Jobs Info

VACANCY NOTICE � CONTRACT STAFF

Reference number: Frontex/16/CA/FGIV/56.1

Post (business title):	Senior Assistant to the Documents and Records Management Officer
Sector/Unit/Division:	Financial and Corporate Services Unit / Corporate Governance
Function Group/Grade:	FGIV Contract Staff / grade 13, grade 14, or grade 16
Location:	Warsaw, Poland
Starting date:	1 February 2017
Level of Security Clearance:	CONFIDENTIEL UE / EU CONFIDENTIAL

1. BACKGROUND

The European Border and Coast Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of 14 September 2016 (the �Regulation�). The agency was created on the foundations of the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (established under Council Regulation (EC) No 2007/2004), which has been coordinating operational activities at the EU external border since 2005.

Frontex is located in Warsaw, Poland and is in the process of significantly increasing the size of its staff from the current number of more than 350 to meet its expanded tasks.

The agency�s key tasks include:

? Operational and technical assistance to the EU member states at their external borders including deployment of vessels, aircraft and other equipment and border guards from EU countries;

? Coordination of law enforcement at sea in cooperation with national maritime authorities and EU agencies EMSA and EFCA;

? Assisting member states in returning nationals of non-EU countries who do not have the right to remain on the territory of the EU;

? Risk analysis, situation monitoring and vulnerability assessment of EU�s external borders;

? Prevention of cross-border crime through sharing of data on persons suspected of involvement in criminal activities with relevant national authorities and Europol;

? Development of training programmes for European border guards to share best practices and expertise at all EU borders;

? Monitoring new technological developments in the field of border control and acting as an interface between research institutions, industry and national border authorities;

? Cooperation with EU and international organisations, as well as non EU countries, in the area of border management, security, prevention of cross-border crime, and fundamental rights.

For more information, please refer to our website: http://www.frontex.europa.eu.

2. THE CORPORATE GOVERNANCE AND FINANCIAL AND CORPORATE SERVICES UNIT

The general mission of Corporate Governance is to provide necessary support and assistance to other entities in Frontex to allow them the smoothest and uninterrupted functioning. The Corporate Governance function includes Financial and Corporate Services, Legal Affairs, Communication, Human Resources Management, Information and Communication Technologies Management and Security.

The Finance and Services Unit ensures the coordination of all activities related to the preparation and implementation of the budget while keeping the financial regulatory framework up to date.

The Documents and Records Management Officer ensures that the internal handling of unclassified and sensitive non-classified documents and records is effective and in line with the agency�s documents and records management policy and that all necessary measures are taken in order to ensure that Frontex fulfils its obligations associated to the publication, archiving, destruction, transfer of records and documents it produces. S/he will be responsible for the functional evolution of the Document Management System.

3. DUTIES AND RESPONSIBILITIES LINKED TO THE POST

Reporting to the Document and Records Management Officer, the Senior Assistant to the Documents and Records Management Officer will be responsible for:

? assisting the Document Management Officer in the drafting and the updating of policies, procedures, systems and tools used for the management all types of documents in order to correct issues, to improve the functioning and the user friendliness of the system as well as the effectiveness of the documents related processes;

? assisting the Document Management Officer in the design, the documentation and the maintenance of the system in relation with document templates, filing plans, taxonomies, list of keywords and retention polices;

? participating in the project for the further development and the installation of the Documents and Records Management System as assisting the Document Management Officer in the implementation and evolution of ICT tools for management of documents and workflows;

? supporting the Document Management Officer in his/her daily or frequent tasks in the DMS system by

o monitoring the compliance of the users with the procedures related to the use of the documents and Documents and Records Management System and extract of reports out of the system;

o monitoring the regular processes, including retention mechanisms and handling of public access to documents;

o dealing with exceptions and errors generated by the system and proceeding with corrections to the documents and records;

o initiating semi-automated batch processes within the system;

o triggering activities related to the archiving of documents and records;

? triggering activities related to the transfer of documents and records;

? informing and training the users on how to use the system(s);

? participating in the analysis of business processes and the modelling of automated document based workflows;

? supporting the archiving of electronic and paper documents.

4. QUALIFICATIONS AND EXPERIENCE REQUIRED

4.1. Eligibility criteria

To be eligible, an applicant must have:

? a level of education which corresponds to completed university studies of at least three years attested by a diploma;

Only qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States shall be taken into consideration.

? in addition to above by the closing date for applications, at least 1 year of proven full-time professional experience;

Professional experience will be taken into account after the award of the minimum qualification certifying the completion of the level of studies required above in the first bullet point. Only duly documented professional activity is taken into account.

Fellowships, grants and PhDs can be counted as professional experience up to a maximum of 3 years.

