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

Job Title

Head of Unit � Operations

Job ID

103252

Location

LU - Luxembourg

Full/Part Time

Full-Time

Favorite Job

EIB Posting

The EIB, the European Union's bank is seeking to for its Corporate Services Directorate (CS) � Information Management and Procurement Department (IMP) - Information Management Division (IMD) � Operations Unit

Head of Unit � Operations

This is a full time position

The term of this contract will be 4 years

The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract subject to organisational requirements and individual performance.

Specific Post Environment and Purpose:

The Operations Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing day-to-day management and functional support relating to physical archives, electronic document management, scanning and Copy Centre services to all Directorates of the Bank.

The Head of Unit � Operations will manage a range services aimed at enhancing the operational effectiveness of archive and document management processes in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.

Operating Network:

S/he will report to the Head of IMD Division and will be responsible for the management of 8 EIB staff members and a number of external contract staff.

Internally, s/he will work in close collaboration with all Directorates of the Bank using services of Operational Unit and in collaboration with IG/Internal Audit as required. Externally, the post requires close collaboration with external service providers, consultants and auditors.

Accountabilities:

The Head of Unit � Operations will be responsible for:

Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
Coordinating (Inter-) Directorate Working Groups in own domain for the identification of user needs and implementation of processes which contribute to the effectiveness of IMP Information Management
In collaboration with IMD Document Management Office unit, proactively suggesting enhancements to IMD processes, procedures databases and record-keeping systems with regard to enhancing operational efficiency of IMD services.
Managing and developing staff members in the Operations Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
Optimise staff resources, equipment and technology for the successful delivery of Copy Center, scanning archiving and electronic document management services and projects on time and according to business requirements.
Coordinating, supervising and executing key processes related to the services of the Operations Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
- Coordinate the successful implementation of document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction according to defined processes and procedures
- Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
- Developing Service Level Agreements with Directorates and monitoring compliance therewith
- Ensuring the physical security of Copy Centre and Scanning premises and of EIB record holdings and storage areas in collaboration with CS/Facilities Management services
- Participating in the procurement and management of external services related to record storage, scanning and copy centre through Tender procedures including the drafting of Terms of Reference and participation in selection panels
Providing or ensuring the availability of specific advice and recommendations to CS Management on the domains covered by the Operations Unit

Qualifications:

University level education, complemented with a relevant post-graduate certification in archives or document management studies.
Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, managing ideally both electronic and physical records
At least 3 years� experience in leading and coordinating cross functional teams and proven track record of success

Key technical/professional knowledge and skills

Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
Knowledge of scanning and printing service practices would be an advantage
Experience of implementing document life-cycle management practices and procedures including document classification, registration, storage, retention and destruction
Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
Knowledge of EIB Personal Data Protection regulations
Experience of Business Process Mapping will be an advantage
Good knowledge of how the Bank operates and is organised
Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
Excellent verbal and written English and/or French language skills and a good command of the other (*)

Competencies:

Change Orientation: Ability to drive change and innovation to realise the Bank�s mission and strategy
Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions

(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages

Deadline for applications: 31^st August 2016

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability

#LI-POST

Job Title

Head of Unit � Document Management Office

Job ID

103251

Location

LU - Luxembourg

Full/Part Time

Full-Time

Favorite Job

EIB Posting

The EIB, the European Union's bank, is seeking to for its Corporate Services Directorate (CS) � Information Management and Procurement Department (IMP) - Information Management Division (IMD) � Document Management Office Unit at its headquarters in Luxembourg, a:

Head of Unit � Document Management Office

This is a full time position

The term of this contract will be 4 years

Specific Post Environment and Purpose:

The Document Management Office Unit within Corporate Services/Information Management and Procurement (IMP) Department / Information Management Division (IMD) will be responsible for providing business support aimed at ensuring compliance with the Bank�s Information Management policies in line with CS/IMP Information Management Strategy and Corporate Services Document Management and Collaboration programme.

The Head of Unit � Document Management Office will be responsible for:

Developing, and updating the Bank�s Information Management Policies (i.e. Information Classification and Retention Policies)
Assisting the business in implementing the Bank�s Information Management policies through shared responsibility for managing appropriate document accesses and permissions, and maintaining document confidentiality and retention classifications
Assisting the business in implementing the Bank�s Information Management policies through communication and awareness building and by providing Helpdesk support and training for the Bank�s key document repositories and Collaboration tools, processes and procedures.

Operating Network:

S/he will report to the Head of IMD Division, work in direct contact with the Head of Unit for IMD Operations Unit and will be responsible for the management of 4 EIB staff members and a number of external contract staff.

Internally, s/he will work in close collaboration with all Directorates of the Bank using services of the Document Management Office. Externally, the post requires close collaboration with external service providers, consultants and auditors.

Accountabilities:

The Head of Unit � Document Management Office will be responsible for:

Contributing to the definition of EIB Information Management Policies and thereafter to the development of IMP Information Management Strategy, in own domain
Participating in EIB-wide Information Management projects for the enhancement of CS Document Management and Collaboration programme and Information Security initiatives
Proactively suggesting enhancements to IMD processes, procedures, databases and record-keeping systems with regard to enhancing operational efficiency of IMD services and operational effectiveness of business requirements
Managing and developing staff members in the Document Management Office Unit, in collaboration with the Head of Division, to achieve the strategic objectives and implement the work program of the Directorate
Optimise staff resources for the successful delivery of services and projects in own domain (e.g. Collaboration and Sharing platform) on time and according to agreed implementation roadmaps and business requirements
Coordinating, supervising and executing key processes related to the services of the Document Management Office Unit, in order to ensure successful delivery of Information Management Strategy and objectives, this includes:
- Maintaining Business Process Models and adapting document management procedures and guidelines in collaboration with IMP colleagues
- Ensuring the successful integration of EIB Information Management Policies into IMD procedures and their implementation in IMD controlled document repositories
- Participate in the procurement and management of external services, for the support of Helpdesk, training and compliance activities through Tender procedures including the drafting of Terms of Reference and participation in selection panels.
- Coordinate the activities of the Document Management Office in order to provide Helpdesk and training services for all Collaboration tools used at Bank-wide level in support of IMP Information Management Strategy in collaboration with CS colleagues
- Communication, awareness building and training related to EIB Information Management Policies
Providing or ensuring the availability of specific advice and recommendation to CS Management on the activities covered by the Document Management Office Unit

