| Posting Title: | INFORMATION MANAGEMENT ASSISTANT |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | FIELD MISSIONS ADMINISTERED BY DPKO |
| Duty Station: | BAMAKO |
| Posting Period: | 06 April 2016 - 20 April 2016 |
| Job Opening Number: | 58422 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
This position is located in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), Bamako. The Information Management Assistant reports directly to the Chief of Records and Archives Unit.
Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
� Oversees and manages MINUSMA Archives; ensuring that documentation is properly stored and safe-guarded and available for reference by authorized MINUSMA staff members;
� Oversees records accessioning operations by supervising and guiding staff in receiving transfers; ensuring the application of retention schedules and the establishment of links to previous accessions;
� Manages records storage operations by approving space allocations and associated accessions and database updating; responding to problems that arise with solutions; and monitoring environmental quality controls;
� Report s to DPKO Headquarters concerning documentation held in MINUSMA Archives and coordinates the transfer of Archives documentation to DPKO HQ as required;
� Manages document disposals by coordinating with relevant MINUSMA staff concerning off-site storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervises the staging of records for disposal, ensuring incinerator use for confidential documentation;
� Manages contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervises the preparation of records for transfer to commercial storage; ensures retention schedules are applied and initiate reappraisals and disposals in consultation with archivists;
� Establishes archival procedures and supervises archival arrangements and description operations performed by Unit staff;
� Oversees reference and research operations and supervises reference staff in records identification, retrieval and reproduction services;
� Ensures the provision of environmental and safety secure curatorial and database management for artworks and archival photograph collections;
� Supervises and directs access and declassification reviews by monitoring the screening of records for security-classified materials, approves declassification review requests and ensures the Unit database is properly updated.
Archives and Records Management
� Oversees and manages MINUSMA Archives; ensuring that documentation is properly stored and safe-guarded and available for reference by authorized MINUSMA staff members;
� Oversees records accessioning operations by supervising and guiding staff in receiving transfers; ensuring the application of retention schedules and the establishment of links to previous accessions;
� Manages records storage operations by approving space allocations and associated accessions and database updating; responding to problems that arise with solutions; and monitoring environmental quality controls;
� Report s to DPKO Headquarters concerning documentation held in MINUSMA Archives and coordinates the transfer of Archives documentation to DPKO HQ as required;
� Manages document disposals by coordinating with relevant MINUSMA staff concerning off-site storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervises the staging of records for disposal, ensuring incinerator use for confidential documentation;
� Manages contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervises the preparation of records for transfer to commercial storage; ensures retention schedules are applied and initiate reappraisals and disposals in consultation with archivists;
� Establishes archival procedures and supervises archival arrangements and description operations performed by Unit staff;
� Oversees reference and research operations and supervises reference staff in records identification, retrieval and reproduction services;
� Ensures the provision of environmental and safety secure curatorial and database management for artworks and archival photograph collections;
� Supervises and directs access and declassification reviews by monitoring the screening of records for security-classified materials, approves declassification review requests and ensures the Unit database is properly updated.
Documents
� Manages the provision of research and document delivery services provided by the Unit and prepares related reports for the supervisor and senior management;
� Decides on changes in practices and procedures in order to improve efficiency and effectiveness of services provided;
� Evaluates statistics on services, systems and workload of the Unit, and prepares related reports for the supervisor and senior management, making improvements and changes where required.
General
� Supervises and provides work direction and guidance to junior information management assistants; manage and coordinate the activities under his/her unit or area of responsibility; monitor staff performance and prepare performance evaluation reports for staff supervised;
� Prepares budget submissions related to the operation of the Information Management Unit; drafts narrative justifications for the proposed budget and; monitors budget expenditures once approved;
� Consults and advises other units/sections throughout MINUSMA to identify and plan the provision of information management services, and ensures the efficient provision of such services;
� Prepares work output and progress reports on the work of the Unit for the supervisor and senior management;
� Performs other duties as assigned by the supervisor.
Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & 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
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.
Planning & 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
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.
High school diploma or equivalent. Technical or vocational certificate in library, archives or records management techniques and systems or related fields is a requirement.
At least 8 years of progressively responsible experience in the field of archives and records management work.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required. Knowledge of French is an advantage.
Evaluation of qualified candidates may include an informal interview.
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.
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.
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.
