Associate Archivist (Records Management)
11662
Copenhagen (HQ), Denmark
Copenhagen (HQ), Denmark
H
P2
Family
 

Eligibility Information
 
 
Operational Context
 
Current Situation
1
UNHCR Records and Archives Section is undertaking a programme to roll out records management globally. The current staff in Records and Archives Section has the capacity to sustain HQ and the Europe Region and the global roll-out needs more resources. Under the supervision of a P4 Senior Archivist the Global Records Management and e-SAFE Support Unit is created in Copenhagen, being responsible for the global roll-out. HQ support will be managed from Geneva.
Desirable Attributes
1
The incumbent is expected to have experience in implementation of electronic records management systems in an international environment and project management. The incumbent also needs sound operational knowledge and experience of office automation. Ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines is also important. The incumbent should be a good communicator with strong interpersonal and negotiation skills. Fluency in English is a requirement and working knowledge of a second UN language is desirable.
Working and Living Conditions
1
 
Security Considerations
1
The incumbent will go on mission to regions which require security clearance.
Additional Factors
1
 
Job Description
Duties and Qualifications
Associate Archivist (Records Management)

ORGANIZATIONAL CONTEXT
The Archives of UNHCR exist to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public.

In order to address the risks related to unmanaged digital records and to be prepared to address the question of medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR document and electronic records management system.

The incumbent is to manage the implementation of a global records management system, which ensures that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization. The incumbent also participates in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent works in close coordination with the Associate Archivist HQ in Geneva and DIST.

FUNCTIONAL STATEMENT
Accountability
UNHCR operation in the Field has a global records management program in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory.

Responsibility
- Develop and update records and archives management guidance material such as guidelines, instructions and procedures.
- Ensure implementation of records and archives management guidance material.
- Develop and update blended training courses for records and archives management for different target groups and coordinate with Global Learning Centre and external partners.
- Facilitate training sessions.
- Manage the global records management programme and e-SAFE roll-out.
- Assist units and offices to organize, manage and share information.
- Analyse business needs, provide advice, define and update file plans and unit profiles.
- Sustain e-SAFE and ensure correct access/permissions and governance.
- Coordinate the maintenance of workspaces and groups.
- Coordinate network of Field Super Focal Points and Focal Points in the regions and facilitate workshops.
- Prepare and participate in Field missions.
- Coordinate and monitor digitization projects.
- Liaise with and coordinate actions with DIST and ICT responsible in regions and offices.
- Participate in the management of e-SAFE related projects with DIST and external parties.

Authority
- Implement procedures and guidelines for records management in HQ.
- Implement recordkeeping systems for offices in HQ.
- Decide on the content and methodology of learning programmes related to records management for HQ.
- Act as functional administrator of UNHCR Enterprise Document and Records Management System e-SAFE.
- Develop and implement records disposition and destruction schedules.
- Authorize records destruction.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- University degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations.
- At least 4 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Of the 4 years, minimum 2 years of experience should be in an international environment in the same functional area directly relevant to the current position.
- Experience with Enterprise Content Management systems with Records Management capacity.
- Sound operational knowledge and experience of office automation and electronic records management.
- Excellent knowledge of English and working knowledge of another UN language.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR
- Proficiency in other UN languages, preferably French.
Position Competencies
C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M002L2 - Managing Performance Level 2
M003L2 - Judgement and Decision Making Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2
Closing Date
Please note that the closing date for all vacancies in Add.1 to the September 2015 Compendium is Tuesday 17 November 2015 (midnight Geneva time).
Staff Assistant (Records)/ Records Assistant - Legal Department (

(Job Number:
 1500945)



Description

 
The Legal Department (LEG) is looking for a contractual Staff Assistant (Records)/ Records Assistant to provide a full range of administrative and records management assistance to staff and supporting various projects in the department. The Records Assistant works under the supervision of the Records Officer of the Legal Department:
 
The successful candidate's duties may include, but will not be limited to:
 
  • Provide research and reference services to LEG staff seeking information and documents contained in the Legal Records. This involves performing timely searches of the records holdings by using departmental databases, Fund-wide electronic repositories, and other resources as appropriate.
  • Effect prompt incorporation into the LEG records database, citations, keywords (subject terms), abstracted titles, and departmental routing information for all hard copy or electronic documents directed to Legal Records for archival storage.
  • Maintain the Legal Records holdings (paper and electronic) in accordance with established guidelines, including consulting with the Records Officer on which incoming documents are to be retained, ensuring timely and appropriate filing of retained documents into various records collections, and securing the information in Legal Records from unauthorized use.
  • Assign physical file categories to retained documents.
  • Assist the Legal Records Officer in implementing the established procedures for the digitization of archival material.
  • Provide assistance on initiatives to simplify and streamline document processing procedures, refining classification schemes, and adjusting retention schedules for proper life-cycle management of departmental files.
 

Qualifications

 
The successful candidate is expected to possess educational qualifications that would typically include a university degree in a related field of study, supplemented by a minimum of one year of work experience in records management, documents management, and/ or archives management.
 
In addition, the candidate should have:

- Proven ability to work under pressure and meet short deadlines associated with the provision of reference services.

- Excellent computer skills, including experience in working with records management and/or documents management software.

- Ability to organize own work and work with minimum supervision while also working cooperatively as part of a team.

- Excellent attention to details and excellent organizational and communication skills.

Knowledge of Spanish and/or French would be helpful.
 
Please note you must reside in the Washington Metro area to be considered for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.
Posting Title:ASSOCIATE INFORMATION MANAGEMENT OFFICER (Temporary Job Opening)
Job Code Title:ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:DEPARTMENT OF MANAGEMENT
Duty Station:NEW YORK
Posting Period:27 October 2015 - 03 November 2015
Job Opening Number:48997
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
Special Notice
This temporary position is available through 14 March 2016. Owing to the temporary funding nature of this position, recruitment, selection or extension of appointments against this position will be subject to budgetary approval. There is no expectancy, legal or otherwise, of renewal or conversion to any other type of appointment in the Secretariat of the United Nations.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
 
Org. Setting and Reporting
This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of an Information Management Officer, the encumbent is responsible for the identification and maintenance of digital archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards.
              
Responsibilities
He/she manages records accession data related to Peacekeeping Operations in the ARMS electronic record-keeping system. He/she facilitates the appraisal of digital records with permanent archival value and makes recommendations for the storage, permanent preservation and future access of digital archives. He/she supervises Support Staff in implementing the related tasks as well as other related duties, as required.
              
Competencies
Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to archives and records management (particularly electronic record-keeping and digital curation). Ability to identify issues, analyze and participate in the resolution of issues/problems. Is able to use different analytical and data analysis tools; shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.

Teamwork: Works collaboratively with colleagues to achieve organizational 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

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology
 
Education
A first-level university degree in archives and records management or information technology.
 
Work Experience
A minimum of two years of progressively responsible experience in archives and records management or information technology. (No experience is required for candidates who have passed a United Nations Competitive Recruitment Examination.)
 
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.
 
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
 
United Nations Considerations
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.

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.
Records and Information Specialist
Location:Heidelberg, Germany
Staff Category:Staff Member
Contract Duration:3 years
Grading:Commensurate with experience and qualifications
Closing Date:22 November 2015
Reference Number:HD_00757

Job Description

The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations in the world. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Grenoble (France), Hamburg (Germany), Hinxton (UK) and Monterotondo (Italy).
EMBL is looking for a dynamic Records and Information Specialist to develop, implement and oversee records and document management across EMBL Administration and other areas as required. The successful candidate will have to carry out a full review of EMBL�s current record management capabilities and practices in order to define a new, integrated solution that is in line with EMBL internal rules and regulations, applicable legal and regulatory requirements, and best industry standards and norms. S/He will work closely with the EMBL Archivist and report to the EMBL Administrative Director.

Main duties and responsibilities:

� Develop and oversee records and information management policies and procedures, in line with professional best practice, the culture of EMBL and users� needs. This will be carried out in close collaboration with the EMBL Archivist.
� Implement and manage the IT systems necessary to deliver successful records management at EMBL.
� Store, arrange, and make searchable and accessible analogue and digital records and documents created by EMBL in the course of its usual activities.
� Raise awareness of and provide suitable in-house training on good document management.

Qualifications and Experience

Applicants must be able to demonstrate recent experience in improving or setting up a comprehensive records and document management solution. They must be service-oriented and able to work independently.

The following qualifications and skills are required:

- A postgraduate qualification in records management, information management, or a cognate discipline. Candidates must be able to demonstrate a good understanding of current records and information management standards and tools.
- Excellent IT skills and experience of using relevant DCM and EDM systems, or experience developing such systems.
- At least 2-years� experience of working with hard-copy and electronic records.
- Excellent project management skills with experience managing complex relationships with internal and external stakeholders. The successful candidate will be adaptable and able to think laterally.
- A thorough knowledge of issues pertaining to records and information management, especially with regards to governance, risk management, compliance and data security. An understanding of long-term digital preservation would be an advantage.
- Outstanding interpersonal skills with the ability to translate users� needs into practical solutions, and communicate at all levels, internally and externally.
- A high-level of integrity and ethics is required due to the responsibilities with confidential and sensitive information.
- Excellent command of written and spoken English. Command of German or French would be an advantage.

