2017-BRU-A3-FGIV-8104 FG IV Archive Officer

Position for:

FG IV Archive Officer

As the science and knowledge service of the Commission, the mission of DG Joint Research Centre is to support EU policies with independent evidence throughout the whole policy cycle.

The JRC is located in 5 Member States (Belgium, Germany, Italy, the Netherlands and Spain). Further information is available at: : https://ec.europa.eu/jrc/

This position is part of DG JRC Institutional History Project (iHiP) and will be located at the DG JRC Inter-institutional, International Relations & Outreach Unit.

The mission of the Unit is to manage DG JRC's relations with its strategic stakeholders in the EU institutions, Member States, Countries Associated with H2020 and international partners. To co-ordinate the Education and Training Actions of the DG JRC, to facilitate open access to DG JRC research infra-structure, to co-ordinate DG JRC's standardisation activities, to raise the profile and reputation of the DG JRC and its activities through the coordination of the JRC communication strategy.

The position relates to the creation of a DG JRC history archive (detection, collection, inventory, archiving of documents, document and records management, digitalisation, EC internal and external information and communication activities and administrative support, etc.) for the purpose of creating an institutional history book of the Directorate-General Joint Research Centre.

The project consists of 3 objectives:

1. Short term: Communication-products for the 60th JRC anniversary activities.

2. Medium term: Streamline and digitise the JRC archive and produce historically correct highlights of the history of the JRC.

3. Longer term: Realise a fully digitised, well organised JRC archive and write an authoritative and scientifically correct history of the JRC.

Qualifications:

Two years of job-related experience is desirable, either at the European Commission or equivalent in archives, document/records management (EC archive rules and standards and recommendations of the International Council on Archives). An MA in archivist studies with a strong background in history is important.

Very good knowledge of English (C1), French, German and Italian both written and oral (B1/B2), high organisational and drafting skills, knowledge about traditions and innovations in the archiving and digitisation sector and extensive experience with scientific and/or public service (history) archives represent an asset.

Directorate

Unit

Strategy and Workprogramme Coordination

Interinstitutional, International Relations & Outreach

Indicative duration

12 months initial contract with possible renewals up to maximum 6 years


JRC Site

Country

Brussels

Belgium


Rules and eligibility

The candidate must be on a valid EPSO reserve list for Function Group IV contract staff or have applied for COM/3/2013/IV via EU CV Online database:

http://ec.europa.eu/civil_service/job/cvonline/index_en.htm

Auxiliary contract staff: https://ec.europa.eu/jrc/en/working-with-us/jobs/temporary-positions/contract-staff-members

Please note that due to the high number of applications received only shortlisted candidates will be contacted.

Please note that applications which have not been updated for 6 months will be deactivated from EU CV Online. Before applying for this vacancy check that your application for COM/3/2013/GFIV is still valid in the database otherwise you might not be considered eligible for this position
 

Associate, Records Management & Archives

                            

Posting Date: 12-Jan-2017
Location: London, GB
Company: EBRD
           
Requisition ID1821
Office CountryUnited Kingdom
Office CityLondon
DivisionVP, Human Resources & Corporate Services
Dept. / Bus. GroupInformation Technology
Business UnitRecords Management and Archives
Contract TypeFixed Term
Contract Length2 years
Posting End Date 

The Records Management and Archives (RM&A) team organises and protects the Bank�s information, making it accessible and useable.
The Associate, Records Management is responsible for managing the records of the EBRD legal department (Office of the General Counsel) and must understand well the Bank operations, and more especially be familiar with their legal aspects. The specific areas of expertise covered by the role are described in items 3 to 5 of the job description.

Accountabilities & Responsibilities:

  • Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
  • Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
  • Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
  • Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
  • Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies and through links with external records and archives services from other similar organisations
  • Train new members of the RM&A team and EBRD staff at all levels to ensure compliance with records and archives procedures
  • Contribute to the development, implementation and maintenance of function-based electronic document and records management systems to enhance Bank business performance
  • Supervise staff including: develop annual individual objectives; oversee operations to ensure objectives are achieved and appraise performance
  • Has own area of expertise and/or responsibility which may include the following:
    1. Manage the EBRD audio-photo-video-web site collections to ensure their long-term preservation Manage the off-site storage operations to achieve efficient management and retrieval of the EBRD records stored off-site, including: acting as chair of tender panel; preparing annual archives budget line; and negotiating annual insurance
    2. Coordinate the RM&A disaster recovery operations including maintenance of the RM&A Disaster Response and Recovery Plan in order to restart RM&A business in the event of a disaster
    3. Manage the safekeeping operations to protect vital legal records and minimise exposure to operational risk, financial loss and reputational damage
    4. Manage the scanning, indexing, quality checking and releasing of documents into EDMS to ensure records are up to date
    5. Manage departmental EDMS including: drafting of user requirements, development, implementation, upgrade of EDMS with IT assistance; helpdesk support and access maintenance in order to protect integrity and accountability of records
    6. Assist the Senior Records Management Advisor in managing the Bank Records System to provide system administration and user support
    7. Manage the records of the Resident Offices, travelling extensively to support all aspects of records management, as well as RO closures and relocations

