Jobs Info

Duties and Responsibilities
Under the supervision of the Data Management Officer the incumbent will perform the following tasks:

• develop forms and templates to capture appropriate standard metadata for electronically stored information;
• develop and implement automated solutions in support of OTP information management practices and work processes;
• maintain security policies and system settings for managing electronically stored information;
• provide information management support and training (where applicable) for users of various software used in the OTP;
• perform any other duties as required.

Essential Qualifications
Education:
An advanced university degree in information technology, information systems, data analysis, data management, electronic engineering or mathematics is required.  A first level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.


Experience:
A minimum of 2 years (0 years with an advanced level university degree) of relevant professional experience in programming, scripting, data analysis or data management;
Experience in the implementation of procedures and practices relating to the handling or processing of electronic information;
Advanced practical experience in scripting or programming languages, application programming interfaces;
Experience with Document Management Systems, imaging systems or eDiscovery systems;
Experience with database design, Sharepoint, InfoPath or other content management or collaboration systems;


Knowledge, Skills and Abilities:

• Strong technical aptitude and knowledge of information management and automated processing technologies;
• Attention to detail, good organisation and planning skills, including the ability to prioritise competing tasks;
• Good communication and interpersonal skills;
• Ability to keep strict standards of confidentiality and security;
• Ability to work effectively and constructively with colleagues from different professional, national and cultural backgrounds;
• Professional and personal integrity.

Knowledge of Languages:
Proficiency in one of the working languages of the Court, French or English is required. Working knowledge of the other is an asset. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset.

Purpose of the Job:

Main Duties and Responsibilities:

• Support staff with management of the documents in the document management system including creation, editing, approval and uploading of documents,
• Quality control of a subset of documents in the ESO document management system,
• Basic system administration tasks in the document management system,
• Arrangement of duty trips for staff members,
• Preparation of purchase and shipping requests,
• Organisation of meetings,
• Support new employees with logistic matters.

Experience:

• You should have several years of experience in a similar position providing support at Group Management level, preferably in an international working environment. Experience in organising meetings, taking minutes as well as the ability to balance conflicting demands and prioritise workload are needed,
• Experience with a document management system such as Blue Cielo Project Portal is needed,
• Experience with document release and archiving principles,
• A good knowledge and experience of using Microsoft Windows 7 and Microsoft Office (MS Word, Excel, PowerPoint etc) is essential,
• Experience with Enterprise Resource Planning (ERP) applications is desirable.

Key Competences:

• Strong organisation skills, high level commitment, and discretion and diplomacy,
• Provide clear, concise and timely oral and written communications. Ability to communicate effectively with colleagues at all levels and external contacts,
• The ability to research, analyse, summarise and present information in a clear and logical manner is required,
• Willingness to acquire new skills, keep up-to-date with the tools used in the daily work, adapt to new procedures and to identify ways to optimise the workflow,
• Ability to work both on your own initiative and within teams in an international and multicultural environment.

Qualifications:

Language Skills:

Remuneration and Contract:

Duty Station:

Starting date:

Career Path:

Application:

ACP/REC Records Management Section / 2016 Junior Summer Internship Program-1600001558 Description     United States RECORDS MANAGEMENT SECTION. ACP/REC � 2016 Junior Summer Internship Program         TERMS OF REFERENCE   Background    The REC Section is responsible for the Records Management program at the Inter-American Development Bank Group (IDBG) which covers the development of Information Management (IM) policies/guidelines, the functional management of IM systems, the delivery of IM support to the business units, and the management of physical Archives. The REC Section is looking more broadly at the improvement of IM governance, processes and tools across the organization which aims to become more digital.       Internship objective     The purpose of the Internship program is to provide an opportunity for around 50 university students to learn about the operations of the IDB, and to acquire work experience at the professional level through on-the-job training during their summer vacation before returning to their studies.       Description of Activities Compile, classify, maintain and manage the files and records both paper and electronic pertaining to the Bank operations and in accordance with the Bank�s official records management procedures. Contribute to the provision of records management support to the IDB. Perform actions on physical files e.g. organize, revise, labeling, scan or purge such records. Support the implementation of the records retention schedules. Contribute to the promotion of the Records Management policies.   Qualifications   Qualifications     A citizen of one of the Bank's member countries. A current third year student working towards a Bachelor�s degree or equivalent graduate program, in areas related to Records Management, Information Management and related field, in an accredited university. Graduation date cannot be prior to August 15th of 2016. Proficient in at least one of the official languages of the Bank (English, Spanish, Portuguese, and French), preferably with a working knowledge of a second one. Has not reached age 25 by January 1st, of 2016 (Age requirement under the diversity initiative is 27). Candidates hired in the past under any employment program of the IDB do not qualify. Family members or close relatives of IDB employees are not eligible. This restriction applies to candidates within and including the fourth degree of consanguinity and the second degree of affinity. Computer Skills: Advance Microsoft Office Suite (Word, Excel, Power Point, Outlook).     Characteristics     Category and modality: Temporary Term Contractual, Internship Contract duration: two months Place of work: Headquarters (only) Date to start: June 16th, 2016 Date to finish: August 15th, 2016      Payment and Conditions Interns receive a stipend of an amount determined annually. Selected candidates are responsible for the costs associated with their relocation to/from the Bank�s Headquarters in Washington, DC, as well as for providing proof of medical coverage for the duration of the internship. For non-US citizens, the Bank provides support in the process of obtaining a G-IV visa however if the student is unable to obtain such visa or work permit to work at the IDB, the internship offer will be canceled.        Consanguinity: Individuals with relatives working for the IDB within, and including the fourth degree of consanguinity and the second degree of affinity are not eligible for internships. Candidates must be citizens of a member country of the Inter-American Development Bank.       Diversity: The IDB is committed to diversity and inclusion and to providing equal opportunities in internships. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro-descendants and persons of indigenous origins to apply.   Primary Location : HQ-US-Washington DC Closing Date : Ongoing Contact Name - External : Jobs Online Contact Email - External : jobsonline@iadb.org

 

POSITION INFORMATION Post Title:	Records Coordinator	Vacancy Notice:	2016/08/G 105603
Level:	G-5	Posting Period:	2 � 15 March 2016
Duty Station:	Montr�al	Date for entry on duty:	After 15 March 2016

THE ORGANIZATIONAL SETTING



Languages and Publications (LP) provides interpretation, translation and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, and Spanish) Based on the principle of simultaneous distribution, it ensures the issuance of documentation to Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.

The Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), and the Records Management Systems Unit (RMS). RMS is responsible for the provision of electronic records management services and archives for Bureaus at Headquarters and to Regional Offices, as well as the for the distribution of State letters and electronic bulletins to States and international organizations.

The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.

MAJOR DUTIES AND RESPONSIBILITIES


Function 1 (incl. Expected results)

Coordinates the recording of official correspondence, achieving results such as:



? Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (RMS).

? Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.

? Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.

? Identify official paper correspondence as vital records, classify and submit them to Central Registry File Guide (REGIS) for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).

? Request and file translated versions of non-English correspondence into the RMS.

? Open new volumes of paper files containing vital records.



Function 2 (incl. Expected results)

Monitors issues with records classification and processing, achieving results such as:



? Identify errors on record classification and minutes.

? Register and process corrective actions to ensure consistency and accuracy of records.

? Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.

? Assist the RMS Supervisor on training/coaching of RMS staff.



Function 3 (incl. Expected results)

Assists archives operations, achieving results such as:



? Assist with the periodic review of registry records according to the retention schedule.

? Process transfers of official inactive paper files.



? Close paper registry files and ensure their integrity.

? Update REGIS in accordance with transfer of paper files.

? Manage storage space of archival registry files.