ANY GIVEN PERIOD MAY BE COUNTED ONLY ONCE (in order to be calculated as eligible, years of studies or professional experience to be taken into account shall not overlap with other periods of studies or professional experience, e.g. if the applicant had a full-time job and did freelance consultancy work in the evenings and weekends, the days spent on the latter will not be added to the period).

In case of part-time work the professional experience will be calculated pro-rata in line with the workload stated by the applicant.

Compulsory military service or equivalent civilian service accomplished after the achieving the minimum qualification stated in the first two bullet points shall be taken into consideration as professional experience if the official documentation is provided.

? produce evidence of a thorough knowledge of one of the languages of the EU and of a satisfactory knowledge of another language of the EU to the extent necessary for the performance of his duties;

? be a national of one of the Member States of the EU or the Schengen Associated Countries and enjoys the full rights as a citizen;

? produce the appropriate character references as to his suitability for the performance of his duties;

? fulfil any obligations imposed on him by the laws of his home country concerning military service;

? be physically fit to perform their duties1.

1 Before the appointment, the successful candidate shall be medically examined by a selected medical service in order that Frontex may be satisfied that he/she fulfils the requirement of Article 83 of the Conditions of Employment of Other Servants of the European Communities (OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of 22 October 2013, OJ L 287, 29.10.2013, p. 15).

For reasons related to the Frontex working requirements, be available at short notice for the job.

4.2. Selection criteria

4.2.1. Professional competences

The candidate will be required to demonstrate that he/she has:

Essential:

? experience in managing documents and/or records in an electronic Document and Records Management System;

? capability of drafting and implementing procedures;

? experience in the process of modelling business processes and workflows;

? ability to support the management of enterprise taxonomy;

? proficiency in office automation including collaborative document development and document search;

? as the predominant working language in Frontex is English, candidates must have an excellent command of oral and written English;

? ability to cooperate with, train and coach the end users of the document management system.

Besides, the following attribute would be considered advantageous

? experience supporting the implementation of a new Document and Records Management System in an organisation;

? user experience with MS SharePoint 2013 or 2010;

? knowledge of or experience with the organisation, structure and working procedures of the European Union, its institutions and decision making processes;

? experience in managing archives.

4.2.2. Personal qualities and competences

Attributes especially important to this post include:

? good sense of initiative and responsibility for the assigned area of work;

? good communication skills and flexible, service-oriented attitude;

? good planning and organizational skills;

? accuracy and attention to details and to quality while performing assigned tasks;

? good problem-solving and conflict-resolution skills;

? ability to work in multi-cultural environment having well developed interpersonal skills.

5. INDEPENDENCE AND DECLARATION OF INTEREST

The selected candidate will be required to make a declaration of commitment to act independently in Frontex� interest and to make a declaration in relation to interests that might be considered prejudicial to his/her independence. Applicants will therefore be required to include confirmation of their willingness to make such declarations with their applications.

6. EQUAL OPPORTUNITIES

Frontex applies an equal opportunities policy and accepts applications without distinction on grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

7. SELECTION PROCEDURE

The selection procedure includes the following steps:

? After registration, each application is checked in order to verify whether it meets the eligibility criteria;

? All the eligible applications are evaluated by an appointed Selection Committee based on the selection criteria defined in the vacancy notice;

? Best-qualified applicants, who obtained the highest number of points within the evaluation and who are matching best the selection criteria established in this vacancy notice, will be shortlisted and invited for a competency test and an interview;

? The interview will be held in English;

? During the interview session, the Selection Committee will examine the profiles of applicants and assess their relevancy for the post in question. In order to support the evaluation via interview, shortlisted applicants will be required to undergo written competency tests and complete part of the process in their second EU language;

? Applicants invited to an interview will be requested to present, on the day of the interview, originals of their diploma(s) and evidence of their professional experience, clearly indicating the starting, finishing dates and workload;

? As a result of the interviews, the Selection Committee will recommend the most suitable applicants for the post in question to the Executive Director of Frontex. Non-recruited and suitable applicants will be proposed for the reserve list, which may also be used for the recruitment for a similar post depending on the needs of Frontex and shall be valid for 2 years (the validity period may be extended). Each interviewed applicant will be notified in written whether or not he/she has been placed on the reserve list. Applicants should note that inclusion on a reserve list does not guarantee an employment offer.

Please note that the work and deliberations of the Selection Committee are strictly confidential and that any contact with its members is strictly forbidden.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT

The most successful applicant will be appointed by the Executive Director of Frontex (availability of this new post in Frontex is subject to the final decision on amendment of the budget (establishment plan) of Frontex).

The successful applicant will be recruited as contract staff pursuant to article 3(a) of the Conditions of Employment of Other Servants of the European Communities (CEOS)2. The contract staff post in question is placed in function group IV.

