| Job Title |  | Documents and Records Management Assistant |
| Organization Name | | Office for Democratic Institutions and Human Rights (ODIHR), Common Services Department |
| Location | | Warsaw |
| Grade | | G4 |
| Closing Date of application | | 10-09-2015 |
| No. of Posts | | 1 |
| Background | | |
| This position is temporary to cover for extended maternity leave. The incumbent is expected to start as soon as possible and to stay until mid September 2016. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The position is located in the Documents and Records Management Unit responsible for ensuring efficient and cost-effective documents and records management, including timely and accurate distribution of incoming and outgoing correspondence. | ||
| Required competencies | | |
Core values
Core competencies
Managerial competencies (for positions with managerial responsibilities)
| ||
| Tasks and Responsibilities | | |
| Under the direct supervision of the Associate Documents and Records Management (DRM) Officer, the incumbent acts as a focal point in the ODIHR for documents and records management. Specifically, the incumbent will perform the following duties: � Responsible for registration, distribution and dispatch of all official incoming and outgoing correspondence; � Reviews documents for content and defines their initial distribution based on the ODIHR Correspondence Policy; � Assists in identification of documents for retention and for destruction; � Assists in implementation of office-wide standards and policies for the distribution and storage of records; � Prepares and maintains inventories, lists and other documentation for ODIHR�s DRM Unit; � Participates in implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna; � Provides guidance on documents/correspondence distribution to the staff; � Provides limited training to ODIHR staff on documents/correspondence distribution and usage of the Correspondence Database and DocIn; � Provides assistance / back-up with document distribution at the ODIHR conferences and their post-event processing whenever necessary. | ||
| Necessary Qualifications | | |
| � Completed secondary education; � Additional training in records or documents management, information classification and retrieval, or similar, is strongly desirable; � A certification from a recognized professional association in records and information management will be considered an advantage; � At least three years of clerical/secretarial/administrative/documents management experience; � Knowledge of modern office procedures, ability to operate modern office equipment and master office routines; � Ability to work independently and in a team; � Familiarity with a wide range of issues related to the work of international organizations and the human dimension; � Accuracy and attention to detail in keeping data bases and the filing system; � Ability to be discreet and retain confidentiality; � The incumbent must be computer literate and have the ability to operate word processing equipment, to use spreadsheet applications and to maintain simple data bases; � Excellent command of English and Polish, some knowledge of Russian is essential; knowledge of other OSCE languages desirable; � Ability to work with people of different nationalities, religions and cultural backgrounds; � Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities. | ||
| Remuneration Package | | |
| Monthly remuneration, subject to social security deductions, is approximately PLN 5,800. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. 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 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. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred. |
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Vacancy No: E-VN-2015-002164 Duty Station: New York Country: United States of America Region: NY HQ | Job Level: P-5 Position#: 00094614 Application Close: 07-Sep-15 Contract Type: Long-term Staff (FT) |
Purpose of the Position
Under the guidance of the Comptroller, the incumbent of this post will develop and implement an Enterprise Content Management (ECM) system for UNICEF. To achieve this, the incumbent will work through an inter-office ECM Project Board with members from various HQ divisions (DRP, ITSS, DOC, DFAM. PD, PFP, DHR, OIAI, EMOPS, Ethics Office) and regional offices. The project will build on existing UNICEF software investments in SharePoint and related technologies.
Key Expected Results
1. Determine detailed business requirements for all major components of the ECM projects: document management, record and archive management, intranet content management, search functionality, and others that may be determined to be necessary. Manage, monitor and report on the project plan to all concerned stakeholders. Maintain linkages with other closely related activities, such as Knowledge Exchange, HR Records Management etc.
2. Create and/or oversee creation of all necessary policies, taxonomies and governance mechanisms in relation to ECM and in coordination and consultation with the UNICEF regulatory framework Coordinator.
3. Oversee implementation of ECM software platforms and business process changes.
4. Develop and oversee change management, training and communication activities related to new ECM business processes and work cultures.
