Job Title Documents and Records Management Assistant
Organization Name OSCE Office for Democratic Institutions and Human Rights
Location Warsaw
Grade G5
Closing Date of application 30-08-2016
No. of Posts 1
Background
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR�s assistance projects and other activities are implemented in participating States in accordance with ODIHR�s mandate.
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 the general supervision of the Associate Documents and Records Management Officer the incumbent will perform the following duties:
� Administers and maintains ODIHR's paper and digital records within the records storage rooms, the local network drive, DocIn and other locations as necessary;
� Organizes information (including digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helps the Fund/Programme Managers to identify records for inclusion in DocIn;
� Uploads and classifies ODIHR records in DocIn;
� Works to continually ensure a consistent and logical approach to information management within ODIHR;
� Advises staff on using and interpreting internal records management policies and instructions; proposes improvements to records management practices when necessary;
� Weeds and processes paper and digital records for the office;
� Provides user support and training to staff on records management, data security and disaster recovery;
� Contributes to developing new records management initiatives and projects within the department and office;
� Assists with registration, upload and distribution of Human Dimension Conferences documents;
� Acts as a Correspondence Database administrator; co-ordinates and co-operates with the Chief of DRM Unit on the user requirements with an objective to improve the Correspondence system application;
� Performs other tasks requested by Supervisor.
Necessary Qualifications
� Completed secondary education; supplemental training in records or information management, information classification and retrieval is strongly desirable;
� At least four years of administrative/clerical experience, preferably in the field of archiving/ records or information management within an international organization. Experience in delivering training is desirable;
� Excellent knowledge of English, including excellent communication skills to interact with help-line requestors and staff members seeking advice; working knowledge of other official OSCE languages, especially Russian, is an asset;
� Knowledge of relevant computer applications (word processing, databases, and spreadsheet applications) is essential;
� Strong analytical and critical thinking skills;
� Ability to work independently, under pressure and in confidence. Accuracy and attention to detail as applied to all tasks is absolutely essential. Ability to be discreet and retain confidentiality;
� Ability to work with people of different cultural backgrounds.
Remuneration Package
Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland.
Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.
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 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.
Only the OSCE on-line applications will be accepted and short-listed applicants contacted.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.
No application fees or information with respect to bank account details are required by OSCE for our recruitment process. 
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.
Vacancy Notice Number: VNODIP00598

Field of Expertise: DOCUMENTS CONTROL AND RECORDS MANAGEMENT


Vacancy Type: International Contracted




Post Title: ASSOCIATE DOCUMENTS AND RECORDS MANAGEMENT OFFICER


Grade: P2

OSCE Mission/Institution: Office for Democratic Institutions and Human Rights

Duty Station: Warsaw,

No. of Positions: 1




Date of Entry on Duty:


Vacancy Notice Issue Date: 22-Jun-2016

Deadline for Application: 12-Jul-2016





Background:


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The ODIHR�s assistance projects and other activities are implemented in participating States in accordance with the ODIHR�s mandate.


Tasks and Responsibilities:


Under the general supervision of the Second Deputy Director/CFA, the incumbent performs the following functions:

- Acting as the primary focal point in the ODIHR for records and document management;

- Assessing records management needs within the office;

- Developing policies and instructions to staff to ensure effective records management practices;

- Proposing and implementing office-wide standards and policies for the establishment, maintenance and storage of records, including organization of electronic files, email records, databases and media files as well as appropriate retention periods for records; recommending records for documented destruction and facilitating/overseeing the implementation of these processes;

- Ensuring safe storage and upkeep of ODIHR documents, including highly sensitive and confidential ones;

- Liaising with individual departments to provide guidance on maintaining resource libraries;

- Co-ordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna. Co-ordinating transfer of relevant historical documents to the Prague Office Archive;

- Providing guidance on records management procedures and correspondence workflow to all ODIHR staff. Training the ODIHR staff on various aspects of information and records management;

- Assisting all office staff with information searches and records retrieval using in-house materials and e-tools such as DocIn and the Correspondence Database;

- Co-ordinating and supporting document distribution at the ODIHR conferences and their post-event processing in cooperation with ODIHR Human Dimension Meetings Unit, Public Affairs Unit and ICT teams as well as OSCE Secretariat;

- Supervising two assistants at the ODIHR office and 2-3 temporary assistants during events. Providing guidance, training, advice, control and evaluation of the duties performed;

- Preparing and maintaining the team work-plan of activities and tasks, evaluating its implementation and reports to the supervisor, preparing relevant reports, when required;

- Preparing the annual budget plan for team;

- Performing other tasks requested by supervisor.


