ISSUED BY:


OSCE Special Monitoring Mission to Ukraine

VACANCY NUMBER:


VNSMUS00400

FIELD OF EXPERTISE:


General Administration

FUNCTIONAL LEVEL


Professional

NUMBER OF POSTS:


1

DUTY STATION:


Kyiv

DATE OF ENTRY ON DUTY:


As soon as possible

DATE OF ISSUE:


17 May 2016 (Reissued)

DEADLINE FOR APPLICATIONS:


7 June 2016

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:
  1. 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;
  2. Is responsible for the creation and maintenance of the SMM electronic and paper archives for the entire Mission;
  3. Reviews documents for content and defines their initial distribution; determines documents for retention and for retirement/destruction;
  4. 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;
  5. Co-ordinates the implementation of policies and tools developed by the Records Management Unit in the OSCE Secretariat in Vienna;
  6. Co-ordinates the transfer of relevant records to the OSCE Research and Documentation Centre (Prague Office);
  7. Conducts training for SMM staff on all aspects of archiving and registry, and usage of the OSCE Electronic Document and Record Management System;
  8. Co-ordinates and supports the document distribution at SMM conferences and their post-event processing;
  9. 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.
ACP/REC Training Support Contractual - Temporary Term Contractual (TTC)-1600003022

Description

 
USA

ACP/REC

Training Support Contractual - Temporary Term Contractual (TTC)


TERMS OF REFERENCE


Background

Established in 1959, the Inter-American Development Bank (IDB) is the main source of multilateral financing for economic, social and institutional development in Latin America and the Caribbean. It provides loans, grants, guarantees, policy advice and technical assistance to the public and private sectors of its borrowing member countries.
The Records Management Section (REC) is looking for a professional trainer as part of its Change Management team. The REC Section is responsible for the Records Management program at the Inter-American Development Bank Group (IDBG) which covers the development of 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 currently involved in the deployment of a new document and records management platform called ezShare based on Microsoft SharePoint and Office 365. The REC Section is also looking more broadly at the improvement of information management governance, processes and tools across the organization which aims to become more digital.

Consultancy Objectives

�Develop a set of training and communications materials for ezShare 
�Deliver corresponding trainings 
�Provide customer support on how to questions

Main Activities 

�Get familiar with ezShare and IDBG policy framework;
�Contribute to the implementation and update of the Change Management Plan
�Develop and maintain training and communication materials in at least two languages (Spanish & English) to cover general and customized functionalities of ezShare and its associated business rules. Training materials might include videos, quick sheets, tutorials, manuals, among others;
�Organize the printing and processing of training and communication materials as needed;
�Deliver face to face, virtual or personalized hands-on training to IDBG users;
�Deliver demonstrations including Brown Bag Lunches and kiosk activities;
�Deliver in-person visits to the business units to provide additional support (floor walking sessions);
�Coordinate the timely approval and distribution of communications;
�Test and maintain (i.e. delete content from previous trainings) training environment;
�Develop, publish, and update Frequently Asked Questions (FAQ)
�Report ezShare issues to the implementation team.

Qualifications

 �Academic Degree/ Level & Years of Professional Work Experience: Bachelor�s degree in Information Management, Archives, Computers Science or related fields and a minimum of two years of work experience as a trainer, managing diverse user groups.
�Languages: Fluency in English and Spanish.
�Areas of Expertise: Proven experience in change management relating to the implementation of a document and records management system in a medium to large professional organization. Working knowledge in SharePoint and Office 365 is an asset. Knowledge of the concepts, principles and practice of information, document, records and archives management, including disclosure of information and electronic as well as paper records. Advanced proficiency in the use of Microsoft Office suite (Outlook, Word, Excel, PowerPoint, etc.); experience managing training oriented software like Captiva and other similar tools is an asset.
�Skills: Excellent interpersonal and communication skills, self-motivation, commitment and the ability to work in an international team and across hierarchical levels are indispensable, proactivity and dynamism is required; solid organizational skills including attention to detail and multi-tasking skills; flexibility and the ability to work with demanding deadlines, availability for foreign travel.

Characteristics of the Consultancy

�Consultancy category and modality: Temporary Term Contractual, Monthly
�Contract duration: 12 months
�Place(s) of work: Headquarters, Washington, D.C. United States of America
�Responsible person: Section Chief Records Management 


Payment and Conditions: Compensation will be determined in accordance with Bank�s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.

Visa and Work Permit: The Bank, pursuant to applicable policies, may submit a visa request to the applicable immigration authorities; however, the granting of the visa is at the discretion of the immigration authorities. Notwithstanding, it is the responsibility of the candidate to obtain the necessary visa or work permits required by the authorities of the country(ies) in which the services will be rendered to the Bank. If a candidate cannot obtain a visa or work permit to render services to the Bank the contractual offer will be rescinded

Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the Bank as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank. 

Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. 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

Job Posting

: May 10, 2016, 6:00:00 AM

Closing Date

: Ongoing

Contact Name - External

: Jobs Online

Contact Email - External

: jobsonline@iadb.org
Information Systems Specialist(

Job Number:

 10559)

Description

 
The OECD is a global economic forum working with 34 member countries and more than 100 emerging and developing economies to make better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.
 
The Executive Directorate (EXD) delivers the Organisation's corporate services including human, financial and digital resources management, as well as the infrastructure, security, conference and language services.
 
The Digital, Knowledge and Information Service in the Executive Directorate (EXD/DKI) provides the digital solutions and technologies to support and enhance the OECD�s global role in building knowledge, communicating with the world and interacting with governments to inform and influence policy making.
 