NOTIFICATION OF AN �A� GRADE VACANCY
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT
TITLE Information Management Officer
GRADE A.2
SECURITY CLEARANCE: CTS
VACANCY N�: 160147 ------------------------------------------------------------------------------------------------------------------------ Please note that the competition for this post is provisionally scheduled as follows: - Pre-selection testing online on 1st June; - Final selection on 27 and 28 July 2016, in Brussels.
1. SUMMARY
The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures. Under the direction and guidance of the Head, AIM, the Information Management Officer contributes to the development of policy and standards based on international best practices and develops innovative forms of service and new ways in which services can be provided to customers and stakeholders. The Information Management Officer is also - 2 - responsible for developing and executing awareness programmes and training on information management topics and tools in coordination with the Head, AIM and the NATO Information Management Advisory Group.
2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
The incumbent must: ? have a university degree with specialisation in archival, library or information science; ? have at least five years of progressively responsible experience in information management functions, especially in the analysis of information flows; ? have experience in evaluating and implementing systems and procedures for archives and document/records management; ? have experience in implementing a change agenda, with involvement in change management processes within an Organisation; ? have records management experience in all aspects of the life-cycle management of records; ? have experience with Information Communication Technology (ICT) systems and their application to recordkeeping and archives management, in particular, experience working with Electronic Records and Document Management System (ERDMS) and Enterprise Content Management (ECM); ? possess the following minimum levels of NATO�s official languages (English/French): V (�Advanced�) in one; II (�Elementary�) in the other. DESIRABLE The following would be considered an advantage: ? international experience, particularly in International Organisations.
3. MAIN ACCOUNTABILITIES
Project Management Lead and participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.
Stakeholder Management Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders.
Information Management Analyse information flows and formulate functional needs for information management systems and procedures throughout NATO Headquarters (HQ). -
Expertise Development Promote and ensure the adherence to NATO standards, and assist in the development of new standards in the field of information management. Remain current and implement international best practices and standards in the field of information management.
Knowledge Management Assist the Head, AIM in developing and promulgating information management policy, standards and procedures based on international best practices.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent will report to the Head of Archives and Information Management. He/she will also work in close collaboration with the staff of the International Staff (IS) Archives and Information Management Service, the International Military Staff (IMS) Registry, Information and Knowledge Management (IKM) Staff of the two Strategic Commands (BiSC) and the ICT Staff of NATO HQ. Direct reports: N/a Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate: ? Analytical Thinking ? Achievement ? Clarity and Accuracy ? Conceptual Thinking ? Customer Service Orientation ? Empathy ? Impact and Influence ? Initiative ? Teamwork
6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. - The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract. If the successful applicant is seconded from the national administration of one of NATO�s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
7. HOW TO APPLY:
Applications must be submitted using one of the following links, as applicable: ? For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); ? For all other applications: www.nato.int/recruitment
ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate�s medical file by the NATO Medical Adviser. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
NATO INTERNATIONAL STAFF
OPEN TO NATIONALS OF NATO MEMBER STATES ONLY
LOCATION: NATO Headquarters, Brussels, Belgium
DIVISION EXECUTIVE MANAGEMENT
INFORMATION, COMMUNICATION AND TECHNOLOGY MANAGEMENT
ARCHIVES AND INFORMATION MANAGEMENT
TITLE Information Management Officer
GRADE A.2
SECURITY CLEARANCE: CTS
VACANCY N�: 160147 ------------------------------------------------------------------------------------------------------------------------ Please note that the competition for this post is provisionally scheduled as follows: - Pre-selection testing online on 1st June; - Final selection on 27 and 28 July 2016, in Brussels.
1. SUMMARY
The Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy. It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures. Under the direction and guidance of the Head, AIM, the Information Management Officer contributes to the development of policy and standards based on international best practices and develops innovative forms of service and new ways in which services can be provided to customers and stakeholders. The Information Management Officer is also - 2 - responsible for developing and executing awareness programmes and training on information management topics and tools in coordination with the Head, AIM and the NATO Information Management Advisory Group.
