Jobs Info

TERMS OF REFERENCE

Associate Archivist (Records Management)

Background Information:

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 managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring 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 is also

participating 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 Field in Copenhagen, and DIST.

Organizational context:

Records and Archives Section sits within the Division of External Relations (DER).

Duties and Responsibilities:

Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ 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 HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

instructions and procedures;

compliance in the Field;

including retention for the offices;

Essential Minimum Qualifications and Professional Experience Required:

Education

Advanced 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

Work Experience

At least 4 years of experience in progressively responsible functions in relation to 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

Language

Required Competencies:

Location:

The selected candidate will report to the Senior Archivist (Records Management).

Applications:

Interested applicants should submit their letter of motivation and Personal History Form (P11), including

subject of the email.

Closing date for receipt of applications: Tuesday, 23 November 2015

					Job Title:
						Associate Archivist (Records Management)
	Job ID: 11662 Location: Copenhagen (HQ), Denmark APA Location: Copenhagen (HQ), Denmark
					Salary Grade:				Hardship Level:	H
						P2
					Family Type Location:	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).

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

Posting Title: INFORMATION MANAGEMENT ASSISTANT, G6 (Temporary Job Opening) Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Office for Disarmament Affairs Duty Station: THE HAGUE
					Posting Period:
									15 October 2015-28 October 2015
			Job Opening number:
								15-IMA-ODA-49740-J-THE HAGUE (R)
							United Nations Core Values: Integrity, Professionalism, Respect for Diversity
	Special Notice The selected staff member needs to be released immediately to take up this position. Org. Setting and Reporting This position will be located in the Investigations Office of the Organisation for the Prohibitions of Chemical Weapons-United Nations Joint Investigative Mechanism (JIM), established by Security Council resolution 2235 (2015). This position will be based in The Hague. The JIM is established for a period of one year. This temporary job opening is until 31 December 2015, subject to extension. The Information Systems Assistant reports to the Chief of the Office and coordinates with the Information Management Officer. Responsibilities � Monitors and oversees the Records Management System (RMS) operations in receiving documents; applies the defined retention schedules and links to previous documents; oversees archival operations by identifying, planning and overseeing projects. � Maintains contractually stored RMS by facilitating and monitoring compliance; prepares and arranges records for transfer between the OPCW FFM and the JIM; applies retention schedules and initiating reappraisals and disposals in consultation with archivists; and provides reference service. � Acts as focal point for receipt and processing of end users� service requests and troubleshooting inquiries. � Assists the JIM in reference and research operations by servicing on-site and remote staff/experts; performs records identification, retrieval and reproduction services. � Performs task as first responder in Information Technology (IT) and RMS related issues, provides basic technical support on relevant hardware, software systems, and its related applications. � Installs application IT and RMS systems software and hardware according to users� work requirements and access rights. � Provides technical assistance, audio-visual equipment for conferences and meetings. � Provides technical support in design, development, implementation and maintenance of customized application; works with Information Management Officer on the definition and specification of user requirements; tests and modifies prototype application software; deploys and maintains software systems. � Supports end users in the creation and maintenance of new and existing software solutions; assists in preparation of technical and user documentation, as well as in drafting of training materials. � Provides support on IT and RMS matters, including security, data integrity and recovery; � Conduct the inventory of assets; safeguard the assets and associated records; initiate disposals and write-off actions. � Maintains regular contact with users, liaise with UN�s central IT and UN Archives and Records Management staff, and provides support as required. � Conducts research on new technologies and best practices; keeps abreast of developments in the field; assists in testing and evaluating new products and technologies. � Performs other related duties as required. Competencies �Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Good technical skills in providing IT and AR management support; Knowledge of web development and basic programming skills. Ability to respond to changing requirements and assignments. Ability to apply good judgment in providing user assistance. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements; demonstrates professional competence; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. �Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. �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 limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows great interest and willingness to learn new technology. Education High school diploma or equivalent. Work Experience A minimum of seven years of progressively responsible experience in information technology, web development, archives and electronic record management, or related area. Experience in web content management, data/records management is desirable. Knowledge of cloud computing technologies is desirable. Foundation certification in archiving and project management best practices is desirable. Experience in carrying out tasks necessary for the opening and the functioning of the Unit/Section is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. Assessment Method United Nations Considerations Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage. Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.

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.