The Information Systems Specialist works in a Digital Practice team responsible for developing, testing, implementing and supporting digital solutions as well as defining, assigning and providing quality control on work packets assigned to near/offshore partners. The Information Systems Specialist  works under the direct supervision of a Digital Solutions Analyst within EXD/DKI.
 
Main Responsibilities
 
Technical
  • Develop, test, implement, maintain and support secure, integrated, digital solutions to meet the business needs of the Organisation.
  • Assist defining needs for applications and analyse business processes.    
  • Participate in defining architectures, database structures, user interface layouts, workflows, control processes and interfaces with other applications.
  • Develop routines or applications to identify, organise and prepare information to be uploaded to the corporate records system, OECD. Records.
  • Work in close collaboration with other teams to ensure that all necessary hardware, software, backups and related systems facilities are functioning properly.
  • Provide regular management reporting on the use of digital solutions.
  • Keep abreast of advances in current and emerging industry trends, related technologies, methodologies and best practices. 
Support, documentation and training
  • Support digital solutions and maintain proactive relations with user representatives, other IT support areas and suppliers.
  • Write and maintain technical documentation (e.g. system architecture, operational procedures), end-user documentation and training material.
  • Assist users in the appropriate use of their applications and provide advanced support.     
 
Ideal Candidate Profile
 
Academic Background
  • A university degree in information, records or library management, computer science or a related field.
Professional Background
  • At least five years' experience in the domains of information, records or library management and developing, testing, implementing, maintaining and supporting digital solutions.
  • Two years� experience: collecting business requirements, writing technical specifications and development plans, implementing agreed solutions and conducting post-implementation reviews. Participating in defining technical architectures, database structures, user interface layouts, workflows, and interfaces with other systems.
  • Proven experience developing front-end portals and applications and supporting digital solutions, working closely with user representatives and other IT support areas.
  • Practical experience working with, developing, integrating, designing and testing semantic, linked data and ontology management technologies and solutions.
  • Experience making presentations, providing training and user support.
Tools
  • OpenText Content Server, Luxid, EVN, Top Braid Live and MarkLogic.
  • SPARQL, SharePoint,  XML/XSLT.
  • MS Office Suite.
Languages
  • Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
  • Knowledge of other languages would be an asset.
Core Competencies
  • For this role, the following competencies would be particularly important: Achievement focus, Analytical thinking, Flexible thinking, Developing talent.
  • Please refer to the level 2 indicators of the OECD Core Competencies.
 
Contract Duration
  • Two-year fixed term appointment, with the possibility of renewal.
 
  • Monthly base salary starting from 4355 EUR, plus allowances based on eligibility, exempt of French income tax.
 
Please note, the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.
 
The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities.
 
The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.

Archival and Records Management Consultant


Advertised on behalf of : 

Location :New York City, UNITED STATES OF AMERICA
Application Deadline :25-May-16 (Midnight New York, USA)


Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :English  
Starting Date :
(date when the selected candidate is expected to start)		06-Jun-2016
Duration of Initial Contract :4 months


Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
About the Region and/or Section:
UN Women Headquarters, New York, NY, U.S.A.
About the Position:
Archival and Records Management Consultant.

Duties and Responsibilities
Summary of Key Functions:
  • Review and refine records management and archiving policy; paper and electronic/digital materials;
  • Develop a step-by-step plan for collection, cataloguing, utilization, retrieval and management of archiving materials;
  • Work with IT section on the library and archiving database development so that exploration of materials in the data base is easy for users;
  • Conduct on-the-job capacity enhancement trainings in information management and archiving. Technical consultant will utilize the best practice in information management and archiving.
Description of Functions
Address, with clients, how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies to electronic documents such as emails, Word documents, PowerPoint presentations and Excel spread sheets, as well as hard copy paper documents.
Review and revise, where needed, current policies and procedures (POM) addressing relevant issues such as the type of documents that are needed to be retained, where they are to be stored, how long they are to be retained (retention schedule), how they are to be handled, and related responsibilities; including categorization of different types of documetns and specification on what should be saved and where.
Prepare a training roadmap and conduct training for the implementation of a records management and archival system across the organization.

Competencies
Core values and Guiding Principles:
Integrity:
  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Core Competencies:
Ethics and Values:
  • Demonstrate and safeguard ethics and integrity.
Organizational Awareness:
  • Demonstrate corporate knowledge and sound judgment.
Development and Innovation:
  • Take charge of self-development and take initiative.
Work in teams:
  • Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing:
  • Facilitate and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
Conflict Management:
  • Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
  • Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
  • Demonstrate informed and transparent decision making.
Functional Competencies:
  • Substantial experience in library, archiving and cataloging development;
  • Ability to conduct trainings on archive development and maintenance;
  • Well developed interpersonal skills and sensivitiy to local custom and traditions;
  • Good management skills;
  • Strong strategic and creative thinking;
  • Promotes the vision, mission and strategic goals of the project.

Required Skills and Experience
Education:
  • Master�s degree or equivalent in Library and Information Science or relevant field with equivalent practical experience.
Experience:
  • Minimum of 8 years of relevant experience in undertaking archive and information/records management exercises;
  • Previous work experience with UN or other development agencies in archive and records management is highly desirable.
Language:
  • Fluency in written and spoken English is required;
  • Knowledge of the other UN working knowledge is an asset.

Click here for important information for US Permanent Residents ('Green Card' holders).
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.