners, working with teams

How to apply:


Candidates, whose qualifications and experience match what we are looking for, should use the online

application system available at http://unfccc.int/secretariat/employment/recruitment.




Please note:


1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up

an appointment at the duty station in Bonn are at the expense of the applicant.

2. We will confirm receipt of your application. However, only candidates under serious consideration

and contacted for an interview will receive notice of the final outcome of the selection process.

3. Indicative net annual salary: Euro 36,584, plus other UN benefits as indicated in the link below:

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

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


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

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

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

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

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

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.