2 OJ L 56, 4.3.1968, p. 1, as last amended by Regulation (EU, Euratom) No 1023/2013 of the European Parliament and of the Council of

22 October 2013, OJ L 287, 29.10.2013, p. 15,

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20140101:EN:PDF

The final net calculation is as follows: Function Group IV,	Grade 13	Grade 14	Grade 16
Basic net salary (without any allowances)	1 967 EUR 8 241 PLN	2 127 EUR 8 910 PLN	2 657 EUR 11 131 PLN
Household allowances (net)	173 EUR 725 PLN	179 EUR 750 PLN	194 EUR 812 PLN
Dependent child allowances for each child (net)	276 EUR 1 157 PLN	276 EUR 1 157 PLN	276 EUR 1 157 PLN
Expatriation allowances (depending on family situation) (net)	375 � 533 EUR 1 569 � 2 234 PLN	422 � 583 EUR 1 768 � 2 443 PLN	540 � 704 EUR 2 263 � 2 948 PLN
Preschool allowance (net)	67 EUR 283 PLN	67 EUR 283 PLN	67 EUR 283 PLN
Education allowance (net) up to	375 EUR (1 570 PLN)	375 EUR (1 570 PLN)	375 EUR (1 570 PLN)

The staff member�s remuneration consists of the basic salary and allowances. The staff member may be entitled to various allowances, in particular to an expatriation (16 % of basic gross salary) or to a foreign residence allowance (4 % of basic gross salary) � depending on particular situation, and to family allowances (depending on personal situation) such as: household allowance, dependent child allowance, pre-school allowance, education allowance.

The remuneration is expressed in EUR, after the compulsory deductions set out in the Staff Regulations or in any implementing regulations is weighted by the correction coefficient for Poland (currently 71.8 %). It can be paid either in EUR or in PLN according to a fixed exchange rate (currently 4.1893). The remuneration of the staff members, the correction coefficient and the exchange rate is updated annually before the end of each year, with a retroactive effect from 1 July, in accordance with Annex XI of the Staff Regulations.

The headquarters agreement has not yet been concluded with the Polish authorities.

Staff pays an EU tax at sources and deductions are also made for medical insurance, pension and unemployment insurance. Salaries are exempt from national taxes. The rate of solidarity levy is 6 %.

Staff is entitled to annual leave of two working days per each complete calendar month of service. On top of that, staff is entitled to a number days of leave to their basic entitlement depending on the grade, age and distance from the place of origin. In addition, there are on average 18 Frontex Public Holidays per year. Special leave is granted for certain circumstances such as marriage, birth or adoption of a child.

Frontex being a knowledge based organization acknowledges the importance of training provided to its staff. Frontex provides general and technical nature training as well as professional development opportunities that are discussed annually during staff performance appraisal.

Throughout the period of service staff is a member of the EU pension scheme. The pension is granted after completing a minimum of 10 years' service and after reaching the pensionable age of 66 years. The pensionable age for staff recruited before 1 January 2014 varies between 60 and 65 years. Pension rights acquired in one or more national schemes before starting to work at Frontex may be transferred into the EU pension system.

Staff is covered 24/7 and worldwide by the Joint Sickness Insurance Scheme (JSIS). Staff is insured against sickness, the risk of occupational disease and accident as well as entitled for a monthly unemployment allowance, the right to receive payment of invalidity allowance and travel insurance.

For further information on working conditions please refer to the CEOS.

A contract of employment will be offered for a period of five years, with a probationary period of nine months. The contract may be renewed.

Frontex requires selected applicants to sensitive posts to undergo a security screening procedure and obtain a positive national opinion or respective personal security clearance. The level of the latter depends on the specific post. For this post, the required level of clearance is CONFIDENTIEL UE / EU CONFIDENTIAL. Applicants who currently hold a valid security clearance at the above-mentioned level (or higher) do not need to obtain a new one. They shall provide Frontex with a copy of the security clearance and specify the issuing authority, level and date of expiry. In case the validity of the security clearance expires within six months, a renewal procedure shall be initiated expeditiously. In case selected applicants do not currently hold a valid and positive security clearance at the above-mentioned level, Frontex will request such from the National Security Agency of the applicants� state of citizenship. In case of a failure to obtain the required security clearance certificate before the expiration of the probationary period or if the National Security Agency issues a negative opinion at the above-mentioned level after the signature of the contract of employment Frontex has a right to terminate the contract of employment.

9. PROTECTION OF PERSONAL DATA

Frontex ensures that applicants' personal data are processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the European Union institutions and bodies and on the free movement of such data (12.1.2001, OJ, L 8). Please note that Frontex will not return applications to applicants. This applies in particular to the confidentiality and security of such data.

The legal basis for the selection procedures of contract staff are defined in the CEOS3.

