Call for Applications EMSA/AST/2015/09 (Agency�s Temporary Staff)
Post:EMSA/AST/2015/09 - Document Management Officer
Directorate/Unit:Unit A.1 - Human Resources
Type of post:Temporary agent post
Grade :AST4
Location:Lisbon

Closing date for applications:11 September 2015

The selection of candidates will follow the EMSA Staff Recruitment Procedure. Candidates must apply for this post via the EMSA website http://www.emsa.europa.eu - vacancies. Please note that to make an EMSA on-line application you will need to create your EMSA profile using a valid e-mail address and a password.

1. Background

The European Maritime Safety Agency was established for the purpose of ensuring a high, uniform and effective level of maritime safety, maritime security as well as prevention of and response to pollution by ships within the EU.
The idea of a European Maritime Safety Agency (EMSA) originated in the late 1990s along with a number of other important European maritime safety initiatives. EMSA was set up as the regulatory agency that would provide a major source of support to the Commission and the Member States in the field of maritime safety and prevention of pollution from ships.
The European Parliament and Council Regulation (EC) No 1406/2002, as amended, provides the legal basis for the establishment of the European Maritime Safety Agency (EMSA).

2. Tasks of the Agency

The Agency provides technical, operational and scientific assistance to the European Commission and Member States in the fields of maritime safety, maritime security, prevention of, and response to, pollution caused by ships as well as response to marine pollution caused by oil and gas installations.
The Agency also contributes to the overall efficiency of maritime traffic and maritime transport.

 

3. Unit A.1 - Human Resources

Unit A.1 is responsible for the development and implementation of sound human resources management and personnel policies and procedures throughout EMSA, as well as implementation of the Protocol on Privileges and Immunities. Advice to management on these matters. Support for EMSA events.
 
A.1.1 HUMAN RESOURCESImplementation of the Staff Regulations and the Conditions of Employment of Other Servants. Development, implementation and support of staff policy in the areas of: recruitment, administration of current staff, remuneration and staff welfare.

A.1.2 STAFF DEVELOPMENT & INTERNAL SUPPORTIn charge of the implementation of EMSA Staff Development Policy as well as an accurate application of rights and obligations under the Protocol on Privileges and Immunities (Seat Agreement). In addition, the sector is responsible for the revision and further development of the document management and archiving policy in the Agency.

A.1.3 EVENTS & MISSIONS SUPPORTTechnical and logistical support to events organised by EMSA and reimbursement of participants. Organisation of missions and payments of all missions related costs.

4. Functions and Duties

The Document Management Officer, under the responsibility of the Head of the Human Resources and Internal Support Unit, will be responsible for the following tasks:
  • Contributing to the implementation, maintenance and improvement of the Agency�s document management policy;
  • Assisting in elaborating the required implementing rules and procedures concerning registration, filing, archiving and retention of documents and files;
  • Ensuring access to records (both in paper and electronic format) concerning the activities of the Agency, taking into account the relevant provisions concerning security and data protection;
  • Contributing to the implementation of the policies and rules in place concerning all aspects of document management in liaison with the network of Assistants to the Heads of Unit and the Heads of Department at Department and Unit level across the Agency;
  • Monitoring that the electronic system used for document management complies with the Document Management Policy in place and documents are encoded in accordance with the Agency�s Filing Plan;
  • Assisting, in cooperation with the facilities and logistics team, in procuring, organising and maintaining the appropriate in-house facilities to serve as archives;
  • In cooperation with the facilities and logistics team, securing physical integrity, protection, conservation, appraisal and transfer of documents, records and files with a view to their permanent disposal or retention and to opening them to the public in accordance with the existing regulations;
  • Providing training sessions and maintaining EMSA's intranet section on document management and archiving up to date;
  • Monitoring and reporting on the progress and fulfilment of the Agency's objectives related to document management, both to staff and management;
  • Assisting in the closing and management of the legacy files (pre-2016).