2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL
The incumbent must: ? have a university degree with specialisation in archival, library or information science; ? have at least five years of progressively responsible experience in information management functions, especially in the analysis of information flows; ? have experience in evaluating and implementing systems and procedures for archives and document/records management; ? have experience in implementing a change agenda, with involvement in change management processes within an Organisation; ? have records management experience in all aspects of the life-cycle management of records; ? have experience with Information Communication Technology (ICT) systems and their application to recordkeeping and archives management, in particular, experience working with Electronic Records and Document Management System (ERDMS) and Enterprise Content Management (ECM); ? possess the following minimum levels of NATO�s official languages (English/French): V (�Advanced�) in one; II (�Elementary�) in the other. DESIRABLE The following would be considered an advantage: ? international experience, particularly in International Organisations.
3. MAIN ACCOUNTABILITIES
Project Management Lead and participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.
Stakeholder Management Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders.
Information Management Analyse information flows and formulate functional needs for information management systems and procedures throughout NATO Headquarters (HQ). -
Expertise Development Promote and ensure the adherence to NATO standards, and assist in the development of new standards in the field of information management. Remain current and implement international best practices and standards in the field of information management.
Knowledge Management Assist the Head, AIM in developing and promulgating information management policy, standards and procedures based on international best practices.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent will report to the Head of Archives and Information Management. He/she will also work in close collaboration with the staff of the International Staff (IS) Archives and Information Management Service, the International Military Staff (IMS) Registry, Information and Knowledge Management (IKM) Staff of the two Strategic Commands (BiSC) and the ICT Staff of NATO HQ. Direct reports: N/a Indirect reports: N/a
5. COMPETENCIES
The incumbent must demonstrate: ? Analytical Thinking ? Achievement ? Clarity and Accuracy ? Conceptual Thinking ? Customer Service Orientation ? Empathy ? Impact and Influence ? Initiative ? Teamwork
6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. - The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further 3-year period. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract. If the successful applicant is seconded from the national administration of one of NATO�s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
7. HOW TO APPLY:
Applications must be submitted using one of the following links, as applicable: ? For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); ? For all other applications: www.nato.int/recruitment
ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate�s medical file by the NATO Medical Adviser. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. Please note that we can only accept applications from nationals of NATO member countries. NATO as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
Chief Archivist Position
Vera and Donald Blinken Open Society Archives
Starting date: As soon as possible
Application deadline: Open until filled
Full or Part Time: Full -time
Application deadline: Open until filled
Full or Part Time: Full -time
The Vera and Donald Blinken Open Society Archives at Central European University is inviting applicants to the position of Chief Archivist. OSA (https://www.ceu.edu/unit/osa ) is one of the most important Cold War and human rights archives in the world. OSA, one of the initiators of the Budapest Open Access Initiative, is fully committed to free and open access. OSA is looking for a highly talented, innovative, socially committed and technologically skilled person with foresight and impeccable integrity.
OSA invites professionals, who are passionate about new archival and library theories, technologies, new trends in digital media, digital humanities, open access, and who are highly knowledgeable about emerging IT solutions. We are looking for a good, dedicated person, who is a partner in turning archives inside out, to make sources of the past available to the wider public, who is open to intellectual, social and professional challenges and adventures.
The Chief Archivist supervises the professional staff, works closely together with and reports to the Director of OSA, and represents the Archives at professional bodies and fora (ICA, IFLA, etc.). This is an unusual opportunity for individuals interested in leading a highly dynamic, unorthodox and international professional activist community, with a special focus on working together with non-profit and intra-governmental organizations actively engaged in building open societies, protecting human rights. The Archives is working on new technologies and methodologies in authenticating documents, historical and forensic evidence. The Chief Archivist guides and advocates for the ongoing development of physical and digital collections, services, and programs to the Central European University community and the Open Society Foundations (OSF) Network globally.
Core Responsibilities
- Provide intellectual and technological vision; Supervise and lead technological innovation and digital preservation projects to continue the implementation of the trusted repository model for long-term open access to OSA collections;
- Provide senior leadership in advancing progress of CEU's and OSF�s substantive and technological strategic goals
- Supervise the metadata & digital curation initiatives to carry out a comprehensive program for access to OSA collections
- Oversees and updates policies, procedures, and priorities for collection development, processing projects, access provisions for digital and physical special collections, creating a body of resources that supports OSA�s professional strategy
- Promote awareness of the latest professional trends� and staff expertise into university teaching, research and learning activities
- Develop partnerships to address issues and challenges facing archival and library collections, records management, and data curation in an uncertain digital environment
- Participates actively in outreach activities
Required Qualifications
- Graduate degree (preferably Ph.D.) in either information technology, or archival/library science, with demonstrated deep knowledge and interest in social sciences and humanities;
- Experience in working in challenging position at an archival or memory institution;
- Demonstrated skills to effectively supervise and lead the work of an international team of professionals;
- Proof of innovative leadership in an academic-archival setting;
- A persuasive and evolving record of intellectual accomplishments;
- Good interpersonal and management skills;
- User-oriented approach as demonstrated by public programming, user education, and other community outreach activities
- Proficiency in English, knowledge of another language of OSA�s main collections is an advantage: Russian, Polish, Hungarian, Czech, Slovak, Romanian or Bulgarian
Compensation:
Commensurate with experience. However, we offer a competitive salary, as well as a dynamic and international academic environment.