3 In particular the provisions governing conditions of engagement in Title II, Chapter 3.

The purpose of processing personal data is to enable carry-out selection procedures.

The selection procedure is conducted under the responsibility of the Human Resources Sector of the Human Resources and Security Unit, within the Corporate Governance of Frontex (HR Sector). The controller for personal data protection purposes is the Head of HR Sector.

The information provided by the applicants will be accessible to a strictly limited number of staff members assigned to the HR Sector, to the Selection Committee members, and, if necessary, to the Legal Affairs Unit and Frontex management.

Almost all fields in the application form are mandatory; the answers provided by the applicants in the fields marked as optional will not be taken into account to assess their merits, qualifications and competences.

Processing begins on the date of receipt of the application. Data storage policy is as follows:

� For applications received from not-selected candidates: the data are filed and stored in archives for 2 years and after this time the data are destroyed;

� For applicants placed on a reserve list but not recruited: the data are kept for the period of validity of the reserve list + 1 year and after this time the data are destroyed;

� For recruited applicants: the data are kept for a period of 10 years after the termination of employment or as of the last pension payment and after this time the data are destroyed.

All applicants may exercise their right of access to and right to rectify personal data. In the case of identification data, applicants can rectify those data at any time during the procedure. In the case of data related to the eligibility or selection criteria, the right of rectification cannot be exercised after the closing date of applications� submission.

Should the applicant have any query concerning the processing of his/her personal data and has substantiated request, he/she shall address them to the HR Sector at hr@frontex.europa.eu.

Applicants may have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).

10. APPEAL PROCEDURE

If an applicant considers that he/she has been adversely affected by a particular decision he/she can lodge a complaint under Article 90(2) of the Staff Regulations at the following address:

Frontex

Human Resources Sector

Plac Europejski 6

00-844 Warsaw

Poland

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the selection procedure for this post is declared as closed on the Frontex webpage (http://www.frontex.europa.eu).

Candidates also have a possibility to complain to the European Ombudsman. Please note that complaints made to the European Ombudsman have no effect on the time period laid down in Article 91 of the Staff Regulations. Note also, that under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

11. APPLICATION PROCEDURE

In order for an application to be considered valid, applicants must submit their Frontex Specific Application Form relevant for this selection procedure duly signed and scanned (pdf format) to the following an e-mail: jobs@frontex.europa.eu. The subject of the e-mail shall have this structure: �SURNAME_Name_Vacancy Reference Number_Post Title�.

Frontex Application Form is to be uploaded from Frontex website under the Reference Number of the post. In the Eligibility Checklist (which forms an essential and integral part of the Frontex Specific Application Form) the applicant shall verify his/her compliance with the eligibility criteria for the specific post. Applicants are further required to provide details on meeting the relevant selection criteria.

The Frontex Application Form must be:

? Fully completed in English, pointing out the professional experience relevant to this position (incl. calculation of years, months);

? Printed, signed and clearly scanned in pdf format (in one single document);

? Named as follows: �SURNAME_Name_Vacancy Reference Number_Post Title�.

The application will be rejected if it is not duly completed and signed by hand.

Please note that if at any stage of the selection procedure it is established that any of the requested information provided by an applicant is false, the applicant in question will be disqualified.

Applicants shortlisted for an interview will be requested to supply documentary evidence in support of the statements made in the application. Do not, however, attach any supporting or supplementary documentation with your application, until you have been asked to do so by Frontex. Additionally, do not submit the references or testimonials, unless they have been requested for the sole use of Frontex.

Incomplete applications or applications sent to Frontex after the deadline will be disqualified and treated as non-eligible.

Due to the large volume of applications, Frontex regrets that only applicants invited for the interview will be notified on the outcomes. The status of the recruitment procedure is to be found on Frontex website.

Please note that the time period between the closing date for applications submission and the end of the shortlisting of applicants for an interview may take more than two months. The closing date (and time) for the submission of applications is

30 November 2016 at 23:59 h of Warsaw local time.

Please keep a copy of your e-mail that proves that you have submitted you application on time as well as the subsequent automatic reply which confirms the receipt of your application.

Applicants are strongly recommended not to wait until the last day to submit their applications. Frontex cannot be held responsible for any last-minute malfunction due to an overload of the respective mailbox.

Information Management Specialist (OpenText Content Server)

Reference: 2016-208-EXT

Closing Date for Applications: Wed, 7 Dec 2016

Functional area: Secretariat

Function:The Information Management Services Division (IMS) of the Directorate General Secretariat of the European Central Bank (ECB) is seeking an Information Management Specialist for its Information Management Solutions Team.