5. Eligibility and Selection Criteria

A. ELIGIBILITY CRITERIAQualifications and experience required:
A.1 Education:
  • A level of secondary education attested by a diploma giving access to post-secondary education, or
  • A level of post secondary education of an official duration of three years attested by a diploma.
A.2 Experience:
  • At least twelve years of proven professional experience acquired after the award of the diploma for a level of secondary education giving access to post-secondary education.
  • At least nine years of proven professional experience acquired after the award of the diploma when the normal duration of studies is three years. When the official duration of the post-secondary studies is less than three years, the difference in time is to be compensated by additional professional experience after the award of the diploma.
A.3. Language skills
The main working language in the field of maritime safety is English. Candidates must therefore have a very good command of oral English as well as in writing with a satisfactory knowledge of at least one other official language of the European Union to the extent necessary for the performance of the above mentioned duties.
B. SELECTION CRITERIAB.1. Essential:
  • At least five years of relevant professional experience related to the functions and duties;
  • Good knowledge of archiving techniques and procedures: manual and electronic management of records, files and documents; organizational structures of national archival systems;
  • Good knowledge of document management techniques: record management systems; personal data protection rules; documentary resources of the EU; document workflow management;
  • Capacity to analyse and structure information;
  • Ability to work in a proactive and autonomous way;
  • Capacity to deliver results in a structured way;
  • Ability to work independently and in a team;
  • Eye for detail and accuracy.
B.2 Advantageous:
  • Knowledge of E-Domec, ARES and other similar policies and tools;
  • A qualification in archiving and/or document management.
The advantageous criteria will be considered by the Selection Board depending on the number of applicants meeting the essential criteria.
Applicants must meet the required eligibility criteria concerning the required educational qualifications and years of experience, as well as the essential criteria by the deadline for this call for applications.

6. General Conditions

In order to be eligible the candidate must:
  • Be a national of one of the Member States of the European Union or of Iceland or Norway;
  • Be entitled to your full rights as a citizen;
  • Have fulfilled the obligations imposed on you by the laws concerning military service;
  • Meet the character requirements for the duties involved and
  • Be physically fit to perform the duties linked to the post.

 

7. Conditions of Employment

The Document Management Officer will be appointed by the Executive Director, upon recommendation of the Chairperson of the Selection Committee.
This vacancy notice concerns a Temporary Agent position, pursuant to Article 2 f) of the Conditions of Employment of other servants of the European Communities.
The initial duration of the contract is three years, with possibility of renewal.
The successful candidate will be recruited in the grade AST 4.
The basic monthly salary, before any deductions or allowances, weighted for Lisbon, at 1 July 2012 for grade AST 4 first step is 3185.30 EUR.
In addition to the basic salary, staff members may be entitled to various allowances, such as an expatriation allowance (16% of basic salary), household allowance, dependent child allowance and education allowance. The salary is subject to a Community tax deducted at source and staff members are exempt of national taxation.
Please note that recruitment is done in the first or second step of the indicated grade, depending on the duration of the acquired professional experience. EMSA offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance. Further information regarding rights and conditions of employment can be found in the following document:
http://ec.europa.eu/civil_service/docs/toc100_en.pdf;
Please note that in line with the Staff Regulations recruited candidates shall be required to demonstrate before their first promotion the ability to work in a third European Community language.
The place of employment is Lisbon, Portugal.
Candidates are advised that if they are offered a post, and accept, they must undergo a compulsory medical examination to establish that they meet the standard of physical fitness necessary to perform the duties involved.

 

8. Submission of Applications

Candidates must submit their application electronically solely via the EMSA website within the deadline. Applications by any other means (hard copy or ordinary e-mail) or submitted after the deadline will not be accepted.
All candidates will receive an acknowledgement of receipt for their application.
EMSA is an equal opportunities employer and encourages applications from all candidates who fulfil the eligibility and selection criteria without any distinction whatsoever on any ground such as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, marital status or other family situation or sexual orientation.
You may apply in any of the official languages of the European Community, but it would be helpful to apply in English in order to facilitate the selection process. However you are requested to state your educational qualifications and positions held in the language of origin.

9. The Selection Process

For each selection process a Selection Committee is nominated. The selection is carried out in two phases:
1. In the first phase all eligible applications will be evaluated by the Selection Committee and scored against the selection criteria. Please note that non-compliance with at least one of the essential selection criteria will result in the exclusion of the candidate from the selection process. Advantageous criteria constitute additional assets and will not result in exclusion, if not fulfilled. The advantageous criteria will be considered by the Selection Committee depending on the number of applicants meeting the essential selection criteria.
On this basis, the Selection Committee will invite to the interview and to the test phase the best qualified candidates (maximum of 10), on condition that they have achieved at least 60% of the highest possible score during the evaluation of applications. Should the case arise that there are various candidates scoring the same number of points in the 10th ranking, the number of candidates to be invited will be increased accordingly to accomodate this.
2. In the second phase, the selected candidates will be invited to pass one or several written tests related to the job profile and to take part in a selection interview.
During this recruitment phase, the selected candidates will be evaluated by the Selection Committee. After the interviews and tests, the Selection Committee will draw up a list of the most suitable candidates to be proposed to the Appointing Authority. Only candidates receiving at least 70% of the maximum points at interview and at the test phase will be included in the list of the most suitable candidates. The Appointing Authority will select the successful candidate and decide whether to also adopt a reserve list. The successful candidates will be informed accordingly.
All candidates will receive an information letter of the outcome of their application.
Please note that a binding commitment can only be made after verification of all conditions and will take the form of a contract signed by the Executive Director.
The reserve list will remain valid for a period of 1 year following its establishment. Therefore candidates whose name will be put on a reserve list could be offered a contract during this period of time. Please note however that inclusion in the reserve list does not guarantee recruitment.
Please note that the selection process may take several months to be completed and that no information will be released during this period. Once a selection process has been completed, its status will be displayed in the e-recruitment.
Please note that once you have created your EMSA profile, any correspondence regarding your application must be sent or received via your EMSA profile.
For any prior enquiry, please refer to the FAQ (Frequently asked questions) section, or send an e-mail to recruitment@emsa.europa.eu

Requests for information and appeal:
An applicant who would like further information, or considers that he/she has grounds for complaint concerning a particular decision may, at any point in the selection procedure, request further information from the Chairperson of the Selection Committee.
For information on how to lodge a complaint and/or an appeal procedure, please consult the �General Information for Recruitment� overview on our website for more information:
http://www.emsa.europa.eu/recruitment-info.html


Terms of Reference

Records Management Specialist, UNDP/IPU Parliamentary Support Programme,

Union Assembly of Myanmar

Location :
Nay Pyi Taw, Myanmar

Application Deadline :
Wednesday, 2 September 2015

Type of Contract :
Consultancy

Daily remuneration:
To be negotiated

Languages Required :
English

Starting Date :
mid-late September 2015 (or as negotiated)

Duration of Initial Contract :
6-8 weeks (may be extended)

Expected Duration of Assignment :
3-4 months (may be extended)

Developing Records Management classification, policies and training

I. Background


The current Constitution of the Republic of the Union of Myanmar (the Constitution) came into force in 2008. Chapter 4 of the Constitution establishes the Union Legislature or Pyidaungsu Hluttaw comprising two Hluttaws that are generally equal in status:


�
the Pyithu Hluttaw (People�s Assembly) formed with representatives elected on the basis of township as well as population. Twenty five percent of Members are Defence Services nominated by the Commander-in-Chief of the Defence Services. Section 109 provides that the Pyithu Hluttaw will have a maximum of 440 representatives with not more than 330 elected representatives and 110 nominated military Members.

�
the Amyotha Hluttaw (Nationalities Assembly) formed with 12 representatives from each of 7 Regions and 7 States and 1 representative from each Self-Administered Division or Self-Administered Zone. Another 25% of Members are Defence Services Personnel nominated by the Commander-in-Chief of the Defence Services. Section 141 provides that the Amyotha Hluttaw will have a maximum of 224 representatives with 168 elected representatives and 56 nominated military Members.

The term of the Union Hluttaw is 5 years from the day of the first session of the Pyithu Hluttaw. The current term expires in late 2015 with the election announced for November 2015.

Background to the Parliamentary Support Programme

Discussions in 2012 with the Myanmar parliamentary leadership, a cross-section of MPs, key staff and a range of other stakeholders identified a number of common priority areas of support for the parliament. As an interim before the UNDP/IPU Parliamentary Support Programme was in place, the IPU began in late 2012 implementation of activities in support of the gradual establishment of the Library, Research and Information Services (LRIS) for the Union Assembly and considered a priority by the parliament. This work was done in close coordination with the UNDP Country Office. By mid-2013 a 3-year 2

UNDP-IPU parliamentary support project had been agreed, based on a further detailed assessment missions and discussions with senior political leaders of the Union Assembly. The project is a long-term, multi-faceted approach to capacity building that provides development support to Parliamentarians, the Parliamentary Administration, and the institution.

Programme Activities in 2015

The Programme recently supported the Parliament in developing a strategic plan
1. The Strategic Plan acknowledges the importance of implementing a strategic approach to building and strengthening the institution; provides a 'Vision' of where the Union Hluttaw wants to be in the future; defines its purpose or 'Mission' as well as establishing a roadmap of objectives and priorities. It is based on an assessment of current needs, future ambitions and anticipated challenges.

1
Appendix 1. Myanmar Hluttaw Strategic Plan 2014-2018

2
Hluttaw Records Management Handbook

The plan is an expression of the intention to achieve certain results. Success will require commitment, effective leadership, management, teamwork, networking and, cooperation between the two Houses and three secretariats. In addition it will require the preparation of detailed and clear implementation and action plans supported by adequate human and operational resources

The
Strategic Objectives are:

Objective 1: Improved effectiveness of the Plenary and Committees

Objective 2: Improved capacity of Members to undertake their duties

Objective 3: Increased capacity of staff and support services

Objective 4: Improved Communication and Collaboration

The agreed Annual Work Plan of the UNDP/IPU Parliamentary Support Programme uses the framework of the Hluttaw�s Strategic Objectives. Key areas of work for 2015 are the ongoing development of the Learning Centre, development of ICT infrastructure and an accompanying programme to ensure the Hluttaw is prepared to make good use of the improved ICT functionality; support to Committees, ongoing development of Research Services and support to the Hluttaw Secretariat in their preparation for the post election period, including improving the Members Handbook. .

The UNDP/IPU Parliamentary Support Programme includes work in the areas of:


�
Development of Committee support

�
Development of the Learning Centre

�
Development of ICT infrastructure

�
Information Management activities to improve the management of parliamentary documentation

�
Activities to progress transition to a digital Parliament

�
Support to improve the Members Handbook to provide a key knowledge product for use in training new MPs and staff during the transition between Parliaments in late 2015

�
Support to improve management of Human Resources

II. Activity�s Description and Justification


The Myanmar Parliament has a strategic objective to transform to a digital Parliament. Projects are underway to develop the ICT infrastructure, to train staff and ICT specialists to use computers in their work and to develop the online tools and applications that support the work of the Parliament. The Records management work stream is a support activity to the transformation to a digital Parliament that will ensure that Hluttaw staff know how to manage the documents that they use in their work electronically.

In November 2014 as one of the outcomes of a improving parliamentary documentation mission in July 2014, the UNDP/IPU Parliamentary Support Programme prepared a Records Management Handbook
2 for the Hluttaw based on the Myanmar Civil Service Handbook Chapter 5. The Records Management Handbook was well received by the Administration senior managers, and has been adopted by the Hluttaw Offices. 3

The current state of records management in the Hluttaw is that there are well understood processes for moving print documents around the organisation. When it comes to storing the records, the processes do not create enough discernment between important and unimportant documents. The storage provided for records is usually cupboards in the offices who created the records. The processes for transferring important records to a Records Management team for long term storage are not well established. There are no filing classifications in place, nor are there any Retention and Disposal schedules that define what should be kept and what should be discarded.

The Hluttaw with support from the project has begun to address the identification of processes for handling electronic documents, including naming conventions, version numbering and retention and the reasons for records management. A simple Records Management Manual has been developed, with a training course developed and local trainers piloting delivery in Myanmar language to their Hluttaw colleagues. This mission is to advance progress in Records Management and its contribution to the transformation to a digital Parliament by developing and adopting a Hluttaw file classification system, training the records management specialists, and rolling out training courses in using the file classification system to appropriately file and store the documents of the Hluttaw. Further support and training will also be needed in the earlier records management processes of file naming conventions, and version control.


III. Tasks


The tasks that are required over the next 1-2 missions focused upon the file classification scheme are:

1. Develop a Hluttaw file classification scheme, consult about it with Hluttaw management, see it through the approval process and develop documentation to support its use.

2. Work with the Records Management Specialists across all three Houses to build their capacity to use the Hluttaw file classification system to file high value electronic and paper documents.

3. Develop a training course to teach Hluttaw staff how to use the file management system to store both printed and electronic documents.

4. Finalise the courses based on consultation with relevant records management managers in Myanmar (3 days in Myanmar) and the Learning Centre teaching specialists. The section of the Records Management Handbook on using the file classification system will be available in Myanmar.

5. Deliver a training course to the Records Management specialists. In the afternoons spend coaching and mentoring time with the teams helping to turn the theoretical knowledge into practice. -

6. Deliver the Records Management training courses

7. Modify the courses, if required, from the feedback from the Learning Centre teaching specialists, the participants and Hluttaw managers. Translate all materials into Myanmar. Prepare resources in Myanmar language

8. Train a minimum of 3 trainers from each Hluttaw to deliver the Records Management course for users �

9. Hand the course for users over to the Learning Centre for ongoing delivery, report writing, report back meeting to Hluttaw ICT/IM Steering Committee


10.
Pending time required for modification o the training course, develop some standard templates for letters and emails and include those in the training.

Further stages of progress in Records Management may be developed once this work is completed and depending upon progress and may be included within this contract.


IV. Deliverables/Timeframe



A draft timetable for the missions should be included in the proposals. It is intended to have a consultant begin the work in Myanmar in mid-September 2015.


V. Experts

One International expert
will be mobilized by the IPU to undertake the drafting and delivery of the courses.

One National expert
will be mobilized by the IPU to provide liaison with the Hluttaw offices, interpretation and translation of materials.4

One dedicated
staff member from the Hluttaw office to work as a member of the project team, either from the Records Management team or an information specialist from the Pyidaungsu Hluttaw Office.

