Job TitleSenior Documentation and Information Assistant
Organization NameOSCE Secretariat
LocationPrague
GradeG7
Closing Date of application19-04-2016
No. of Posts1
Background



Please note that this position will be filled on a part-time basis (50%) and the contract will be issued for a period of one year.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.
The OSCE Documentation Centre in Prague is the central repository of CSCE/OSCE legacy documents. The Office preserves and makes the documents available to OSCE participating States, academic researchers and the public. The documents are maintained in the Office library and archives, on the OSCE public website, and on the OSCE internal document management system. The Office also coordinates an annual series of meetings known as the OSCE Economic and Environmental Forum that provides opportunities for international dialogue on economic and environmental issues linked to security. The Head of Office is seconded and there are seven staff members working in a cooperative team.
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 supervision of the Head of Office and Officer-in-Charge of Meetings and in close co-operation with Central Records and Documents Management Unit and Communication and Media Relations Section in the OSCE Secretariat, the Senior Documentation and Information Assistant performs the following duties:

  • Managing the functionality and quality of archival services including developing and implementing the overall structure and classification of the historical fonds deposited in the archives;
  • Acting as focal point for the OSCE Central Records and Document Management Unit for the implementation of record management and archival principles, (especially regarding records with long term /or permanent retention value in paper form); streamlining records management best practices;
  • Ensuring the consistent application of guidance regarding transfers to the archives and any other acquisitions from institutions and field operations; co-ordinating efforts with other offices of the Secretariat to complete digital series records;
  • Ensuring that records transferred from closed down activities or relevant archive materials are uploaded to the DocIn system, minding metadata, access rights and permissions; supervising the uploading of historical documents according to agreed schedules; creating finding tools, updates thematic compilations and builds up the DocIn records management system file structures;
  • Providing controlled access to archive and library materials by co-ordinating the researcher-in-residence programme, including providing information about available resources, providing preliminary data estimates, holding the booking schedule, drafting terms of reference for researchers and ensuring the Terms of Reference (ToR) are signed;
  • Conducting regular outreach efforts and delivering general presentations; responding to specialized reference needs and answering specific reference or documentation needs of OSCE staff and the public;
  • Supporting documentation functions during yearly Economic and Environmental Forums;
  • Planning and monitoring office documentation and information activities and projects by participating in the preparations for the Unified Budget (UB) and Extra-budgetary (ExB) proposals, outlines and performance report;
  • Monitoring the progress, outcomes, financial requirements and costs saving strategies for activities projected in the UB work programmes;
  • Proposing concepts and reviewing the feasibility of sustainable activities adding value to the paper and digital archives; drafting regular activity reports and holding working, planning and assessment meetings;
  • Organizing and supervising the regular dissemination of public information materials including acting as point of contact for communication affairs (e.g. public web content management) and for the dissemination of OSCE periodical(s);
  • Co-ordinating the selection and description of documents featured in a list offered to subscribers; monitoring and performing quality checks in the production of CDs and web postings for subscribers; ensuring timely completion (mailing database; depositary libraries; subscriber, derived evaluations and plans for cost reductions);
  • Performing other related duties as assigned, such as selecting, training and supervising several interns each year.
Necessary Qualifications
  • Completed secondary education; supplementary certification in records management, archival science, library science, or a related field is an asset;
  • A minimum of eight years of directly related experience, including several years of supervisory experience; experience working with international or inter-governmental organization is an asset;
  • Professional fluency in English, including excellent written and oral communication skills; knowledge of the Czech language or of any OSCE working languages is an asset;
  • Knowledge of records management and/or archive and document control practices;
  • Public speaking skills is an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Ability to organize and manage a large number or activities and services;
  • 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, subject to social security deduction, is CZK 25,121 (12 times a year). OSCE salaries are exempt from taxation in the Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
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 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.
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 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.
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.