The IMS Division is responsible for:

developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
managing the ECB�s physical and electronic archives and ensuring the disclosure of archived information when required, as well as disposing of information in accordance with the ECB�s information retention policy;
managing the ECB library and providing staff with print and electronic publications and information services;
supporting the further development of Enterprise Content Management (ECM) and coordinating the selection of systems and tools for archives and library management, as well as for collaboration, document and records management;
providing related user training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board (ESRB) and the Single Supervisory Mechanism (SSM).

The Information Management Solutions Team is responsible for:

coordinating and developing information management solutions, especially DARWIN (the ECB�s electronic documents and records management system, which is currently operating on Open Text Content Server 10 and is being updated to Open Text Content Server 16);
designing and configuring business solutions, such as communities, reports and workflows in DARWIN;
providing DARWIN user support;
user community and training management.

The Information Management Specialist within the team will be entrusted the following main tasks:

providing information, advice, tools and user support to ECB/SSM key users (including the ESCB and ESRB committees and secretariats) and key contact persons in other organisations using the ECB�s ECM platform DARWIN;
providing specialist user support to Records Management Specialists, Librarians and Archivists at the ECB;
resolving user issues/questions
day-to-day communication with and support of user communities;
designing and configuring (using DARWIN functionality) standard workflows, reports and customised web interfaces, etc.;
collecting, evaluating and prioritising improvements to DARWIN or to other information management solutions;
analysing requirements and process optimisations;
designing, implementing, testing and delivering new functionalities requested by business areas, projects or committees/collaboration groups;
testing maintenance releases and business continuity readiness for information management solutions, including collaboration with the Directorate General Information Systems;
maintaining toolkits and knowledge databases for users and the IS Service Desk;
monitoring and reporting on application functional support activities;
selecting, implementing and supporting new information management solutions.

Qualifications and experience:Applicants must have the following knowledge and competencies:

a bachelor�s degree (ideally in IT, business administration, information management or related fields);
at least three years� recent full-time equivalent experience in the fields of information, knowledge, records, archives or library management, or a similar discipline;
experience in the configuration, implementation and user support of Enterprise Content Management solutions;
experience in business analysis and process optimisation would be an asset;
experience with an Open Text Content Server platform would be an asset;
working knowledge of standard MS Office applications (Word, Excel, PowerPoint);
an advanced command of English with proven drafting ability;
intermediate knowledge of at least one other official language of the EU.

Competencies:The successful candidate will have the following behavioural competencies:

understands who his/her clients are and what their expectations are;
ensures timely responses in order to serve clients;
examines issues critically and adopts relevant approaches geared towards successful business solutions;

manages his/her own workload independently, without burdening other team members unnecessarily;
supports team members without assuming responsibility for their work;
shares information and supports team members in the achievement of common goals;

approaches projects with energy and drive;
sees resistance and setbacks as opportunities to be overcome;
generates agreed results within tight time frames;
exceeds expectations even for challenging tasks.

Further Information:Fixed-term contract until 31 December 2019, which may be extended subject to individual performance and organisational needs.
Candidates from ESCB institutions and international organisations are also welcome to apply � i.e. an applicant�s current employer should be: (i) the national central bank of an EU Member State; or (ii) a European or international institution (e.g. the BIS, EBRD or IMF). Applicants must have a contract of employment with their current institution ending at least one year after the end of the proposed period of employment at the ECB. Applicants are encouraged to discuss their interest in being seconded to the ECB with their line management prior to applying. An ESCB/IO contract can be offered for 3 or 6 months, which may be extended up to a maximum of 36 months subject to individual performance and organisational needs.

The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.

How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.

Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.

Applications are accepted from nationals of Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

This position has been allocated to salary band: E/F

Job Title

Trainee - Corporate Services Directorate - Information Management & Procurement Department - Information Management Division

Job ID

103628

Location

LU - Luxembourg

Full/Part Time

Favorite Job

EIB Posting

The EIB, the European Union's bank, is seeking for its Corporate Services Directorate � Information Management & Procurement Department � Information Management Division

at its headquarters in Luxembourg:

INTERN

Duration: 5 months (fixed start date: 1^st February 2017)

(With possible extension up to 6 months if required by University)

Please note that, as marked on our Webpage, only applications from nationals of the Member States of the European Union, as well as citizens from countries with which EU accession negotiations have started, can be considered.

Objective of the traineeship

Within Information Management Division (IMD), the Archives and Records Management team is responsible for the effective day-to-day support, maintenance and retrieval of physical archives.

The objective of the traineeship is to provide practical experience in Archives and Records Management, and offer the trainee the opportunity to propose guidelines of how to produce the inventory of archival collections and implement them in practice.