VI. Proposal requirements


Your proposal should address what experience you have to match the required competencies listed below and what other skills you have that is relevant to this assignment. The required competencies are.


�
Working in a Parliament or in parliamentary development at a management level

�
Writing clear, easy to understand training materials

�
Training adults

�
Producing outputs to deadlines

�
Experience in working through interpreters

�
A knowledge of the Myanmar Parliament would be helpful

Your proposal should also describe your previous experience in assignments of this kind, preferably within the last three years. Please describe how you would implement the assignment and what interventions you think are necessary. Please provide at least two references, with names and telephone numbers who may be contacted to provide testimonials. Please state your expectations of a daily rate and any limitations on your availability within the timeframe of this project.

Proposals should be sent to:

e-mail: dg@ipu.org

or mailed to:

IPU Secretariat,

Inter-Parliamentary Union

Chemin du Pommier, 5

Case postale 330 CH-1218 Grand-Saconnex,

Geneva Switzerland

Tel: +4122 919 41 26

Fax: +4122 919 41 60

Proposals should be received on or before
4th September 2015.

IT Technical Expert (OpenText Content Server/Archive Server)


Reference: 2015-177-EXT
Closing Date for Applications: Mon, 7 Sep 2015
Functional area: Information Systems
Function:The Directorate General Information Systems (DG/IS) provides, operates and supports the IT infrastructure and applications required by the European Central Bank (ECB) and the European System of Central Banks (ESCB). Within DG/IS, the Enterprise Systems Division (ENS) is responsible for the portfolio of enterprise systems across the ECB, including its:
  • enterprise resource planning (ERP) systems, which largely focus on SAP,
  • enterprise content management (ECM) systems, which largely focus on the OpenText Content Server and Archive Server platform, and
  • the Data Intelligent Services Centre (DISC).
ENS manages IT-related ECB and ESCB tasks and projects belonging to the portfolio, while providing maintenance and functional support for the applications within the portfolio.
The successful applicant will be entrusted with the following main tasks:
  • close liaison with internal customers regarding the design of solutions in order to meet requirements and the suggestion of potential alternatives, taking account of standardisation considerations and the total cost of ownership;
  • integration of applications services based on the OpenText Content Server and Archive Server platform, from technical design, specification, evaluation and selection of new solutions to integration, testing, maintenance and documentation;
  • contributing to the service strategy for the ECB�s ECM systems;
  • delivering presentations and leading workshops on technical project activities aimed at a variety of stakeholders (of different hierarchical levels and technical understanding);
  • technical lead for longer-term OpenText platform projects and releases, such as upgrades of the core applications (Content Server, Archive Server) and underlying infrastructure (e.g. database servers, storage, operating system);
  • participation in dynamic short-term teams for maintenance activities, such as those required to support changes to infrastructure components, patching the core application, integrating the application with other services in the role of technical lead on the OpenText applications and/or activity coordinator;
  • drafting and maintaining accurate and up-to-date technical documentation relating to the OpenText products used by the bank and associated modules and component applications, such as technical specifications, operational manuals and release/change management documentation;
  • cooperation with the teams responsible for the daily operations of the productive systems in the service transition phase, supporting the hand-over to operations, and, later on, in the role of third-line support for issues.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • preferably a master�s degree in computer science, business engineering or another field relevant to IT, or a bachelor�s degree combined with relevant professional qualifications, and four years of relevant experience in the development of document management solutions using OpenText Archive Server/Content Server solution architecture;
  • expert knowledge of OpenText LiveLink/Content Server, Archive Server and Enterprise Connect;
  • proven experience in the installation, setting-up, customisation, maintenance and integration of OpenText solutions in complex enterprise system architectures;
  • knowledge of the design, development and management of workflows and LiveReports;
  • sound knowledge of the use of server operating systems (Windows 2008 or later versions), databases (Oracle 11), web applications (Tomcat/Apache and IIS), authentication services (Active Directory, Oracle IAM, Radius);
  • knowledge of software development best practices and methodologies as well as of test support and test automation tools;
  • experience in developing architectural solution designs, handling all relevant technical aspects, such as dimensioning, performance, integration/development frameworks, security, backup, restore and high availability, would be an asset.
The following competencies would also be an asset:
  • expert knowledge of the internal components and modules of Content Server 10/10.5 and related software, including eLink, AdLib eXpress, Archive Server API, Document Pipelines and Enterprise Scan;
  • expert knowledge of the Content Server-based modules/solutions content life cycle management, extended collaboration and knowledge management, as well as of advanced workflows, security clearance, monitoring agent software and web services;
  • experience of SAP-related OpenText products/modules (document archiving for SAP solutions/DocuLink for SAP solutions, employee information management for SAP solutions);
  • a sound knowledge of OpenText mobility solutions;
  • experience of document capture solutions for mailroom automation (scanning, classification, OCR);
  • experience of the HP Application Lifecycle Management suite;
  • hands-on programming experience using generic object-oriented languages such as Java or C# and repository management tools such as git, CVS or others;
  • knowledge of OScript programming;
  • hands-on experience of SQL database development and tuning using Oracle.
  • experience in a lead role (technical lead) in a project implementing a content management solution;
  • an advanced-level command of English with proven drafting ability;
  • a good knowledge of at least one other official language of the EU;
  • a good knowledge of MS Office, in particular Word, Excel, PowerPoint and Access;
  • a good knowledge of MS Project and MS Visio;
  • ideally, knowledge of test tools like HP ALM, as well as test automation;
  • ideally, knowledge of IT service management processes and best practices (such as ITIL), particularly in the areas of problem management, release management and capacity management;
  • knowledge of ISO 9001 project quality management standards would be an asset.