5. Develop plan for maintenance and updating of ECM instruments, software platforms, business processes and support.
2. Create and/or oversee creation of all necessary policies, taxonomies and governance mechanisms in relation to ECM and in coordination and consultation with the UNICEF regulatory framework Coordinator.
3. Oversee implementation of ECM software platforms and business process changes.
4. Develop and oversee change management, training and communication activities related to new ECM business processes and work cultures.
5. Develop plan for maintenance and updating of ECM instruments, software platforms, business processes and support.
Qualifications of Successful Candidate
- An advanced university degree (Master's) in Records and Information Management, Library Sciences, Business or Public Administration, or directly-related technical field(s) is required.
- A minimum of ten (10) years of relevant experience in Enterprise Content Management and related change management activities is required.
- A valid professional certification(s) in Enterprise Content Management, Electronic Records Management, Customer Relationship Management and/or Taxonomy, is considered desirable.
- Previous hand on experience in project management is required.
- A valid professional certification(s) in Project Management (i.e. PMP) is considered an asset.
- Previous hands on experience in a supervisory/managerial capacity is required.
- Prior work experience in knowledge/information management is required.
- Previous hands on experience in user-centred design is highly desirable.
- Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
- A minimum of ten (10) years of relevant experience in Enterprise Content Management and related change management activities is required.
- A valid professional certification(s) in Enterprise Content Management, Electronic Records Management, Customer Relationship Management and/or Taxonomy, is considered desirable.
- Previous hand on experience in project management is required.
- A valid professional certification(s) in Project Management (i.e. PMP) is considered an asset.
- Previous hands on experience in a supervisory/managerial capacity is required.
- Prior work experience in knowledge/information management is required.
- Previous hands on experience in user-centred design is highly desirable.
- Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Competencies of Successful Candidate
- Has highest-level communication skills, including engaging and informative formal public speaking.
- Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
- Creates and encourages a climate of team-working and collaboration in a multi-cultural environment.
- Sets, develops and revises organizational strategy and develops clear visions of the organization's future potential.
- Contributes innovative approaches, insights and ways of designing projects; drives effective change initiatives.
- Quickly builds rapport with individuals and groups. Actively nurtures good relationships with people across all organizational levels and boundaries, and with government leaders and stakeholders.
- Sets clearly defined objectives and plans activities for self, own team or department.
- Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
- Creates and encourages a climate of team-working and collaboration in a multi-cultural environment.
- Sets, develops and revises organizational strategy and develops clear visions of the organization's future potential.
- Contributes innovative approaches, insights and ways of designing projects; drives effective change initiatives.
- Quickly builds rapport with individuals and groups. Actively nurtures good relationships with people across all organizational levels and boundaries, and with government leaders and stakeholders.
- Sets clearly defined objectives and plans activities for self, own team or department.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
Section Head (Archives and Records Management)(P4) - (2015/0303 (001182))
Primary Location
: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting
: 2015-08-12
Closing Date
: 2015-09-22
Duration in Months: 36
Contract Type: Fixed Term - Regular
Organizational Setting
The Department of Management (MT) provides a �platform of services� that serves as a foundation for the successful delivery of the IAEA�s scientific and technical programmes. Its mission statement is as follows: �MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose�. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.
The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.
Main Purpose
Reporting to the Director of General Services, the Section Head is the Archivist of the IAEA and is responsible for the management of Archives and Records Management services, as well as strategy, monitoring and management of Human Resources and other resources assigned to the section. He/She establishes and leads the maintenance of a framework of policies and services that ensure the creation and management of authentic, reliable and usable records capable of supporting IAEA business functions and activities for as long as they are required.
Role
The Section Head is accountable for defining the Archives and Records Management strategy and in doing so: (1) leads and manages, guides and supports the team, and plans the resources in the most efficient and effective manner; (2) provides substantive expertise leveraging the knowledge and experience in the field, (3) advises senior management in matters of strategy, policy and complex cases, and (4) is a change agent, actively mobilising staff and resources to implement changes.