Responsibilities

Under the supervision of the IMD Archives and Records Management team members, the trainee will work as an archivist/information specialist. His/her main tasks will be:

Assist the Archives and Records Management team in preparing transfers to the Historical Archives of EU (HAEU, Florence) consisting of EIB documents declassified following on-demand requests received from the European Commission
Assist the Archives and Records Management team in completing inventories and ensure integrity of archival collections with the purpose to :
- constitute a thematic list of sources and format available
- identify completeness of records holdings,
- identify audio-visual material in relation with the history of EIB
Contribute to establishing guidelines and template of how the inventory will be conducted
Analyse and check archival collections in the Records Centre
Organise and prepare for transfer the declassified on-demand document collections with the aim of transfer to HAEU, Florence

Academic qualifications and professional skills

Recent University graduate with qualification in an Information Management/Archivist related discipline
Knowledge of Open text Content Server (or Livelink 9.7) will be an advantage.
Excellent knowledge of standard Microsoft office desktop tools (ex. Windows, MS Office, Web Browsers, Adobe)
Excellent knowledge of written and spoken English and/or French

Competencies

Good communication skills
Ability to work independently and as part of a team
Good IT skills and an interest in applying digital technology to archival practice
A logical approach to the work of identification and classification
Competence in administrative procedures and project management ability
Good organisational ability to manage a wide range of tasks
An understanding of research skills in order to provide material for user access
A commitment to the profession and to professional development
Flexibility and adaptability
Sense of responsibility and initiative

Please note that deadline for application is the 25/11/2016

More information on our EIB Internship Programme and Provisions for In-service training can be consulted on our EIB website; http://www.eib.org/about/jobs/student-jobs/index.htm

#LI-DNP

Posting Title:	INTERN - INFORMATION MANAGEMENT (Document / Knowledge Management)
Job Code Title:	INTERN - INFORMATION MANAGEMENT
Department/Office:	OFFICE OF HUMAN RESOURCES MANAGEMENT
Duty Station:	NEW YORK
Posting Period:	04 November 2016 - 18 November 2016
Job Opening Number:	16-Documentation and Information -DM OHRM-68938-R-New York (A)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

The Compensation and Classification Section is offering intern positions for a two-month period starting January 2017 (subject to the candidate's availability and school schedule) with an opportunity of extension up to six months. Please indicate in your cover letter the period for which you will be interested. The internship is UNPAID and full time.

Interns work five days per week (35 hours) under the supervision of a staff member.

� It is IMPERATIVE that your cover letter addresses the following details:

(1) Title of the degree currently being pursued by the applicant and the specific subjects taken;

(2) Expected graduation date from the degree programme that the applicant is enrolled in;

(3) The applicant's objectives for undertaking an internship with the Compensation and Classification Section and how the internship fits within their career plan;

(4) The applicant's availability for the internship: Commencement and end date.

� In your Personal History Profile (PHP), be sure to include all past work experiences, IT skills, and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted. Your application will be evaluated based on the information provided in the PHP and not on any attachments.

Org. Setting and Reporting

The position is located in the Compensation and Classification Section of the Human Resources Policy Service in the Office of Human Resources Management.

The Section is seeking interns interested in gaining professional, hands-on experience in records and document management and digitization, as well as to understand the substantive processes behind compensation and/or job classification as well as obtaining a deep understanding of organizational structures and salary survey methodology.

Responsibilities

Interns are expected to perform some of but not limited to the following tasks under the supervision of a HR Officer and guidance from office staff:

�Research, analyze and evaluate compensation and classification documentation to determine its validity and life-cycle;
�Assist in the digitization and distribution of documentation taking into consideration retention schedules;
�Process and/or catalogue archival collections;
�Assist in the ongoing maintenance of content management systems, including updating the Section�s internal and external website pages;
�Develop an inventory of documentation to be retained, recording them in the office databases and shared drives;
�Participate in record-keeping improvement projects and make recommendations on data master;
�Evaluate adequacy of existing records management and reference tools;
�Perform other related duties, as required.

Competencies

Applicants must demonstrate a keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter of the United Nations. Applicants must have strong analytical skills. The following competencies must be demonstrated:

Professionalism: Have knowledge of information management, archives and records. Ability to apply evaluative skills and conduct independent research and analysis. Ability to demonstrate conceptual, analytical and information management trends. Ability to manage complex records and information preservation and description including updating content into web based platforms Ability to conduct research and provide recommendations on records management, including digital record-keeping, and record preservation. Knowledge of electronic data.

Communication: Applicants must have the ability to speaks and write clearly and effectively; listen to others, correctly interpret messages from others and responds appropriately; asks questions to clarify, and exhibit interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed.

Planning & Organizing: The Classification and Compensation intern is expected to develop clear goals that are consistent with agreed strategies; identify priority activities and assignments; adjust priorities as required; allocate appropriate amount of time and resources for completing work; foresee risks and allow for contingencies when planning; monitor and adjust plans and actions as necessary; and use time efficiently.