How to apply?
To apply applicants are asked to submit a short CV, naming two referees, together with a motivation letter Please send your complete application package to: applications@ceu.edu. Please include the following job code in the subject line: 2016/023.
CEU is an equal opportunity employer.
About CEU
Central European University (CEU) is a graduate research-intensive university specializing in the social sciences and humanities, public policy and management. It is located in Budapest, and accredited in the United States and Hungary. CEU�s mission is to promote academic excellence, state-of-the-art research, and civic engagement, in order to contribute to the development of open societies in Central and Eastern Europe, the former Soviet Union, and other emerging democracies throughout the world. CEU offers both Master�s and doctoral programs, and enrolls more than 1400 students from 100 countries. The teaching staff consists of more than 180 resident faculty, from over 40 countries, and a large number of prominent visiting scholars from around the world.
The language of instruction is English.
About OSA
OSA is part of Central European University (CEU) in Budapest (www.ceu.edu), probably the most multinational graduate institution in Europe, engaged primarily in the humanities and social sciences. OSA is a complex institution of memory that supports scholarship, is engaged in research, is the initiator of high visibility public programs, and is in charge of the Evidentiary and Documentary Practices specialization at the History and Legal Studies Departments at CEU. Some members of the Archives staff are on the faculty of CEU, are engaged both in research and teaching, and advise the University in matters related to information technology and digital humanities.
OSA Archivum / Galeria Centralis - 1051 Budapest, Arany J�nos u. 32.
| Posting Title: | Information Management Officer |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | OFFICE OF CENTRAL SUPPORT SERVICES |
| Duty Station: | NEW YORK |
| Posting Period: | 26 February 2016 - 25 April 2016 |
| Job Opening Number: | 54814 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
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 ReportingThis position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). The Information Management Officer reports to the Chief of Unit.
ResponsibilitiesWithin delegated authority, the Information Management Officer will be responsible for the following duties:
�Provides advisory services on record-keeping practices including: needs and business process analysis; organization and maintenance of UN information assets; preservation and disposition of records in digital and analogue formats; and information management policies and procedures, with an emphasis on their applicability to technological applications.
�Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
�Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
�Contributes to digital continuity policies, strategies and procedures to ensure that the UN�s electronic records of enduring value are captured, preserved and made accessible, in coordination with stakeholders, and in compliance with best practice.
�Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
�Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; ensures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
�Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
�Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
�Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and
reproduction activities of General Service staff.
�Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
�Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
�Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
�Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
�Performs other related duties, as required.
Competencies�Provides advisory services on record-keeping practices including: needs and business process analysis; organization and maintenance of UN information assets; preservation and disposition of records in digital and analogue formats; and information management policies and procedures, with an emphasis on their applicability to technological applications.
�Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
�Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
�Contributes to digital continuity policies, strategies and procedures to ensure that the UN�s electronic records of enduring value are captured, preserved and made accessible, in coordination with stakeholders, and in compliance with best practice.
�Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
�Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; ensures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
�Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
�Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
�Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and
reproduction activities of General Service staff.
�Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
�Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
�Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
�Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
�Performs other related duties, as required.
�Professionalism: Knowledge of information management, archives and records management, including digital record-keeping and preservation. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to manage complex records and information management multi-stakeholder projects. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Ability to work collaboratively in team with colleagues and with Secretariat stakeholders to achieve programme goals. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
�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.
�Planning & 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.
Education�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.
�Planning & 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.
Advanced university degree (Master�s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.
Work ExperienceA minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required; experience in developing business cases for electronic records and archives management is desirable; experience in managing digital records and archives in an OAIS-compliant (Open Archival Information System) environment is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position fluency in English (both oral and written) is required. Knowledge of French is desirable.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No FeeThe 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.
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.
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