Competencies:The successful candidate will have the following behavioural competencies:
  • is able to create a theoretical framework that helps in the deployment of practical solutions and to identify connections and relationships between concepts and events;
  • communicates ideas in an effective manner and ensures mutual comprehension;
  • understands who his/her clients are and what their expectations are, making improvements to services on the basis of feedback and establishing methods for improving quality in a timely manner;
  • manages his/her own workload independently, supporting team members without assuming responsibility for their work, sharing information and supporting team members in the achievement of common goals;
  • establishes and maintains cooperative relationships with staff and management at all levels, both inside and outside the organisation, finding common ground/areas of agreement and adopting win-win solutions;
  • pursues projects with energy and drive, seeing resistance and setbacks as inevitable obstacles that need to be overcome;
  • takes the initiative in improving policies, processes, products and decisions;
  • empowers himself/herself in order to manage situations of high workload by taking responsibility for his/her own actions, while having a number of well-established ways of defusing tension;
  • uses rigorous logic and comprehensive processes in order to solve difficult and challenging problems and deliver results, even within tight time frames.

Further Information:Three-year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs.
For releases and planned maintenance activities, as well as for enabling the division to maintain its business continuity capability, the successful applicant will occasionally be expected to perform work during non-standard working hours and to work at the ECB�s standby sites.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from female candidates.
The division is willing to discuss part-time arrangements.
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, a written exercise, a presentation and interviews.

Applications are accepted from nationals of 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.

This position has been allocated to salary band: F/G
Job #151611
  • IT  Analyst, Information Management Services (Appraisal Archivist)
  • Information Management and Technology
  •    Professional & Technical
  • GE
  • Washington, DC
  • Local Hire
  • English [Essential]
  • 17-Aug-2015

    • Background/General description:


    Information and Technology Solutions � Knowledge and Information (ITSKI) provides information services to World Bank Group staff and the public. The services are provided by three units: the World Bank Group Library, the World Bank Group Archives and the Internal Documents Unit as well as the Open Information Program.  This position is in the appraisal team of the World Bank Group Archives.
    The World Bank Group Archives provides Bank Group staff and the global community with access to relevant information and services to: foster knowledge, transparency, and accountability; and reflect history to enable effective delivery of development solutions. The Archives is responsible for: AMS 10.11 on Records Management (including advisory services, policy compliance outreach and training, appraisal / retention schedule, and requirements for systems); off-site records center services in Boyers, Pennsylvania; implementation of The World Bank Policy on Access to Information; creating knowledge products that promote the history of the World Bank Group and the archival holdings; and the preservation and intellectual control required to maintain access to archival records according to international standards.
    Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

    Duties and Accountabilities:

    � Facilitate delivery of core services and functions as part of the Archives� appraisal team including, but not limited to: writing and revising records retention and disposition schedules based on strong functional analysis; analyzing business processes and document workflows; conducting appraisal interviews and on-site visits; analyzing and appraising business functions to determine the value of records; and providing guidance to clients on identifying and applying relevant disposal authorities to their records.
    � Apply corporate retention and disposition authorities to electronic record keeping systems using macro-appraisal principles.
    � Manage workflow for records manager and compliance roles in WBG electronic records management system, including privileged deletion and legal holds.
    � Manage notification process for destruction of electronic records notifications.
    � Provide end user support on records management functionality in WBG business systems.
    � Participate in database decommissioning projects, which includes reviewing and appraising electronic content to determine final disposition of records.
    � Collaborate with information technology teams on decisions pertaining to integrating business solutions with the Bank�s approved electronic records management system versus building retention and disposition requirements into systems that are not designed as records management systems.
    � Implement records retention and disposition schedules for WBG records and work with appraisal team to identify disposition data remediation or corrections at the end of the records� lifecycle.
    � Implement storage, protection and preservation plans by describing, classifying, developing and assigning metadata for complex electronic and analog information resources following guidelines.
    � Contribute to the formulation and implementation of policies, standards, guidelines, and procedures pertaining to information management, services and governance.
    � Provide input to the development of quality control standards, metadata and cataloging rules for a variety of electronic systems.
    � As an integral part of the Archives team, be an active participant in Archives� day to day projects, responsibilities and deliverables.
    � Mentor, motivate and provide direction, guidance and training to junior team members in carrying out the defined work program.
    � Monitor creation, organization and use of information resources and assesses compliance with information management related policies, including information classification, standards and objectives to identify emerging issues and potential improvements.
    � Design, develop and deliver training and learning activities on information management systems so that clients can effectively use resources to stay in compliance.

    Selection criteria:

    � MA/MS in Library and Archives, Information Science or related field, plus minimum 2 years of relevant experience; or BA/BS Degree in Library and Archives plus 4 year experience in an institutional archives is a minimum requirement.
    � Experience in both Archives and Information Management which should reflect increasing responsibility and experience with corporate recordkeeping, archives/information centers and/or content management.
    � Knowledge and understanding of typical archives business processes and archives information systems; knowledge of TRIM Context, Documentum or open source archives software a plus;
    � Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and functional analysis;
    � Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance.
    � Proven ability to develop and maintain good working relationships with staff at different levels across the unit; evidence of leadership effectiveness.
    � Superior writing skills in English a must; proven ability to write concise and accurate reports, and good public outreach skills a must.
    � Sound theoretical and/or applied knowledge of archives database and information management systems.
    � Ability to make judgments on the archival value of the variety of documents and business records of the organization.
    � Knowledge of and experience with standards and best practices for records management.  Familiarity with records and document management software systems. Knowledge of inactive records storage facility/ technology and systems.  Familiarity with electronic records retention to manage data lifecycle. Familiarity with digital preservation.
    � Demonstrated interest in and understanding of the Bank Group�s work and objectives.  External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group.



    Archivist, P3
    INFORMATION MANAGEMENT OFFICER
    International Residual Mechanism for Criminal Tribunals
    THE HAGUE
    28 July 2015-27 August 2015
    15-IMA-RMT-45797-R-THE HAGUE (R)
    United Nations Core Values: Integrity, Professionalism, Respect for Diversity
     
     
    Special Notice
    The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.

    Salaries- Professional and Higher Categories:
    Please follow the following link for more information.
    https://careers.un.org/lbw/home.aspx?viewtype=SAL
    Org. Setting and Reporting
    The position of Archivist is located in the Mechanism Archives and Records Section, Registry, The Hague Branch. Under the supervision of the Chief Archivist, the incumbent will be part of the team responsible for the management of the records of the Mechanism for International Criminal Tribunals (�Mechanism�) and the archives of the International Criminal Tribunal for Rwanda (�ICTR�) and International Criminal Tribunal for the former Yugoslavia (�ICTY�).
    Responsibilities
    � Contribute to the development of strategies, policies and procedures for the management of Mechanism records. Implement strategies, policies and procedures, in collaboration with the other Archivists.
    o Advise Mechanism officials and staff on recordkeeping issues and practices.
    o Plan, organise, monitor and evaluate recordkeeping improvement projects, contributing to feasibility studies, analysis, design, development and implementation and assisting with recruitment / procurement of specialist skills or materials.
    o Plan, organise, monitor and evaluate the development and delivery of recordkeeping training programmes for Mechanism staff.

    � Contribute to the development and implementation of strategies, policies and procedures for the management of the archives of the ICTR and ICTY and the provision of access to them. Implement strategies, policies and procedures, in collaboration with the other Archivists and the Associate Research Officer.
    o Plan, organise, lead, monitor and evaluate work on acquisition, accessioning, arrangement and description, storage, preservation and conservation of archives.
    o Plan, organise, lead, monitor and evaluate work on preparation and dissemination of finding aids for archives.
    o Research, analyse and evaluate new systems or tools for the management of archives, and make recommendations for their deployment.
    o Advise on and recommend measures to enhance the accessibility of archives.
    o Advise on the determination of requests for access to archives. If access is approved, provide access, and information and assistance to requesters, in collaboration with the Associate Research Officer.
    o Assist in advocacy and outreach programmes. Conduct research and prepare presentation and publicity material.