Education

To qualify for this internship the following conditions must be met:
1. Applicants must:
(a) be enrolled in a library science, archives, knowledge or document management, communications, information science, media studies, human resources, or related field graduate programme; or
(b) be enrolled in the final academic year of a library science, archives, knowledge or document management, communications, information science, media studies, human resources, or related field bachelor's degree programme (minimum Bachelor's level or equivalent); or
(c) have graduated with a university degree in library science, archives management, knowledge or document management, communications, information science, media studies, human resources, or related field, as defined in (a) or (b) above) and, if selected, must commence the internship within a one year period of graduation.

2. Be computer literate in standard word processing and spreadsheets software applications such as Microsoft Word and Excel or similar. Have knowledge of digitization processes. Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.

Work Experience

Applicants are not required to have professional work experience for participation in the programme. Experience in managing digital records is an advantage.

Languages

English or French are the working languages of the United Nations. For the internship advertised, fluency in oral and written English is required. Knowledge of another UN official language is an advantage.

Assessment

Potential candidates will be contacted by the hiring manager directly for further consideration.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, 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 or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.

Posting Title:	Associate Information Management Officer
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station:	NEW YORK
Posting Period:	22 September 2016 - 20 November 2016
Job Opening Number:	16-Information Management Systems-DM OCSS-63108-R-New York (X)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of an Information Management Officer, the incumbent is responsible for the identification and maintenance of digital archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards.

Responsibilities

Within delegated authority, the Associate Information Management Officer will be responsible for the following duties:

� Provides support to Secretariat offices by advising on electronic record-keeping system standards and compliance and providing training in the use of metadata standards for the capture, maintenance and accessioning of digital archives;
� Oversees and manages digital records accession data related to Peacekeeping Operations in the ARMS electronic record-keeping system;
� Facilitates the appraisal of digital records with permanent archival value and makes recommendations for the storage, permanent preservation and future access of digital archives;
� Manages system upgrades and migration for digital archives databases; and
� Supervises General Service staff in implementing the related tasks as well as other related duties, as required.

Competencies

� Professionalism: Knowledge of information management and record keeping in electronic media. Ability to provide advice and support on electronic records management systems maintenance, including metadata standards, system upgrades, and migration of archives database; knowledge of electronic records preservation and ability to research innovative solutions for electronic records and archives management. 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.

� Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

� Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

An advanced university degree (Master's degree or equivalent degree) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

A minimum of two years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience in digital preservation and continuity, as well as researching new solutions for digital preservation and continuity is desirable. Experience in implementing complex electronic record-keeping and archives management system or complex content management systems in large organizations with dispersed geographical locations is desirable.

No experience is required for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Experience in the application of information technology to archives, records, documents or content management is desirable. Experience in creating and modifying scripts for data modelling and quality control, data cleaning, data importing and exporting, data transferring is desirable. Experience in the use of digital asset management tools is desirable. Experience with metadata standards relevant to archival control of digital collections materials and data such as DACS, EAD, MODS, TEI, MARC, XML, MET and PREMIS is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

United Nations Considerations

No Fee

Senior Digital Preservation Assistant(G6) - (2016/0593 (127772))

Organization

: NEPIK-INIS Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2016-09-30, 3:33:31 PM

Closing Date

: 2016-11-03, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Type of Appointment

Fixed Term, 3 years (subject to probationary period of one year)

Organizational Setting

The Division of Energy Planning and Nuclear Information and Knowledge comprises the Planning and Economic Studies Section, Nuclear Knowledge Management Section and the Nuclear Information Section. The Division is responsible for strengthening capacities in energy and nuclear power planning, building capacities to manage nuclear knowledge and provide knowledge management services to interested member states, and to procure and provide printed and electronic information in the area of nuclear science and technology.

The Nuclear Information Section (NIS) consists of the IAEA Library Unit, the INIS Unit and the Systems Development and Support Group. It foster the exchange of scientific and technical information on the peaceful use of nuclear science and technology; increases awareness in Member States of the importance of maintaining efficient and effective systems for managing such information; provides information services and support to Member States and to the IAEA; and assists with capacity building and training.

Main Purpose

Under the supervision of the INIS Coordinator the Senior Digital Preservation Assistant contributes to the long-term preservation of INIS repository content by monitoring and coordinating the digitization and implementing leading document, information and data standards.

Functions / Key Results Expected

Facilitate efforts on digital processing of INIS repository contents and coordinate the daily work of Digital Preservation Assistants.
Participate in the analysis and implementation of leading standards and methodologies for long-time preservation of the INIS repository content.
Provide expert advice for setting up and implementing digital preservation projects.
Provide expert advice to INIS Members in the preparation and submission of the full-text of their non-conventional literature (NCL) to INIS; prepare and maintain the NCL guidelines.
Monitor end-users feedback, recommend and take appropriate action.
Monitor the long-term storage of the legacy microfiche collection.
Assist in the preparation of management and statistical reports.
Prepare Statement of Work (SOW) for contract services on digitization; carry out technical evaluation of relevant equipment and services act as main contact point with service suppliers, imaging hardware and software companies.
Participate in INIS meetings and training activities as the training facilitator on digital preservation.

