Officer, Vital Records

Ref
60007724-1
Country
United Kingdom
City
London
Department
Human Resources and Corporate Services Vice Presidency
Business Unit
Records Management and Archives
Closing date for applications
15 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability.

Role Overview

The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities
 
Background
  • Responsible for assisting in the efficient running of Records Management & Archiving (RM&A) by giving operational support to the team
  • Work under direct supervision of the Associate, RM&A

Accountabilities and Responsibilities

  • Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
  • Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
  • Assist with administrative functions for the team in the absence of the incumbent for this task
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Essential Skills, Experience and Qualifications

  • University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
  • Very good knowledge and experience of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
  • Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
  • Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
  • Excellent team player
  • High degree of accuracy and attention to detail essential
  • Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
  • Ability to work under pressure and meet deadlines
  • Ability to work independently, to tackle issues and propose practical solutions
  • Willingness to work overtime as and when required
  • Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential

Competencies and Personal Attributes

  • Attention to detail and eye for accuracy
  • Ability to cope well under pressure and a capacity for hard work
  • Ability to work efficiently and cheerfully as part of a team
  • Reliable, flexible and willing to work overtime as and when required
  • Excellent interpersonal manner, including tact and diplomacy
  • Ability to build effective working relationships with clients and colleagues in a multicultural environment.
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
 
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

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.
Issued by:
OSCE Special Monitoring Mission to Ukraine
Vacancy number:
VNSMUS00363
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:
26 February 2016
Deadline for applications:
17 March 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.
Records Management Officer - part time 3 days per week
Ref
60007379
Country
United Kingdom
City
London
Department
Banking
Business Unit
Financial Institutions
Closing date for applications
14 March 2016

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