| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
27 April 2015-27 May 2015 | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
15-IMA-UNEP-41630-R-NAIROBI (X) | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
United Nations Core Values: Integrity, Professionalism, Respect for Diversity | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
INTERNSHIP
Internship to assist in content management for the UNCCD Scientific Knowledge Brokering Platform
Type of position
: Internship
Number of positions offered
: 1
Duty station
: UNCCD offices in Bonn, Germany
Languages:
English required. Other UN languages are an asset.
Duration: 4 months
Starting date:
June 1st 2015
Application deadline:
May 20th 2015
TERMS OR REFERENCE
1. Background and justification:
The UNCCD Scientific Knowledge Brokering Portal (SKBP) has been developed as a pilot in 2014 to act as a "bridge to bridges". It is designed to improve access to scientific and technical information on desertification/land degradation and drought (DLDD). The SKBP will address many knowledge gaps on global sustainable land management practices, by providing awareness, guidance and access to relevant knowledge sources. The SKBP pilot consists of two modules: An interactive map of knowledgebases, and a search portal for content offered by partner organizations.
Development of the SKBP is led by the secretariat�s Knowledge Management, Science and Technology unit (KMST), in cooperation with partner institutions. The KMST unit offers an internship within the team responsible for content management and development of the SKBP.
2. Description of duties for the Intern:
The intern will perform the following tasks under the direct supervision of the Programme Officer:
? Assist in the collecting, structuring and uploading of information to the SKBP portal;
? Assist in developing, maintaining and applying taxonomies and classification systems to existing knowledge bases;
? Perform desk research and online research;
? Any other duties as decided by the supervising officer that relate to the internship.
3. Internship Objective and Learning Elements:
Internship objective and teaching/learning elements include inter alia:
Experience and knowledge of the work of the United Nations Convention to Combat Desertification;
? Enriching experience in working on knowledge management and knowledge sharing platforms;
? Understanding the importance of information technology and architecture to determine the structure, design and flows of information.
4. Expected Qualifications/Skills
Must be in pursuit of a Master�s degree in either archival, information systems, information management or related fields;
? Basic knowledge and understanding of sustainable land management practices, and issues relating to desertification, land degradation and drought;
? Basic knowledge of information management and record keeping, including the use of taxonomies and classification systems;
? Understanding of modern library and knowledge management practices;
? Ability to work collaboratively with knowledge providers and with service providers in information technology;
? Ability to work in an organized and structured way;
? Fluency in written and spoken English.
5. Submission of applications
Internship application forms can be found at:
http://www.unccd.int/en/about-the-convention/The-Secretariat/Internships-and-fellowships
Your completed application form and Curriculum Vitae should be submitted by e-mail to staffing@unccd.int, specifying in the subject line: Internship SKBP.
The deadline for applications is 20 May 2015. Only applications submitted by the deadline and meeting the requirements will be considered. No telephone calls will be returned. Please address your application as indicated above and please do not address or copy your application to an individual at the Secretariat.
Interns are not financially remunerated by the UNCCD. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of the intern or his/her sponsoring institution.
INFORMATION FOR CANDIDATES
Director of the International Tracing Service (ITS)
The International Tracing Service (ITS) was established by the Allies at Bad Arolsen in Germany following the end of the Second World War for the purpose of tracing missing persons who had suffered persecution by the Nazis. The ITS was also given the task of collecting, classifying, preserving and rendering accessible to governments and interested individuals, including survivors and/or the families of Nazi victims, the documents relating to persons persecuted by the National Socialists in concentration camps and other sites of internment and persecution or as forced labourers to non-Germans who were displaced as a result of the war. The ITS today holds over 30 million documents pertaining to 17.5 million persons.
The ITS comes under the authority of the International Commission for the International Tracing Service (IC-ITS) which is comprised of eleven states: Belgium, France, Germany, Greece, Israel, Italy, Luxembourg, Netherlands, Poland, United Kingdom and United States of America. Between 1955 and 2012 the International Commission managed the ITS through the good offices of the International Committee of the Red Cross (ICRC) in Geneva, which then also provided the Director. The government of the Federal Republic of Germany has funded the work of the ITS since 1955.
In 2007 the International Commission decided to open up the archives for public research. While continuing the preservation and tracing work of the ITS, the intention was to facilitate an expansion of its activities to include the development of the ITS into a center for documentation, information and research, which will ensure that the fates of those who fell victim to National Socialism and of the survivors continue to be studied for the enlightenment of future generations.
The new mission of the ITS is expressed in the following terms:
To preserve, conserve and open up the ITS archives to public access; to modernise and make more effective its services to Nazi victims and Holocaust survivors and those who seek to trace the fate of family members persecuted by the Nazis and their allies; and to integrate the ITS into the European and international network of research and educational institutions focused on Nazi persecution, the Holocaust, forced labour and displaced persons.