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Knowledge, Skills, Experience & Qualifications:

  • University degree or extensive experience in Records Management and Archives, preferably in a multi-cultural organisation
  • Very good technical knowledge of electronic records and document management systems
  • Computer literate: Windows, Word, Excel, PowerPoint
  • Ability to supervise and coach staff
  • Excellent communications skills- ability to communicate appropriate and concise information, in written and verbal formats, to a wide variety of audiences within the EBRD
  • Excellent interpersonal skills- ability to work effectively with teams across a wide spectrum of competence areas and levels as well as independently and to act as a respected counterpart; ability to handle confidential and sensitive issues with discretion
  • Ability to generate and drive projects, ability to generate new initiatives and to work creatively
  • Excellent understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
  • Excellent team player
  • Concern for accuracy and attention to detail
  • Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
  • Ability to work independently, to tackle issues and propose practical solutions
  • Ability to work under pressure and meet deadlines
  • Flexible in working hours and willingness to travel
  • Fluent English, both written and oral.
  • Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential



Please note: this position is a two year fixed term contract.


Diversity is one of the Bank�s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Job Segment: Archivist, Records Management, Manager, Banking, Records, Management, Finance
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.
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
NameDefinition
 
Planning and OrganizingPlans 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.
 
CommunicationCommunicates 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 ResultsTakes 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.
 
TeamworkActively contributes to achieving team results. Supports team decisions.

Functional Competencies
NameDefinition
 
Analytical thinkingAnalyses 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 learningActively 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 makingConsults 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
FunctionNameExpertise Description
   
Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Excellent knowledge of Adobe Acrobat and MS Office 2010 (Word, Outlook, Excel, Access, PowerPoint).
   
General ServicesDigital Long-Term PreservationExcellent knowledge of the digitization process and ability to design digitization workflows
   
Information TechnologyDatabase DevelopmentExcellent knowledge of information databases
   
Information TechnologyLibrary and Information SystemsExcellent 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.
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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.

Archives Officer (2 Positions) - Enterprise Content Management Project, TA, P2, New York



Job Number: 499225 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Job organizational context
The Archives Officer directly reports to the Senior Project Manager, ECM.

Purpose for the job
Under the direction of the Senior Project Manager, the Archives Officer will:
  1.  Appraise records to evaluate whether they meet the criteria for inclusion in the
  2. Archives;
  3.  Arrange and describe archival records accordingly to ISAD(G)
  4.  Contribute to the development of archival policies, .e. access, accessioning, appraisal
  5.  Create finding aids
  6.  Participate in the development of a Trusted Digital Repository
  7.  Support Senior Project Manager in implementation of the ECM project.
  8.  Performs other duties as required.

Key functions, accountabilities and related duties/tasks
Operational functions:
* Operationalizes and implements archival guidelines, as defined by the ECM project that support teams regarding the identification, appraisal, arrangement and description, and preservation and conservation of archival records.
* Responds to research requests in accordance with internally defined guidelines.
Efficiency management and reporting
* Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
Communication:
* Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
* Provides necessary support and insights on archival management and processing.
Partnership, coordination and collaboration
* As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on archives related matters including information exchange and harmonization.

Impact of Results 
 1. Governance: upholds and maintains UNICEF's archival records principle. Allows employees and other important stakeholders to perform their duties as effectively as possible. Safekeeping of UNICEF's digital and physical archival records.
 2. Analysis: appraises records to determine archival value. Focuses on digitization to reduce storage costs.
 3. Efficiencies: Enable users to seamlessly access UNICEF"s archival records by ensuring confidential materials are identified and protected, and making available information accessible to all staff.
 4. Compliance: Ensuring that UNICEF's archival records procedures and guidelines are followed.
 5. Knowledge management: The most relevant and latest industry expertise is maintained, expanded, and disseminated throughout the department as well as Organization, and shared with the regional/national institutions/partners.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of archives.

Functional Competencies:
  • Strong communication skills to deal with senior colleagues;
  • Negotiation skills to persuade senior colleagues to follow agreed archives guidelines;
  • An awareness of archival management principles and familiarity with information systems and archives in a digital and paper context;
  • Highly organized and process oriented;
  • Acute awareness & ability to meet project deadlines;
  • Highly proficient with desktop applications such as Adobe Acrobat Professional, MS Office (Word, Excel, PowerPoint), and an ability to learn new IT systems.

Recruitment Qualifications
  • Master's degree in Archival Studies or related field
  • Demonstrated knowledge of international archival standards � ISAD(G).
  • A minimum of two (2) years of relevant experience in archival arrangement and description.
  • Experience with large scale digitization projects will is a strong asset.
  • Understanding of international development issues and previous experience with a multilateral or UN organization is a strong asset.


Opening Date 20 Sep 2016 Eastern Standard Time
Closing Date 5 Oct 2016 Eastern Standard Time