Application Instructions

Please apply online through
www.embl.org/jobs

Additional Information

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.
Vacancy Notice No.: EXT/F/15-50

Title: Information Management Specialist

Grade: 6

Contract Type: Fixed-term

Starting Salary: CHF 84.820 net per annum (approximate) 		Issued On: 15 October 2015 
                     

Application Deadline (CET): 12 November 2015

Division: Languages, Documentation & Information Management

Duration: Two years with the possibility of extension
Other
Conditions:		In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations.
The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave.
Additional information on the compensation package is provided on the WTO website:
http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf

The Secretariat of the WTO is seeking to fill a position of Information Management Specialist in the Information Management Services of the Language, Documentation and Information Management Division.

General Functions

Under the supervision of the Chief, Official Documents and Records, the incumbent will manage and administer the WTO Central Registry of Notifications (CRN) and all associated services; updating and maintaining the registry database in co-ordination with staff in the Documents Management, Monitoring and Production Section. The incumbent will perform the following functions:

1. Receive and process all notifications submitted by Members for inclusion in the CRN and act as a focal point for enquires and information on notifications.

2. Provide relevant information and support services to Members and liaise with divisional representatives in the Secretariat on notification issues.

3. Index notifications entered in the registry database according to their content and specific trade/product coverage.

4. Update, modify or correct value lists and notification requirements in conjunction with divisional representatives.

5. Produce periodic reports and statistics on the state of notifications for both Members and the Secretariat; remind Members of their obligations to notify and, in conjunction with the division concerned, request outstanding information from Members who have not fulfilled their notification requirements.

6. Supervise the work of the CRN assistant and provide training and instruction.

7. Participate in ongoing discussions on the future evolution of the notification process within the WTO Secretariat.

8. Undertake any other administrative and/or data management activities as required.

REQUIRED QUALIFICATIONS
Education:

An advanced university degree in library science / information management or a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.
Knowledge and skills:

Demonstrated professional experience in indexing, analysing and describing information materials and records according to internationally recognized standards.

Excellent command and use of IT (Information Technology) tools relevant to information organization and retrieval.

A sound understanding of the principles of indexing. Knowledge of the Harmonized System and other product classifications would be an asset.

Excellent interpersonal and communication skills. The ability to work as part of a team is essential.

The following interpersonal capabilities are required: relate to and build relationships with colleagues; communicate information in a clear way and understand information; present technical facts to knowledgeable specialised audiences; work as a member of a team, relating to others, while working independently to achieve his/her objectives.
Work Experience:

Minimum two years' relevant experience.
Languages:

Excellent command of English, both oral and written is required. A good working knowledge of French and/or Spanish would be an asset.
Additional Information:

Only applications from nationals of WTO Members will be accepted.

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks.

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 18 months, and may subsequently be called upon as and when the need arises for additional resources.
_____________
OFFICE(15)/89
APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.
Please note that all candidates must complete an online application form.
To apply, please visit the WTO's E-Recruitment website at: erecruitment.wto.org. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the
closing date - Central European Time (CET) - stated in the vacancy announcement.

STAFF VACANCIES

 
Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA�s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description


Major purpose

The successful candidate will contribute to EIOPA�s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

? Conducting needs assessments to identify document management, records management and archiving requirements;

? Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, andsecure handling of information, as well as ensuring their correct application;

? Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

? Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

? Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

? Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

? Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

? Any other tasks as required.

REQUIREMENTS



Eligibility Criteria

? Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

? Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

? Be entitled to his or her full rights as a citizen;1

? Have fulfilled any obligations imposed by the applicable laws on military service;

? Be physically fit to perform the duties linked to the post.2

1 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

2 Before being engaged, a candidate shall be medically examined by one of the institution�s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

? Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or 3/5

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

? Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

? Proven experience and knowledge in developing document management, records management or archiving policies;

? Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

? Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

? Very good command of oral and written English;

? Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

? Professional work experience in a multicultural environment.

? Knowledge of the European Union Institution�s rules and regulations on document management, records management or archiving;

? Proven experience and knowledge in Microsoft SharePoint technologies;

? Proven experience in liaising with business experts;

? Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

? Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

? Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 
? Being able to have and express a critical view towards own performance and open to learn from experience;

? Examines critically and applies relevant approaches geared towards successful business solutions;

? Contributes to policies development from concept to practical implementation;

? Understands who his/her clients are and what their expectations are;

? Shows commitment towards achieving organisational goals.

Place of employment



Frankfurt am Main, Germany

Function group and grade



AST4

Monthly basic salary



3 875.06 EUR plus specific allowances where applicable*.

Start date



1 December 2015

Contract type and duration



Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list



Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment



1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process



The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 2015.