Necessary Qualifications:

- First level university degree in librarianship, archives and records management and/or information management; supplementary education in political science, international relations, history or other related field is desirable;

- A minimum of four years of increasingly responsible professional experience in the field of archiving/records or information management within an international organization;

- Management experience is a distinct advantage;

- Experience in delivering presentations/training;

- Excellent written and oral communication skills in English; knowledge of other working OSCE languages, especially Russian, is an asset;

- Ability to work with people of different nationalities, religions and cultural backgrounds;

- Excellent organizational skills, attention to detail and ability to be discreet and retain confidentiality;

- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.


Remuneration Package:


Monthly remuneration, subject to social security deductions as well as monthly changes of the post adjustment multiplier

and exchange rate, is approximately EUR 4,000 (single rate) and approximately EUR 4,300 (dependency rate). OSCE

salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme and OSCE Provident Fund maintained

by the OSCE. The Organization contributes an amount equivalent to 15% of the employee's salary to this Fund and the

employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations

Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.


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.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States,

please see http://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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period

of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the

application and review process.


Job Title Temporary Senior Records Management Assistant
Organization Name OSCE Secretariat
Location Vienna
Grade G6
Closing Date of application 21-06-2016
No. of Posts 1
Background
Please note that this is a temporary position until 31 December 2016 with possibility of an extension.
The Records Management Unit (RMU) currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.
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 the direct supervision of the Chief, Records Management, the Temporary Senior Records Management Assistant will perform a variety of duties including project-related work as well as administrative tasks. The Temporary Senior Records Management Assistant�s tasks include:

  • Identifying and documenting requirements for records-related projects;
  • Communicating requirements to ICT team;
  • Developing and documenting procedures, user guides, and other reference material;
  • Defining criteria for user acceptance testing, providing feedback and identifying issues;
  • Developing and delivering training to users;
  • Appraising backlog files and integrating them into the Secretariat�s records holdings;
  • Conducting records-related exit procedures for staff members leaving the organization;
  • Assisting with notes verbales administration; 
  • Researching a range of information management topics and providing recommendations;
  • Performing other related duties as assigned.
Necessary Qualifications
  • Completed secondary education;
  • A minimum of six years of experience in information management, specifically records management, archival science or library science;
  • Strong knowledge in records management standards and best practices;
  • Experience working on implementation projects relating to records management systems would be an asset;
  • Professional fluency in English; knowledge of other OSCE languages would be an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Experience of working in a multilateral/multicultural environment;
  • Analytical; detail-oriented; client-oriented;
  • Ability to work under time pressure and with tight deadlines;
  • 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 is EUR 4,245 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

Appointment will be 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.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://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.

Please be aware that the OSCE does not request payment at any stage of the application and review process.




ISSUED BY:


OSCE Special Monitoring Mission to Ukraine

VACANCY NUMBER:


VNSMUS00400

FIELD OF EXPERTISE:


General Administration

FUNCTIONAL LEVEL


Professional

NUMBER OF POSTS:


1

DUTY STATION:


Kyiv

DATE OF ENTRY ON DUTY:


As soon as possible

DATE OF ISSUE:


17 May 2016 (Reissued)

DEADLINE FOR APPLICATIONS:


7 June 2016

General Minimum Requirements

The general minimum requirements for working with the OSCE are:
  • Excellent physical condition
  • Possession of a valid automobile driving license and ability to drive using manual transmission
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure

Field of Expertise Requirements

The general minimum requirements for working in this field of expertise are:
  • University education in public/business administration, management, finance, personnel management or related field or proven professional experience in all aspects of general administration (personnel, finance, etc.)
  • Very good organisational skills