The Director is recruited and appointed directly by the International Commission. The Director, who also serves as the Secretary of the International Commission, is responsible for directing and administering the ITS and for implementing the policy decisions taken by the International Commission. The Director will be accountable to the International Commission in accordance with the terms of the new ITS Berlin Agreement, which replaced the 1955 Bonn Accords and came into effect on 1 January 2013. The Director is responsible for leading and administering an organization of some 270 people, mostly local German citizens. The tracing and other humanitarian work of the ITS remains one of the central tasks of the operation and will continue to generate decisions that require political, legal, archival and human sensitivity. The growing research and educational activities of the ITS have however taken on increased prominence and require a responsiveness to international, academic and archival concerns. The ITS, now a participant in the EHRI (European Holocaust Research Infrastructure) II program and one of seven permanent international partners of IHRA (International Holocaust Remembrance Alliance), must continue to develop close relations with other bodies working in the field, whether they be archives, research institutions or places of commemoration.
The Director will work closely with member states, especially the host country with special responsibilities for financial management, and with those states which have themselves taken digital copies of the Bad Arolsen archives. The Director will also work together with the Institutional Partner, currently the Federal Archives of the Federal Republic of Germany, with which the International Commission has entered into a Partnership Agreement. The Institutional Partner advises on the implementation of policy in fields such as human resource management; conservation and preservation; cataloguing and indexing; and budgeting and auditing.
Personal Characteristics
The International Commission is looking for a new Director with proven administrative skills and a capacity to inspire and lead the ITS to achieve the humanitarian, curatorial, educational and research goals established by the International Commission. Candidates may be of any nationality, but an ability to speak and write English and German fluently is essential given the composition of the staff, the nature of the archives and the complexion of the International Commission; and a facility with other languages, in particular a working knowledge of French, will be a distinct advantage.
The successful candidate should be able to demonstrate an understanding of the National Socialist era from 1933 to 1945, the Holocaust, the history of National Socialist persecution as well as the historical experiences of the Second World War and its aftermath. He or she must understand the sufferings of the various victims and survivors of the National Socialist regime and sensitivities towards the expectations of those using the tracing service to learn of the experiences and fate of their family members.
While good leadership and administrative skills are paramount, the new Director will be required to show an understanding of the political, research, educational and humanitarian significance of the archives and a readiness to facilitate improved public access to the archives with respect for privacy considerations laid down by the International Commission. S/he will advance educational initiatives and research based on ITS archives and documents.
Professional Experience
Academic Background:
Candidates should have an advanced university degree (Master or equivalent or greater academic qualification).
Management
: Candidates should have a demonstrated track record of successful and skilful leadership in a similarly complex institution, based on evidence of increasingly responsible, substantive experience as a manager of people, processes, and budgets.
Leadership
: Leadership style needs to be collaborative and collegial, with a significant dose of political and international savvy. Candidates should be able to show an ability to work together productively with the institutional partner designated by the International Commission, the national repositories of digital copies of the ITS archives in member states of the IC-ITS, the multiple current and potential constituencies of the ITS, and the various institutions with which ITS may undertake special projects and initiatives. Candidates must show the readiness and ability to identify issues of gender equality and to act in awareness of gender equality.
Vision
: Candidates must present evidence in the ability to think and plan strategically. Administrative experience should reflect talent for articulating vision, achieving the definition of short- and long-term goals in a consensus-driven situation, and, through delegation and in cooperation with senior staff, confidently overseeing the timely implementation of goals.
Decision-making
: Candidates must present evidence of an ability to make decisions that are thoughtful, well-founded and convincing, and which balance and reflect the multiple interests of the many parties and interest groups involved.
Financial management skills
: Candidates must have an aptitude for budget development and resource management, and experience in aligning resources with strategic institutional goals.
Presence and Relationship-building:
Candidates must have the personal and professional presence to establish effective relationships with the senior leadership of the Institutional Partner and officials of the German Government; with representatives of the member states; and with international institutions and individuals that take an interest in the work of the ITS.
Communications
: Candidates must show good listening and speaking skills with which to promote and communicate the work of the ITS.
Terms of Appointment
The ITS will offer a contract and remuneration appropriate to the international significance of the appointment. Remuneration will include a monthly pre-tax salary of at least � 7000 plus allowances as applicable. Further details will be available for short-listed candidates.
The appointment, which will start on 1 January 2016, will be for a period of five years, renewable for up to another five years subject to a probationary period of six months, satisfactory performance and the approval of the International Commission.