Partnerships
The Section Head establishes and manages relationships with staff in the Division, and at all levels throughout the IAEA by providing strategic advice and expertise, assistance and guidance in areas for which the section is responsible. The Section Head ensures consistency and coordination of efforts in the provision of the highest quality archive and records management services for all departments and for the Offices reporting to the Director General through appropriate liaison and consultations within the IAEA. The Section Head interacts with the representatives of diplomatic missions and maintains extensive coordination and cooperation with counterparts at other UN and international organizations.
Functions / Key Results Expected
- Lead and manage an effective team of professionals and staff, promoting internal and external collaboration, and ensuring through learning opportunities, work assignments and recruitment an effective balance of skills and resources.
- Formulate and manage the strategic plan for the Section;
- Oversee the Section�s work plans, Human Resources requirements, budget and quality management objectives;
- Provide specialist advice on archive and records management matters relating to, inter alia, the documents of the Policy-making Bodies including the IAEA Statute, General Conference documents including decisions, all programme and management related regulations and rules, official publications, and agreements and relationships with Member States and with the host country, the United Nations, cooperating institutions and other international organizations.
- Review and approve archives and records management policies and systems, and ensure the successful implementation of approved policies.
- Supervise the operation of the archives and records management systems.
- Oversee the development of best-practice and standards, as well as innovations in archives and records management and ensure their efficacy and consistent application throughout the organization; promote, and actively pursue cross-cutting collaboration to enable acceptance and integration of related plans and policies, as well as the broader goals and strategies of the Agency.
- Establish and implement procedures related to the functions to be performed with concrete objectives, milestones and performance indicators, and review effectiveness and the focus on priorities in line with the results based framework.
Qualifications, Experience and Skills
- Advanced University degree in the field directly related to archives and reconds management.
- A degree or extended course work in Management and/or Information Sciences is highly desirable.
- Minimum of seven years of relevant professional experience.
- Fully conversant with state of the art digital technology.
- Proven experience in leading the transition to migration to Electronic Records/Documents Management Systems.
- Demonstrated high ethical standards and competencies and support to IAEA values.
- Knowledge of management principles and proven ability to competently lead a multicultural staff and foster an environment promoting excellent performance, integrity, ethical behaviour and innovation.
- Demonstrated ability to effectively and efficiently manage financial, human, information and knowledge resources, including effective teambuilding.
- Demonstrated independent, mature judgment and initiative.
- Proven problem-solving skills.
- Track record of planning and organizational skills, and ability to work under pressure.
- Ability to communicate in a clear manner.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Type of Appointment
Fixed-term, 3 years (subject to a probationary period of 1 year)
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $68294 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27454*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance
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Applications from qualified women and candidates from developing countries are encouraged
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process
Applications from qualified women and candidates from developing countries are encouraged
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process
| Post Level : | P-3 | Closing Date : 20 September 2015 | |||||||||||||||||
| Vacancy Ref : | E-VER/DEB/IMO/F0196/P-3/45/07-15 | ||||||||||||||||||
| Branch : | Declarations Branch | ||||||||||||||||||
| Division : | Verification Division | ||||||||||||||||||
| Date : | 7 August 2015 | ||||||||||||||||||
| This fixed-term appointment is for a duration of three years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled. | |||||||||||||||||||
| Principal Functions | Requirements | ||||||||||||||||||
| Under the general supervision of the Head, Documents Registration and Archiving, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following responsibilities: 1. Control registration and processing of all classified declarations and verification-related documents and their availability either within electronic systems or in hard-copy. � Control the quality of the information service, and of the information (including metadata) held in the information management systems, using available tools and procedures � Analyse requirements, develop, update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets established standards � Responsible for management of documentation arising from the information service, including requests, notifications and other correspondence, and for reporting on results � Ensure maintenance of confidentiality when making classified information available 2. Contribute to the design, implementation and support of Electronic Content Management System (ECM) solutions for the management electronic records. � Research and evaluate enterprise content management systems on the market and advise on systems with information and records management functionalities � Map the user requirements to the implementation of content management solutions to align with organisational information architecture, records management policies and the OPCW Confidentiality regime � Provide end user training to support electronic records management throughout the Verification and Inspectorate Divisions � Develop migration strategies to ensure integrity of records and related metadata over the required lifetime of the records as information systems are upgraded or replaced 3. Manage and maintain good records and archives management practice � Design and carry out professional activities required to improve information management practice, including preparation for move to new, electronic environments or applications. � Design, implement, manage a function-based