The EIB, the European Union's bank, is seeking to for its Corporate Services Directorate (CS) � Information Management and Procurement Department (IMP) - Information Management Division (IMD) � Document Management Office Unit at its headquarters in Luxembourg, a:
Head of Unit � Document Management Office
This is a full time position
The term of this contract will be 4 years
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract subject to organisational requirements and individual performance.
Specific Post Environment and Purpose:
The Document Management Office Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing business support aimed at ensuring compliance with the Bank�s Information Management policies in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.
The Head of Unit � Document Management Office will be responsible for:
- Developing, and updating the Bank�s Information Management Policies (i.e. Information Classification and Retention Policies)
- Assisting the business in implementing the Bank�s Information Management policies through shared responsibility for managing appropriate document accesses and permissions, and maintaining document confidentiality and retention classifications
- Assisting the business in implementing the Bank�s Information Management policies through communication and awareness building and by providing Helpdesk support and training for the Bank�s key document repositories and Collaboration tools, processes and procedures.
Operating Network:
S/he will report to the Head of IMD Division, work in direct contact with the Head of Unit for IMD Operations Unit and will be responsible for the management of 4 EIB staff members and a number of external contract staff.
Internally, s/he will work in close collaboration with all Directorates of the Bank using services of the Document Management Office. Externally, the post requires close collaboration with external service providers, consultants and auditors.
Accountabilities:
The Head of Unit � Document Management Office will be responsible for:
- Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
- Participating in EIB-wide Information Management projects for the enhancement of CS Document Management and Collaboration programme and Information Security initiatives
- Proactively suggesting enhancements to IMD processes, procedures, databases and record-keeping systems with regard to enhancing operational efficiency of IMD services and operational effectiveness of business requirements
- Managing and developing staff members in the Document Management Office Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
- Optimise staff resources for the successful delivery of services and projects in own domain (e.g. Collaboration and Sharing platform) on time and according to agreed implementation roadmaps and business requirements
- Coordinating, supervising and executing key processes related to the services of the Document Management Office Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
- Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
- Ensuring the successful integration of EIB Information Management Policies into IMD procedures and their implementation in IMD controlled document repositories
- Participate in the procurement and management of external services, for the support of Helpdesk, training and compliance activities through Tender procedures including the drafting of Terms of Reference and participation in selection panels.
- Coordinate the activities of the Document Management Office in order to provide Helpdesk and training services for all Collaboration tools used at Bank-wide level in support of IMP Information Management Strategy in collaboration with CS colleagues
- Communication, awareness building and training related to EIB Information Management Policies
- Providing or ensuring the availability of specific advice and recommendation to CS Management on the activities covered by the Document Management Office Unit
Qualifications:
- University level education, complemented with a relevant post-graduate certification in archives or document management studies
- Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, ideally with Helpdesk and training responsibilities
- At least 3 years� experience in leading and coordinating cross functional teams and proven track record of success
Key technical/professional knowledge and skills
- Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
- Experience of implementing document life-cycle management practices and procedures including document security, classification, and retention
- Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
- Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
- Knowledge of EIB Personal Data Protection regulations
- Experience of Business Process Mapping will be an advantage
- Proven Project Management skills will be an advantage
- Good knowledge of how the Bank operates and is organised
- Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
- Excellent verbal and written English and/or French language skills and a good command of the other (*)
Competencies:
- Change Orientation: Ability to drive change and innovation to realise the Bank�s mission and strategy
- Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
- Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
- Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
- Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
- Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
- Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
- Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
Deadline for applications: 31st August 2016We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability
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