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;
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.
INFORMATION MANAGEMENT OFFICER, P4
INFORMATION MANAGEMENT OFFICER
United Nations Environment Programme
NAIROBI
15 September 2015-14 November 2015
15-IMA-UNEP-44155-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.
Org. Setting and Reporting
The United Nations Environment Programme (UNEP), is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This position is located in the Division of Environmental Law and Conventions (DELC), at UNEP's Headquarters in Nairobi, Kenya. DELC is the lead Division charged with carrying out the functions of UNEP in the field of environmental law, governance and related policy issues, including those related to multilateral environmental agreements (MEAs). The post is located in Nairobi duty station. Under the overall supervision of the Director and Deputy Director and day-to-day guidance and supervision of the Head of the Programme Delivery and Management Unit of the Division, the incumbent is responsible for managing the Division's Knowledge Management and Communication priorities.
Responsibilities
Within delegated authority the incumbent will perform the following duties:- 1. Direct the further development and operation of knowledge management systems at the Division to generate, collect, maintain and disseminate information on environmental law and governance, including MEAs. 2. Take lead in strategy, planning, development and implementation of large, complex communications campaigns in the field of environmental law and governance; develop ways to implement campaigns system-wide and to incorporate the campaign message and themes into all relevant events and products. 3. Develop project proposals and identify sources and seek funding and other assistance for major campaigns. 4. Contribute to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Division's non-current records and archives and delivery of reference services, archival description and systems management. 5. Prepare or oversee preparation of a diverse range of information communications products in support of major campaign initiatives. 6. Coordinate preparation of material for newsletters, periodicals, reports and books and edit drafts. 7. Take the lead in compiling information from various knowledge repositories and web resources 8. Build partnerships and information networks; plan and oversee maintenance of publicly accessible information materials on UNEP; plan and develop outreach activities. 9. Manage publications programme; produce materials for print/electronic/voice/visual media. 10. Manage the day-today operation of the team which include participation in coordination of substantive and administrative activities of the team, interpret and disseminate policy, provide procedural advice, improve reporting systems, handle operational and administrative queries, prepare budget submissions, establish and/or coordinate training programmes and monitor and evaluate results. 11. Evaluate applications and cost-effectiveness of services in relation to technology options and prepare data and recommendations for decision-making. 12. Develop and implement policies and guidelines relating to the preservation of and access to digital archives; retain schedules for incorporation into electronic record keeping systems; transfer, maintain security protocols; and select standards for digitisation of finding aids and record and their electronic dissemination. 13. Perform other duties as may be assigned.
Competencies
� Professionalism: Knowledge of different aspects of public information and communication. Ability to address a range of issues in the context of political developments, public attitudes and local conditions. Ability to conceptualize, design and implement major information campaigns. Ability to rapidly analyze and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Ability to produce a variety of written communications products in a clear, concise style. Ability to deliver oral presentations to various audiences. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. � Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. � Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. � Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
Advanced university degree (Master's degree or equivalent) in communication, international relations, international law, public administration, environmental policies/management or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven years of progressively responsible experience in public information, environmental law, MEAs, international relations, environmental policies/management, public administration or related area.
Languages
English and French are the working languages of the UN. Fluency in English (both oral and written) is required for this post. Knowledge of another UN official language is an advantage.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