Level of Professional Competence Requirements

Furthermore, this level of responsibility requires the following:
Education:
First level university degree or equivalent experience
Experience:
Minimum 2 years of relevant professional experience including minimum 1 year in a relevant field strongly preferred

Mission Specific Requirements

Additionally, this particular post has specific requirements:
Mandatory:
  • First level university education in political science, international relations, history or similar field; additional training in library science, records or information management, information classification and retrieval or archives; professional qualifications in one of the following fields: certification from a recognized professional association in archives or a university/graduate degree in records and information management
  • Minimum of two years of increasingly responsible professional experience in the field of archiving/ records or information management
  • Ability to work with minimum supervision in an environment where rapid response to emergencies is essential
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure; proven resilience to high stress environments
  • Flexibility and ability to work within limited time frames
  • Excellent oral and written communication skills in English
  • Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity
  • Cultural sensitivity and political judgement
  • Ability to operate Windows applications, including word processing and email, and excellent PowerPoint presentation skills
Desirable:
  • Experience in working in Eastern Europe and/or knowledge of the region
  • Knowledge of the regional historical, cultural and political situation
  • Knowledge of the OSCE administrative regulations, rules, policies and practices
  • Previous international work experience and/or experience in field mission
  • Working knowledge of Ukrainian and/or Russian language(s)
  • Possession of a Class "C" driving license
  • Experience in off-road driving

Tasks and Responsibilities

Initial duration of appointment/assignment for this post is until 31 March 2017, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment.
Potential applicants should be aware that this is a non-family posting.
Under the general supervision of the Chief of Staff and in co-ordination with the Senior Information Management Officer, the incumbent will be responsible for documents and records management in the OSCE Special Monitoring Mission to Ukraine (SMM). In particular, the Records Management Officer:
  1. Acts as the primary focal point in the SMM for records, document management and archiving as well as provides guidance on these matters to staff and the Mission's senior management;
  2. Is responsible for the creation and maintenance of the SMM electronic and paper archives for the entire Mission;
  3. Reviews documents for content and defines their initial distribution; determines documents for retention and for retirement/destruction;
  4. Proposes and implements Mission-wide standards and policies for the distribution and storage of documents, including organization of electronic systems, archive indexes, databases and spreadsheets;
  5. Co-ordinates the implementation of policies and tools developed by the Records Management Unit in the OSCE Secretariat in Vienna;
  6. Co-ordinates the transfer of relevant records to the OSCE Research and Documentation Centre (Prague Office);
  7. Conducts training for SMM staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System;
  8. Co-ordinates and supports the document distribution at SMM conferences and their post-event processing;
  9. Performs other duties as assigned and travels within the Mission area as required.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered.
Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered.
Job TitleIntern, Records Management Unit, OSG
Organization NameOSCE Secretariat
LocationVienna
Grade
Closing Date of application04-05-2016
No. of Posts1
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
  • 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
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:

  • Providing support for records registration;
  • Assisting with backlog projects such as compiling inventories, weeding and digitizing records (digitizing includes document preparation, scanning, performing quality control and assigning metadata);
  • Assisting with file transfers as required;
  • Assisting with records-related events including planning, publicity, obtaining supplies, setting up and cleaning up;
  • Assisting with records projects including performing research and developing documentation such as policies and procedures and user guides;
  • Performing other records-related tasks as required.
Necessary Qualifications
  • Applicants should be under the age of 30 and from an OSCE participating State;
  • Students in the final year of higher education (university or other accredited institution) at graduate or postgraduate level, i.e. within two years of graduation, or recent graduates or postgraduates, with a background in Archival Science, Records Management or Information Management;
  • Working experience with Electronic Document and Records Management Systems (such as OpenText CS) is an asset;
  • Advanced computer skills;
  • Strong analytical, research and drafting skills;
  • Good organizational skills with ability to process and synthesize information quickly and efficiently;
  • Detail-oriented;
  • Professional fluency in English with excellent communication skills; knowledge of other OSCE working languages is an asset;
  • Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity.
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.