Competencies and Expertise

Core Competencies

Name	Definition

Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section�s priorities. Takes into account potential changes and proposes contingency plans.

Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division�s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.

Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition

Analytical thinking	Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.

Knowledge sharing and learning	Actively seeks learning opportunities and actively shares knowledge and information with others; shares specialized knowledge, skills and learning from experience across different situations and contexts effectively.

Judgement/decision making	Consults with supervisor/manager and takes decisions in full compliance with the Agency�s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.

Required Expertise

Function	Name	Expertise Description

Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Excellent knowledge of Adobe Acrobat and MS Office 2010 (Word, Outlook, Excel, Access, PowerPoint).

General Services	Digital Long-Term Preservation	Excellent knowledge of the digitization process and ability to design digitization workflows

Information Technology	Database Development	Excellent knowledge of information databases

Information Technology	Library and Information Systems	Excellent knowledge of information management and technology. Demonstrable conceptual, analytical and evaluative skills and abilities.

Qualifications, Experience and Language Skills

Completed Secondary Education.
Minimum of six years of work experience in digital repositories or libraries, thereof at least two years in international environment.
Experience in long-term digital preservation and working with high performance paper and microfiche scanners is an asset.
Good command of written and spoken English. Knowledge of other IAEA languages (Arabic, Chinese, French, Spanish or Russian) an asset.
English typing test (Level 2) and English language test (Level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50052 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
-------------------------------------------------------------------------------------------------------------------------------------------------------------
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Vacancy Notice No.: EXT/T/16-71

Title: Internship in the WTO Archives Section

Grade: -

Contract Type: Temporary appointment

Issued On: 18 October 2016

Application Deadline (CET): 6 November 2016

Division: Languages, Documentation & Information Management

Duration: 6 months

General Functions

� Catalogue, index, describe and organize information resources using Records Management application and other tools.

� Digitize and organize a card index system for historical correspondence to enable user search and access.

� Review boxes of paper-based records to locate and identify specific records.

� Provide regular updates of activities to supervisor.

� Assist in other records-related tasks as necessary.

REQUIRED QUALIFICATIONS

Education:

Recognized qualification in information management/archives/records management. At least one year of relevant postgraduate study.

Knowledge and skills:

Knowledge of international archival standards: e.g. ISAD(G), ISAAR/CPF, EAD, MoReq;
Ability to describe records accurately and consistently in English;
Knowledge of preservation techniques for paper-based records;
Knowledge of new information technologies;
Good verbal and written communication skills;

Languages:

Advanced knowledge of English. A good working knowledge of French would be an asset.

Additional Information:

Interns are recruited from among nationals of WTO Members state.

Interns will have completed their undergraduate studies in a relevant discipline, and shall have completed at least one year of their postgraduate studies.

The minimum age for an intern shall be 21 years and the maximum age 30 years.

A roster of suitable candidates is maintained from which interns are selected. In addition to the regular internship programme, the need may also arise to recruit interns at short notice for particular tasks. These recruits will also be drawn from the roster. Names will not be maintained on the roster for longer than one year.
Contractual Terms and Conditions: Paid interns receive a daily allowance of CHF 60 (including week-ends and official holidays falling within the selected period). No other remuneration of any kind shall be paid.

Internships take place in Geneva, Switzerland only. Travel expenses to and from Geneva cannot be paid by the WTO, and such travel is not covered by the Organization's insurance. Interns are also responsible for their own insurance cover for illness and accidents while they are working at the WTO.

The WTO may also employ unpaid interns funded from external sources.

Internships are generally of a duration of up to 24 weeks, the length of the internship depending on the project the interns is requested to work on, and on the needs of each Division. The granting of an internship does not entail in any way the right to an extension thereof nor to a vacancy in another part of the Secretariat. Interns may nevertheless apply to external vacancies. Internships can start at any time during the year.

An internship can be terminated by the WTO Secretariat or by the intern with one week's notice.

The Director responsible for an intern will write an evaluation report at the end of the internship, and the intern will also be required to evaluate the internship. Both evaluations will be placed on file.

An agreement will be established between the intern and the Director of the Human Resources Division, specifying the conditions of service and details of any remuneration.

Interns are treated like secretariat staff members during their stay insofar as their obligations, in particular with regard to confidentiality.

Jobs Info

Information Management Specialist (OpenText Content Server)

Organization

Primary Location

Job Posting

Closing Date

Popular Posts

Followers

Blog Archive

Labels

Pages

About Me

Category

Advertise

Label

Visitors