As stated in the new ITS Agreement, "the Director of the International Tracing Service shall enjoy mutatis mutandis the same privileges and immunities as career consular officers according to Articles 40 to 47 and 52 of the 1963 Vienna Convention on Consular Relations in the Federal Republic of Germany, unless he is a national of or permanently resident in the
Federal Republic of Germany. In the latter case, he shall enjoy immunity from jurisdiction and personal inviolability only in respect to official acts performed in the exercise of his functions."
Equal Opportunities
We promote equal professional opportunities for men and women. That is why we invite in particular women to apply for the position. If suitability, capability and professional performance are equivalent, women will be given consideration pursuant to the German law on equality; persons with serious disabilities will be considered pursuant to Statute Book IX of the German social law.
Application Process
Applicants are invited to complete the attached Candidate Application Form, to be submitted electronically at http://nomination.its-arolsen.org in English, together with a CV/resume and a cover letter explaining their interest in and qualification for the appointment as Director of the ITS at Bad Arolsen by 14 May 2015. Short-listing of candidates will occur in June with final selection interviews held in July. An appointment is expected to be announced by the end of July.
The email address for inquiries is: directorate@its-arolsen.org
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.
| Post Title: | Records Coordinator | Vacancy Notice: | 2015/17/G 105603 |
| Level: | G-5 | Posting Period: | 24 April � 7 May 2015 |
| Duty Station: | Montr�al | Date for entry on duty: | After 7 May 2015 |
THE ORGANIZATIONAL SETTING
The Records Management System (RMS) Unit is subordinate to the Documentation Planning and Management (DPM) Section, part of Languages and Publications (LP) within the Bureau of Administration and Services in (ADB) in ICAO.
The Unit is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. Unit is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The RMS Supervisor (S/RMS) reports directly to Chief, DPM (C/DPM) and supervises a State letter Coordinator, a Records Coordinator, a Registry Clerk and an Archives Clerk.
The incumbent of the position reports directly to S/RMS. S/he records ICAO official correspondence into the Records Management System. She monitors issues with classification and processing of official correspondence through the RMS and the Central Registry Information System (REGIS), taking corrective action and/or reporting to S/RMS. S/he coordinates Archives operations with all Bureaus and the Archives Clerk. She also assists RMS Focal Points on matters of records classification and researches user record queries.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Records official correspondence,
achieving results such as:
� Classify and file official email and e-fax correspondence according to the ICAO File Guide into the RMS.
� Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
� Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
� Identify official paper correspondence as vital records, classify and submit them to REGIS for the Legal Affairs and External Relations Bureau (LEB) and the Office of the Secretary General (OSG).
� Request and file translated versions of non-English correspondence into the RMS.
� Open new volumes of paper files containing vital records.
Function 2 (incl. Expected results)
Monitors issues with records classification and processing,
achieving results such as:
� Identify errors on record classification and minutes.
� Register and process corrective actions to ensure consistency and accuracy of records.
� Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
� Assist the S/RMS on training/coaching of RMS staff.
Function 3 (incl. Expected results)
Coordinates Archives operations
, achieving results such as:
� Assist with the periodic review of registry records according to the retention schedule.
� Coordinate and process transfers of official inactive paper files, provide operation plans.
� Close paper registry files and ensure their integrity.
� Update REGIS in accordance with transfer of paper files.
� Manage storage space of archival registry files.
Function 4 (incl. Expected results)
Assists RMS Focal Points and users of records and archives,
achieving results such as:
� Advise HQ RMS Focal Points and users on the procedures for records management.
� Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
� Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
� Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.
Function 5 (incl. Expected results)
Reviews RMS operational lists,
achieving results such as:
� Update and maintain accurate and complete operational lists.
� Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
� Monitor change requests for RMS operational lists.
Function 6
Perform other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Educational background
Completion of secondary school is required.
Professional experience and knowledge
Essential
� A minimum of five years� related work experience.
� Experience with digital capture of documents and record classification.
� Experience on following and applying organization policies, guidelines and procedures.
Desirable
� Experience within the United Nations system or in an international organization, in Records Management and Archives.
� Knowledge of ICAO structure, documentation and records management.
� Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word.
Language skills
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).
Competencies
1. Accountability: The willingness and ability to accept responsibility for oneself and one�s subordinates; taking ownership for actions and outcomes.
2. Communication: The ability to convey oral communication clearly and concisely; listening to understand, and asking questions to verify understanding.
3. Client orientation: Ability to provide excellent service to internal and external customers, identifying and responding to their current and future needs.
4. Planning and Organizing: The ability to identify priority activities and assignments in a fast pace environment, allocate appropriate amount of time and resources for completing work.
5. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others� ideas and expertise.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a temporary basis for a period of six months.
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
| The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: | Level | Net Base Salary per annum | |
| G-5 | CAD 36,464 | ||
