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.
Location: Headquarters
100%

Introduction

The IM unit ensures that ICRC employees get the best access to information and to the Information Management tools they may need, which will enable them to achieve their work in the most efficient manner. The Information Management unit provides support to assist the ICRC staff�s effective operations within the ICRC work environment at Headquarters as well as in the Field.

Purpose

As trainee inside the Information Management Unit, you will acquire working experience through the development, operating, support and management of information management services and systems.
You will work with the information management services coordinators and the web designer (intranet team).

Mission
  • Collect information and data
  • Update and build documentary contents, guidelines and manual or computer graphics (based on data collected).
  • Participate in the development of documentary resources and promotion tools.
  • Give a technical support and advice to contributors of the intranet.

Requirements

  • A University degree or equivalent in a relevant field.
  • Strong knowledge of computer literacy, familiarity with Windows 8.1, content management systems, SharePoint and various software programs.
  • Good knowledge of information management.
  • Command of French and English, spoken and written.
  • Organisational skills.
  • Able to work well in a team and multicultural environment.
  • A demonstrated interest in humanitarian action.

Conditions

Recruited intern will be offered a 12 months contract (beginning September 2015). The position is remunerated and based in Geneva.

Interested candidates should send their application, in either English or French to: IMintern0615@icrc.org

Only complete application will be considered, it shall include:
  • Cover letter expressing motivation for applying and relevant skills possessed
  • Resume / CV
  • Recommendation letter if any
Only short-listed candidates will be contacted subsequently for interviews. Please be aware that the ICRC is not in a position to cover any related travel or accommodation costs. However, interviews may be conducted by phone.

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.