    � Contribute to the management of the Section�s records repositories.
    o Ensure that repositories are maintained and managed in accordance with required standards.
    o Manage the transfer of records and archives from client offices to the Section�s repositories.
    o Manage the deaccessioning and disposition of records and archives, in accordance with established policies or instructions from client offices.

    � Participate in the implementation of the Mechanism�s information security and access regime. Liaise with client offices regarding information security classification, and implement decisions on classification / declassification, in collaboration with the relevant Legal Officer and Associate Research Officer.

    � Contribute to the development and implementation of the Section�s plans for disaster preparedness, response and recovery.

    � Supervise, guide and train support staff. Supervise the work of contractors and consultants.

    � Contribute to the continuous improvement of the Section�s operations and services by: keeping abreast of professional developments; supporting audits of the Section�s work; participating in internal reviews of the Section�s work, recommending improvements and implementing approved initiatives.

    � Assist the Chief Archivist / Deputy Chief Archivist in planning, budgeting, procurement, finance, human resources or facilities management, as required.

    � Perform other duties, as required.
    Competencies
    � Professionalism � Demonstrable knowledge of recordkeeping theory and practice, and of established standards in records management and archives management. Ability to advise on recordkeeping based on analysis of organisational objectives. Demonstrable conceptual, analytical and evaluative skills. Ability to conduct research and analysis, and formulate and present recommendations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 the audience; demonstrates openness in sharing information and keeping people informed.

    � Teamwork � Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

    � Managing Performance � Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

    � Judgement / Decision-making � Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organisation; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
    Education
    Advanced university degree in archival science, records management, information management or related field. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.
    Work Experience
    Minimum of five years of progressively responsible experience in archives management, records management or information management. Experience of managing physical records in a variety of media and formats, including artefacts, is required. Experience of strict information security regimes is highly desirable. Experience with international tribunals or national courts is desirable. Experience in project management is an asset.
    Languages
    English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Working knowledge of French is desirable.
    Assessment Method
    There may be a technical test and / or 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 PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
    Senior Archives Assistant


    Project Title:


    Inventory and assessment of UNHCR Archives of the Balkans Crisis, 1991-

    1995


    Organisation:


    UNHCR

    Job Title


    : Senior Archives Assistant

    Duty Station


    : Geneva

    Duration


    : 21 September 2015 to 18 December 2015

    Contract Type:


    Temporary Contractor

    Closing date: 24 August 2015

    Background Information:



    UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia,

    Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the

    Balkans wars of 1991 to 1995. The collection is globally and historically unique in its scope and

    content � UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much

    of the humanitarian response that was so badly needed during this time. Until now, this archives

    collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project

    aiming to declassify this information for public view, whilst securing the integrity of the records for longterm

    preservation.

    Records and Archives Section is seeking to engage two contractors at G5 level with training and

    experience in archival description projects to participate in inventory of the files and the assessment of

    the collection�s condition.


    Organizational context:



    Established in 1996, UNHCR Archives includes material that predates the creation of the organization

    in 1951, documenting more than half a century of field operations around the world, as well as material

    from our headquarters.

    The Senior Archives Assistant will be working in a team under the supervision of the reference

    archivist.


    Duties and Responsibilities:

    Accountability


    (key results that will be achieved)

    UNHCR collection of files of the Balkans wars (1991-1995) is inventoried and assessed according to

    archival standards.


    Responsibility



    Under the supervision of the Reference Archivist the contractor will participate in the inventory and

    assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR

    Archives.

    Essential Minimum Qualifications and Professional Experience Required:



    The project requires contractors who have specific expert skills and fulfil specific criteria, namely:


    ?

    The incumbent has finalized or be enrolled in an Archives and Records Management training

    program, or equivalent.


    ?

    The incumbent has participated in archival description projects

    Language



    ?

    Fluency in English (required).

    Essential Competencies:



    ?

    Available on the dates specified in the offer

    ?

    Understands and have practical experience in archival description project

    Required and Desirable Competencies:

    General



    ?

    Works well in a team and has a strong work ethic: strives to deliver high-quality, error-free

    deliverables and communicates well in a multicultural environment.


    ?

    Attention to detail

    ?

    Analytical thinking

    Location:



    The contractor will work in the UNHCR Records and Archives Section in UNHCR HQ in Geneva,

    under the direct supervision of the Reference Archivist.


    To Apply:



    Int

    erested applicants should submit their letter of motivation and Personal History Form (P11), to

    Archives@unhcr.org


    .

    P11 forms are available on

    www.unhcr.org/recruit/p11new.doc

    The deadline for applications is 24 August 2015