Qualifications:

University level education, complemented with a relevant post-graduate certification in archives or document management studies
Minimum 5 years relevant experience with proven track record of success in managing archiving, or electronic document management services, ideally with Helpdesk and training responsibilities
At least 3 years� experience in leading and coordinating cross functional teams and proven track record of success

Key technical/professional knowledge and skills

Knowledge of Document and Records Management Standards (i.e. MoREQ and ISO 15489)
Experience of implementing document life-cycle management practices and procedures including document security, classification, and retention
Experience of using electronic document management systems (knowledge of Opentext Content Server would be an advantage)
Knowledge sharing skills, including presentation and conducting workshops, drafting of documentation
Knowledge of EIB Personal Data Protection regulations
Experience of Business Process Mapping will be an advantage
Proven Project Management skills will be an advantage
Good knowledge of how the Bank operates and is organised
Excellent knowledge of standard Microsoft desktop tools (particularly Windows, MS Office, Web browsers, Adobe, etc.)
Excellent verbal and written English and/or French language skills and a good command of the other (*)

Competencies:

Change Orientation: Ability to drive change and innovation to realise the Bank�s mission and strategy
Providing Direction: Aptitude to provide direction by translating organisational objectives and strategic direction into team and individual actions
Delegation: Capacity to delegate responsibility and provide others with the means and authority to act within their own area of responsibility
Coaching and Development: Ability to guide and develop others to make the most of their skills and potential
Commitment: Aligns behaviour with the interests of the EIB in a committed way and supports diversity policies
Teamwork and Communication: Takes a co-operative approach within the team, sharing knowledge and information. Seeks to promote harmony within the team and contribute to team processes
Reliability: Demonstrates a focus on achieving results and objectives. Meets commitments and takes responsibility for personal performance
Integrity: Maintains high standards of honesty and trustworthiness. Considers ethical implications of issues and decisions

Deadline for applications: 31^st August 2016

#LI-POST

Information Systems Specialist(

Job Number:

10559)

Description

The OECD is a global economic forum working with 34 member countries and more than 100 emerging and developing economies to make better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The Executive Directorate (EXD) delivers the Organisation's corporate services including human, financial and digital resources management, as well as the infrastructure, security, conference and language services.

The Digital, Knowledge and Information Service in the Executive Directorate (EXD/DKI) provides the digital solutions and technologies to support and enhance the OECD�s global role in building knowledge, communicating with the world and interacting with governments to inform and influence policy making.

The Information Systems Specialist works in a Digital Practice team responsible for developing, testing, implementing and supporting digital solutions as well as defining, assigning and providing quality control on work packets assigned to near/offshore partners. The Information Systems Specialist works under the direct supervision of a Digital Solutions Analyst within EXD/DKI.

Main Responsibilities

Technical

Develop, test, implement, maintain and support secure, integrated, digital solutions to meet the business needs of the Organisation.
Assist defining needs for applications and analyse business processes.
Participate in defining architectures, database structures, user interface layouts, workflows, control processes and interfaces with other applications.
Develop routines or applications to identify, organise and prepare information to be uploaded to the corporate records system, OECD. Records.
Work in close collaboration with other teams to ensure that all necessary hardware, software, backups and related systems facilities are functioning properly.
Provide regular management reporting on the use of digital solutions.
Keep abreast of advances in current and emerging industry trends, related technologies, methodologies and best practices.

Support, documentation and training

Support digital solutions and maintain proactive relations with user representatives, other IT support areas and suppliers.
Write and maintain technical documentation (e.g. system architecture, operational procedures), end-user documentation and training material.
Assist users in the appropriate use of their applications and provide advanced support.

Ideal Candidate Profile

Academic Background

A university degree in information, records or library management, computer science or a related field.

Professional Background

At least five years' experience in the domains of information, records or library management and developing, testing, implementing, maintaining and supporting digital solutions.
Two years� experience: collecting business requirements, writing technical specifications and development plans, implementing agreed solutions and conducting post-implementation reviews. Participating in defining technical architectures, database structures, user interface layouts, workflows, and interfaces with other systems.
Proven experience developing front-end portals and applications and supporting digital solutions, working closely with user representatives and other IT support areas.
Practical experience working with, developing, integrating, designing and testing semantic, linked data and ontology management technologies and solutions.
Experience making presentations, providing training and user support.

Tools

OpenText Content Server, Luxid, EVN, Top Braid Live and MarkLogic.
SPARQL, SharePoint, XML/XSLT.
MS Office Suite.

Languages

Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
Knowledge of other languages would be an asset.

Core Competencies

For this role, the following competencies would be particularly important: Achievement focus, Analytical thinking, Flexible thinking, Developing talent.
Please refer to the level 2 indicators of the OECD Core Competencies.

Contract Duration

Two-year fixed term appointment, with the possibility of renewal.

What the OECD offers

Monthly base salary starting from 4355 EUR, plus allowances based on eligibility, exempt of French income tax.

Please note, the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities.

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.

Jobs Info

Information Management Specialist (OpenText Content Server)

Job Number:

Description

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