classification scheme and file plan for records (paper, electronic, audio-visual) in order to ensure physical access to and intellectual control over records � Manage and secure records disposition by applying approved retention schedules to information assets whether digital-born, digitized or in hard-copy. � Maintain and update records retention schedules and other documentation required for management of information. � Research and propose best practice standards for the management of digital records and digital preservation strategies 4. Contributes to the development of quality assurance controls for classified information provided to States Parties � Reviews the declarations, amendments and other incoming correspondence from States Parties and determines which documents have to be provided to other States Parties, in accordance with the provisions of the Convention. � Develops the annual redacted declaration data report and reviews the information to be distributed to State Parties � Briefs new delegates of Member States on the procedure for transferring confidential information between the Secretariat and the Member State. 5. Strategic Planning: � Assist the Head of DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels. � Assist the Head of DRA where required in any corporate-wide initiative related to the management of information, records and archives. � Propose, manage and monitor projects and assist with training and guiding staff in a range of records and information functions. � Stay current in new records management and archival developments. 6. Act as Head of DRA Section whenever required. 7. Performs other duties as required. | Knowledge and Skills | ||||||||||||||||||
| Education (Qualifications): Essential: Advanced University degree in archives, records management or information management or a related field, with preferably a postgraduate specialisation. A relevant first-level university degree preferably in combination with training, and qualifying experience (minimum seven years) may be accepted in lieu of the advance university degree. An equivalent or specialist training together with at least eleven years of relevant professional experience may be taken into consideration in lieu of a university degree. Desirable: Familiarity with Enterprise Content Management solutions used in the management of information, archives and records. Skills and Abilities (key competencies): � Core professional skills related to information and records management; � Strong analytical skills, particularly in the area of business process analysis; � Ability to organise, plan and implement work assignments, as well as manage competing demands; � Problem solving skills, including ability to identify and participate in the resolution of issues/problems; � Appreciation of the need to observe confidentiality in a highly sensitive work area; � Knowledge of statistical methods and tools; � Knowledge of implementing workflow processes and records and document control practices in an enterprise content management (ECM) environment; � Flexibility, Tact, discretion and the ability to work harmoniously in a multi-cultural environment; � Proven communication (verbal and written) skills, including ability to prepare reports; � Advanced computer skills, dealing with both structured and unstructured records; � Commitment to continuous learning. | |||||||||||||||||||
Experience | |||||||||||||||||||
| Essential: At least five years of experience in the field of archives, records and information management preferably in an international or public organisation. Experience in the use of enterprise content management systems for managing records. Desirable: Experience of managing digital records and archives, including implementation and use of Enterprise Content Management systems is desirable. Experience of working in highly confidential environments is desirable. Experience with international or national organisations is desirable. Experience in project management is an asset. | |||||||||||||||||||
Languages | |||||||||||||||||||
| Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable. | |||||||||||||||||||
| Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the August 2015 rate of 32.3%. |
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Job #151611
IT Analyst, Information Management Services (Appraisal Archivist) Information Management and Technology Professional & Technical GE Washington, DC Local Hire English [Essential] 03-Sep-2015
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.
� 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.
� 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.
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.
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.1.2 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:
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5. Eligibility and Selection Criteria
| A. ELIGIBILITY CRITERIAQualifications and experience required: A.1 Education:
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:
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:
|
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:
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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.
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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:
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Development of Committee support
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Development of the Learning Centre
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Development of ICT infrastructure
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Information Management activities to improve the management of parliamentary documentation
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Activities to progress transition to a digital Parliament
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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
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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.
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Working in a Parliament or in parliamentary development at a management level
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Writing clear, easy to understand training materials
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Training adults
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Producing outputs to deadlines
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Experience in working through interpreters
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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.
