| La Fondation Olympique pour la Culture et le Patrimoine | |||||
| Fonction | : | Gestionnaire de l�information | Mission ? Assure le bon fonctionnement des t�ches documentaires de la section patrimoine Images & Sons (photos) o Recherches d�images o Indexation o Support au Webmaster M�diath�que olympique Chaque employ� est responsable du bon fonctionnement de son d�partement/unit�/section et de la mise � jour de ses comp�tences dans le cadre de la politique de formation du CIO. Par ailleurs, des responsabilit�s d�une autre nature que celles requises par la fonction peuvent �tre impos�es � chacun en fonction de circonstances particuli�res. | ||
| Statut | : | Collaborateur | |||
| Taux d�occupation | : | 80% | |||
Principales responsabilit�s
Acquisitions et catalogage
? R�ception, contr�le et conditionnement des nouvelles acquisitions.
? S�lection pour num�risation.
?Transmission du mat�riel � la personne responsable de la conservation / restauration.
? Mise � jour des tableaux de bord.
?Traitement documentaire des �v�nements du MO, CIO, CNO et SO.
Recherche
?Recherches de photographies pour clients internes/externes dans la base documentaire.
Administration des sites intranet et extranet de la M�diath�que olympique (TOML) :
Remplacement du webmaster durant son absence :
? Administre les comptes d�acc�s au site et g�re la base de donn�es des utilisateurs en fonction des r�gles d�approbation fournies par les d�partements du CIO.
? Pr�pare et publie les dossiers th�matiques dits � Th�mes CIO � en fonction de l�actualit� et des �v�nements du CIO.
Formation, comp�tences linguistiques et informatiques
?Sp�cialiste HES en information et documentation ou formation �quivalente.
?Connaissances de la typologie des supports photographiques.
?Connaissances du Mouvement olympique et du CIO.
? Langues : fran�ais (langue maternelle) et anglais (niveau avanc�).
? Parfaite ma�trise des logiciels informatiques MS et outils de gestion.
? Aisance dans la gestion du travail en �quipe, tant dans la mani�re de g�rer le flux des dossiers que dans la fa�on de communiquer avec ses coll�gues.
?Savoir-faire et savoir-vivre reconnus et appr�ci�s dans les contacts avec les clients.
Comp�tences techniques, organisationnelles et personnelles
? Autonomie et sens de l�organisation et des priorit�s, avec ma�trise de l�impr�vu et flexibilit�.
? Rapidit�, pr�cision et fiabilit� dans l�ex�cution.
? Facilit� et clart� d�expression orale et �crite (dans les deux langues officielles du CIO).
?Connaissances des techniques et technologies li�es � la photographie.
? Connaissance des TIC (Technologies de l�Information et de la Communication).
?Initiative, anticipation, force de proposition.
?Excellente ma�trise des outils institutionnels et suivi des r�gles d'utilisation internes (Livelink, Outlook, etc.)
Comportement et attitude
? Respect des valeurs olympiques et des r�gles internes de bonne conduite ainsi que de toutes les directives et proc�dures en place (s�curit� de l'information, Code d��thique, etc.).
?Collaboration et transfert des connaissances.
?Enthousiasme, grande capacit� d'adaptation, r�activit� et efficacit�.
? Attitude positive, ouverture d�esprit.
?Diplomatie et flexibilit�.
? Capacit� � garder un haut niveau de performance professionnelle dans une situation de tension �lev�e.
? Souci du travail bien fait et discr�tion associ�s � une solide �thique professionnelle.
Records Management Coordination Assistant (G6) - (2016/0629 (001384))
Organization
: MTGS-Records UnitPrimary Location
: Austria-Vienna-Vienna-IAEA HeadquartersJob Posting
: 2016-10-13, 9:18:06 AMClosing Date
: 2016-11-12, 11:59:00 PMDuration in Months: 36
Contract Type: Fixed Term - Regular
Type and Duration of Appointment
Fixed term, 3 years (subject to a probationary period of 1 year)
Organizational Setting
The Department of Management (MT) provides a �platform of services� that serves as a foundation for the successful delivery of the IAEA�s scientific and technical programmes. Its mission statement is as follows: �MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose�. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.
The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.
Main Purpose
Under the supervision of the Unit Head, the Records Management Coordination Assistant monitors the implementation of the work plan and related projects, provides reports, ensures the maintenance of information systems with recordkeeping functionalities at IAEA, provides related training and consultations to IAEA staff and coordinates the record transfers from all units to Records Center.
Functions / Key Results Expected
- In close cooperation with the Unit Head responsible for monitoring the implementation of the work plan and other projects of the Unit such as maintaining and updating the work plan, adjusting priorities, collecting statistics, and proposing SOWs and specifications following established standards.
- In close cooperation with the Unit Head implement the Agency`s records keeping policies, procedures and guidelines, oversee activities with special focus on the maintenance of Records Retention Schedules and File Plans.
- Coordinate records surveys and audits according to establish standards. Ensure dissemination of information regarding established or newly established Records Management policies and procedures, provide user training throughout the Agency. Collect statistics on offered services on regular basis.
- Serve as contact point for ARMS and coordinate electronic records management projects related to recordkeeping solutions, such as Livelink Opentext or MS Sharepoint development, integration, or upgrade. Within established standards and procedures be responsible for the maintenance of electronic recordkeeping systems ensuring compliance and following international professional standards such as ISO.
- Provides advisory services such as one-to-one consultations to IAEA staff on information governance, information security, contingency planning, vital records programme.
- Process active and semi-active records according to ARMS standards and create/maintain inventories, finding aids, storage control databases and reference requests databases for ARMS purposes in context of the information life-cycle concept.
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 |
|---|---|
| Commitment to continuous process improvement | Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements. |
| 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. |
| 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. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Administrative Support|Data Management | Ability to work very accurately and to pay attention to details. |
| Administrative Support | Administrative Support|Discretion and Respect for Confidentiality | Ability to respect confidentiality when dealing with sensitive matters. |
| Administrative Support | Administrative Support|MS Office (Word, Excel, Outlook, PowerPoint) | Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard. |
Asset Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Administrative Support|Guidance and Training | Experience with delivering traings. |
| Administrative Support | Administrative Support|Records and Documents Administration | Knowledge of the Agency�s Administrative Manual and Record Keeping Policy. |
| General Services | General Services|Data and Information Analysis and Reporting | Knowledge of the Agency�s Information Security Policy and Procedures and the Safeguards Manual. |
Qualifications, Experience and Language skills
- Completed secondary education.
- Specialised training in records and information management highly desirable.
- A minimum of six years of work experience, three years of which in records management.
- Demonstrated experience with Electronic Document and Records Management Software (Livelink Open Text, MS Sharepoint) will be considered an asset.
- Experience in an international organization preferred.
- Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an asset.
- English language test (level 2) and typing 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.
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.
Traineeship in the Information Management Services Division
Reference: 2016-121-TRA EXT
Closing Date for Applications: Fri, 24 Jun 2016
Functional area: Secretariat
Function:The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in library, archives and/or records management to participate in a traineeship in the Archives team of its Information Management Services Division for a period of up to six months.
The Information Management Services Division is responsible for the following tasks:
The Information Management Services Division is responsible for the following tasks:
- 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 arranging for the disclosure of archived information when required and the disposal 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 and coordinating the selection of systems and tools for the archives and library, collaboration, and document and records management;
- providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.
- assisting in developing and updating the ECB�s information management policies, procedures and guidelines;
- raising awareness of material and streamlining the current material in order to encourage staff adherence to the ECB�s information management policies and procedures;
- compiling an inventory of the ECB�s information-holding systems and helping to assess their compliance with the ECB�s information management policies and procedures;
- arranging archives and describing media and other archival material;
- acquiring and appraising records and archives or library material;
- assisting in carrying out sensitivity reviews of records;
- specifying and/or testing requirements for the electronic archives management functionality;
- acquiring and maintaining electronic information resources.
Qualifications and experience:Applicants must have the following knowledge and competencies:
- a bachelor�s-level qualification or a master�s/higher degree in information, archives and/or records management, or enrolment in postgraduate studies in one of these fields;
- an advanced-level command of English;
- an intermediate-level command of at least one other official language of the EU;
- working knowledge of MS Office, in particular Word, Excel and PowerPoint;
- working knowledge of a document management system (preferably Livelink) would be an advantage.
Competencies:The successful candidate will have the following behavioural competencies:
- assesses current solutions and recommends superior alternatives;
- uses clear language and images to communicate ideas;
- ensures timely responses in order to serve clients;
- shares information and supports team members in the achievement of common goals;
- takes the initiative in improving policies, processes and products;
- accepts responsibility for the achievement of objectives within agreed timelines;
- prioritises tasks and pays attention to detail, even when under time pressure.
Further Information:Traineeship of up to six months.
Some tasks are physically demanding and you may have to work in conditions typical for record storage areas, particularly when processing and retrieving records from basements or locations at a distance from the offices.
Some tasks are physically demanding and you may have to work in conditions typical for record storage areas, particularly when processing and retrieving records from basements or locations at a distance from the offices.
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 and a telephone interview.
Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
http://www.ecb.europa.eu/careers/pdf/traineeship_programme.pdf.
Further information on the ECB's traineeships can be found at
http://www.ecb.europa.eu/careers/newcomers/trainee/html/index.en.html.
Applicants are accepted from nationals of the 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.
The recruitment process may include a pre-screening exercise and a telephone interview.
Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
http://www.ecb.europa.eu/careers/pdf/traineeship_programme.pdf.
Further information on the ECB's traineeships can be found at
http://www.ecb.europa.eu/careers/newcomers/trainee/html/index.en.html.
Applicants are accepted from nationals of the 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.
| DESCRIPTION DE FONCTION Fondation Olympique pour la Culture et le Patrimoine | |||||
| Fonction | : | Documentaliste | Mission ? Assure les t�ches de catalogage/indexation des archives photo et/ou vid�o produites � l�occasion des Jeux Olympiques de Rio 2016 Chaque employ� est responsable du bon fonctionnement de son d�partement/unit�/section et de la mise � jour de ses comp�tences dans le cadre de la politique de formation du CIO. Par ailleurs, des responsabilit�s d�une autre nature que celles requises par la fonction peuvent �tre impos�es � chacun en fonction de circonstances particuli�res. | ||
| Statut | : | Temporaire | |||
| Taux d�occupation | : | 40%, 50%, ou 60 % selon un horaire pr�d�fini | |||
Principales responsabilit�s
Catalogage et indexation des archives photo et vid�o du CIO
- Catalogue et/ou indexe (de mani�re g�n�rale ou fine, selon le fonds concern�) les archives vid�o et/ou photo du CIO relatives aux Jeux Olympiques de Rio 2016. Les th�mes principaux seront les �preuves sportives et c�r�monies des Jeux olympiques, les activit�s du pr�sident et activit�s institutionnelles du CIO, les images des sponsors, l�organisation des JO et l�ambiance dans la ville.
- R�dige un titre ou une l�gende en fran�ais et en anglais.
- D�crit l�archive � l�aide des descripteurs issus de listes contr�l�es : th�matiques, personnes physiques / morales, g�ographiques, �v�nements, �preuve sportive etc.
- Est force de proposition dans l�am�lioration de la qualit� de l�indexation et des r�gles de catalogage.
- R�alise des contr�les qualit� personnels et/ou entre pairs.
- Rend compte de l�avancement des travaux au responsable Patrimoine Images / � l�archiviste dans une logique de suivi de la qualit� et de respect des d�lais.
Formation, comp�tences linguistiques et informatiques
- Bachelor HEG en information et documentation ou formation �quivalente.
- Exp�rience professionnelle dans un service d�archives audiovisuelles/photo et/ou un service de gestion des collections est un atout.
- Ma�trise de l�informatique (environnement PC ; Word et Excel 2010) et des logiciels de gestion des m�dias num�riques.
- Bonne connaissance et int�r�t pour le sport en g�n�ral et le Mouvement Olympique en particulier.
- Langues : fran�ais (langue maternelle) et anglais (niveau avanc�).
Comp�tences techniques, organisationnelles et personnelles
- Rigueur, esprit de synth�se, clart� dans la r�daction.
- Aptitude � mettre en pratique les principes contenus dans les r�gles de catalogage/indexation des images.
- Sens av�r� du service et souci du d�tail. Rigueur dans l�inscription des sources utilis�es.
- Endurance, capacit� � planifier son travail de mani�re autonome, en respectant les crit�res qualitatifs et quantitatifs.
- Capacit� � rester efficace dans un environnement changeant, � s�adapter positivement � de nouvelles t�ches, responsabilit�s ou personnes.
- Capacit� � interagir avec attention, efficacit� et professionnalisme face � tout type de personnes ; � cr�er un climat de confiance et � percevoir les besoins et les attentes de ses interlocuteurs.
- Connaissance des outils � Corporate � et suivi des r�gles d'utilisation internes (Livelink, Outlook, etc.).
Comportement et attitude
- Respect des valeurs olympiques et des r�gles de conduite internes et de toutes les instructions et proc�dures en place (s�curit� de l'information, Code d�Ethique, etc.).
- Attitude positive, ouverture d�esprit et esprit d��quipe.
- R�sistance au stress.
- Souci du travail bien fait.
- Rapidit� et fiabilit� dans l�ex�cution des t�ches confi�es.
- Collaboration et transfert des connaissances.
- Discr�tion et loyaut�.
Records Assistant (G3) - (393118-2015-2)
Primary Location
: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting
: 2015-04-22
Closing Date
: 2015-05-22
Duration in Months: 24
Contract Type: Temporary Assistance - Regular
Organizational Setting
The Department of Management (MT) provides a �platform of services� that serves as a foundation for the successful delivery of the IAEA�s scientific and technical programmes. Its mission statement is as follows: �MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose�. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.
The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.
Main Purpose
Under the supervision of the Head, Records Unit, the Records Assistant contributes to various key processes within the Records Unit including: digitising unclassified and classified official records (preparation of documents, scanning and performing quality control), registering (indexing) and distributing official correspondence, conducting file transfers, inventorying records and performing other records management tasks.
Working Relationships
The Records Assistant reports to the Head of the Records Unit and communicates extensively with Unit staff regarding codified official correspondence (incoming and outgoing) either in paper or electronic format. In addition he/she communicates with Record Office Coordinators regarding record audits as well as file transfer and disposal.
Functions / Key Results Expected
- Digitise records in accordance with established procedures set forth in the IAEA's Administrative Manual and Record Keeping Policy. Digitisation tasks include:
- Sorting and distributing all incoming paper correspondence to Records Assistants;
- Preparing and scanning correspondence;
- Performing quality control measures on digitised correspondence; and
- Outcharging records that have been digitised.
- Adhere to the procedures of handling confidential information as set forth in the Information Security Policy and Safeguards Security Manual, when digitising classified records. This entails:
- Copying records for distribution;
- Delivering original incoming correspondence against signature to responsible officers;
- Retrieving outgoing correspondence for dispatch; and
- Performing quality control measures on outgoing correspondence.
- Input codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
- Assist in the handling of incoming and outgoing fax messages in the most efficient and cost effective way, as well as their appropriate distribution.
- Assist in ensuring the electronic messaging systems are functioning well and report to MTIT whenever there are problems.
- Provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
- Assist in conducting audits of Records Offices and assist Records Office Coordinators in organizing and transferring files in accordance with Archives and Records Management Handbook.
- Assist in monitoring forms management program and maintain the Forms Inventory Database.
- Assist the Head of Records Unit in conducting records management awareness training sessions in the IAEA.
- Assist in liaising with Records Office Coordinators throughout the IAEA on record keeping matters including records transfer and/or disposal.
Knowledge, Skills and Abilities
- Knowledge of records management policies and practices in international organizations an asset.
- Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
- Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
- Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
- Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
- Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
- Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.
Required Core and Functional Competencies
- Communication
- Programme and Individual Performance
- Teamwork/Relationships
- Client Orientation
- Document, Correspondence and Report Management
- Planning, Organizing and Multi-tasking
Skills and Expertise
- Records and Documents Administration
Language
- Excellent knowledge of both spoken and written English essential. Knowledge of any other official IAEA language (i.e. Arabic, Chinese, French, Spanish or Russian) is an asset.
Functional Assets
- Process Improvement and Efficiency
- Knowledge Management and Development
Qualifications and Experience
- Completed secondary education.
- A minimum of two years of clerical experience, one year of which should be related to records management activities, records registration and/or document indexing.
- Exposure in an international setting is desirable.
- English language test (level 2) and typing test (level 2) at IAEA standard.
Type of Appointment
Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to probationary period of one year.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 31899 (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.
| Function Information Management Specialist | : | Mission ? Help to ensure the availability, integrity and optimum use of the IOC�s internal information and knowledge. ? Ensure optimum integration between information management and applications. Each employee is responsible for the smooth running of his or her section and for keeping his or her competences up to date in line with the IOC�s training policy. In addition, each employee may be asked to take on responsibilities other than those required by the job if particular circumstances so require. | |||
| Status | : | Temporary | |||
| Activity level | : | 100% | |||
Main responsibilities
- Contributes to the management of key information for the organisation and is responsible for optimising and progressing its management in line with strategy developments and business needs.
o Manages the legal and financial information (contracts, invoices, etc.).
o Manages the reference information.
o Conducts regular analyses and proactively proposes developments and solutions.
o Manages the flows of incoming and outgoing information.
- Acts as the contact point for the departments on information and knowledge management matters in order to provide them with optimum support.
- Takes part in the unit�s projects and activities and contributes to their management; prepares roadmaps; plans and follows up deliverables.
- Contributes to the definition, dissemination and adoption of best practices in the area of information and knowledge management.
- Contributes to the processing of information entrusted to enable the IOC to make use of this in the framework of its activities.
Education; language and IT competences
- Information and knowledge management training (university degree, HES or equivalent).
- Meaningful and relevant experience in the field of information and knowledge management (three years), and in particular records management.
- Experience of project management.
- Experience of using content management tools such as LiveLink and SharePoint.
- Knowledge of other platforms � portals and extranets � would be an asset.
- Good knowledge of new trends in both technology and services, with a strong ability to adapt, would be an asset.
- Excellent written and spoken knowledge of French and English.
Technical, organisational and personal competences
- Strong professional ethics; excellence; discretion; diplomacy, tact and loyalty. Respect for the confidentiality of sensitive information.
- At ease working in a team; ability to work in a dynamic environment and maintain team spirit, whilst respecting deadlines; spirit of cooperation and transfer of knowledge.
- Sense of initiative and service orientation.
- Ability to organise personal schedule in response to differing demands.
- Attention to detail. Keen sense of priorities to ensure efficient management of deliverables; diligence in following through the tasks entrusted.
- Precision, speed and efficiency in executing the tasks entrusted. Flexibility with regard to working hours and ability to cope with stress.
- Ability to play an active part in setting common objectives, get involved and respect the contributions of all team members.
- Excellent command of the institutional tools and respect for the internal usage rules (LiveLink, Outlook, etc.).
Behaviour and attitude
- Respect for the Olympic values and internal rules of conduct, and all the instructions and procedures in place (information security, Code of Ethics, etc.).
- Collaboration and transfer of knowledge.
- Autonomy and sense of initiative.
- Positive attitude, open-mindedness, enthusiasm.
- Service orientation and sense of interpersonal relations; ability to consider interpersonal differences as an added value and to interact constructively with all types of people.
| Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
| OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
| Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
| REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
| Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
| Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
| Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
| Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
| Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date | ||||||||||||||||||||||||||
| Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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