Function 4 (incl. Expected results)

Assists RMS Focal Points and users of records and archives, achieving results such as:



? Advise HQ RMS Focal Points and users on the procedures for records management.

? Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.

? Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.

? Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.



Function 5 (incl. Expected results)

Reviews RMS operational lists, achieving results such as:



? Update and maintain accurate and complete operational lists.

? Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.

? Monitor change requests for RMS operational lists.



Function 6

Performs other related duties, as assigned.


QUALIFICATIONS AND EXPERIENCE
Education

Essential

Secondary education.

Desirable

A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.

Professional experience

Essential

? A minimum of five years� experience.



? Experience with digital capture of documents and record classification.

? Experience in following and applying organization policies, guidelines and procedures.

Desirable

? Experience within the United Nations system or in an international organization, in Records Management and Archives.



Languages

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

Knowledge of any language of the Organization (Arabic, Chinese, French, Russian, Spanish).

COMPETENCIES
Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving



results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve 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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.


CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration:	Level		Net Base Salary per annum
G-5		CAD 36,973

Issued by:

General Minimum Requirements

The general minimum requirements for working with the OSCE are: Excellent physical condition Possession of a valid automobile driving license and ability to drive using manual transmission Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure

Field of Expertise Requirements

The general minimum requirements for working in this field of expertise are: University education in public/business administration, management, finance, personnel management or related field or proven professional experience in all aspects of general administration (personnel, finance, etc.) Very good organisational skills

Level of Professional Competence Requirements

Furthermore, this level of responsibility requires the following: Education: First level university degree or equivalent experience Experience: Minimum 2 years of relevant professional experience including minimum 1 year in a relevant field strongly preferred

Mission Specific Requirements

Additionally, this particular post has specific requirements: Mandatory: First level university education in political science, international relations, history or similar field; additional training in library science, records or information management, information classification and retrieval or archives; professional qualifications in one of the following fields: certification from a recognized professional association in archives or a university/graduate degree in records and information management Minimum of two years of increasingly responsible professional experience in the field of archiving/ records or information management Ability to work with minimum supervision in an environment where rapid response to emergencies is essential Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure; proven resilience to high stress environments Flexibility and ability to work within limited time frames Excellent oral and written communication skills in English Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity Cultural sensitivity and political judgement Ability to operate Windows applications, including word processing and email, and excellent PowerPoint presentation skills Desirable: Experience in working in Eastern Europe and/or knowledge of the region Knowledge of the regional historical, cultural and political situation Knowledge of the OSCE administrative regulations, rules, policies and practices Previous international work experience and/or experience in field mission Working knowledge of Ukrainian and/or Russian language(s) Possession of a Class "C" driving license Experience in off-road driving

Tasks and Responsibilities

Initial duration of appointment/assignment for this post is until 31 March 2017, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission. If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment. Potential applicants should be aware that this is a non-family posting. Under the general supervision of the Chief of Staff and in co-ordination with the Senior Information Management Officer, the incumbent will be responsible for documents and records management in the OSCE Special Monitoring Mission to Ukraine (SMM). In particular, the Records Management Officer: Acts as the primary focal point in the SMM for records, document management and archiving as well as provides guidance on these matters to staff and the Mission's senior management; Is responsible for the creation and maintenance of the SMM electronic and paper archives for the entire Mission; Reviews documents for content and defines their initial distribution; determines documents for retention and for retirement/destruction; Proposes and implements Mission-wide standards and policies for the distribution and storage of documents, including organization of electronic systems, archive indexes, databases and spreadsheets; Co-ordinates the implementation of policies and tools developed by the Records Management Unit in the OSCE Secretariat in Vienna; Co-ordinates the transfer of relevant records to the OSCE Research and Documentation Centre (Prague Office); Conducts training for SMM staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System; Co-ordinates and supports the document distribution at SMM conferences and their post-event processing; Performs other duties as assigned and travels within the Mission area as required.

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds. Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered. Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered.