[KATALIST] álláspályázat: Warsaw, Documents and Records Management Assistant]

[IFLA-HUN]

---------------------------- Eredeti üzenet -----------------------------
Tárgy:   [LIBJOBS] Warsaw, Poland; Documents and Records Management Assistant
Feladó:  "Simona Kalisz-Dobrowolna" <Simona.Kalisz-Dobrowolna at odihr.pl>
Dátum:   Csü, Október 6, 2011 13:28
Címzett: LIBJOBS at infoserv.inist.fr
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Vacancy Notice No. VNODIG00317

Post Title:                             Documents and Records
Management Assistant, G5
Organizational Unit:          Office for Democratic Institutions and
Human Rights (ODIHR), Common Services, Documents and Records Management
Unit
Duty Station:                        Warsaw, Poland
Application deadline:          6 November2011


Background:

The Office for Democratic Institutions and Human Rights (ODIHR) is the
principal institution of the OSCE responsible for the human dimension.
ODIHR is active throughout the OSCE area in the fields of election
observation, democratic development, human rights, tolerance and
non-discrimination, and the rule of law. ODIHR’s assistance projects and
other activities are implemented in participating States in accordance
with ODIHR’s mandate.

The Documents and Records Management Unit (DRM) is primarily
responsible for managing all information produced and received by ODIHR.
 The unit processes information in all formats including paper
documents, digital files and media items.  The unit was established in
2009 and is currently handling a large backlog of processing activity.
DRM works with all ODIHR departments and units to ensure successful
organization and maintenance of documents and to improve information
retrieval.  DRM staff currently includes three full-time employees and a
temporary assistant.


Tasks and responsibilities:

Under the general supervision of the Documents and Records Management
Officer the incumbent will perform the following duties:
-          Work with DRM Officer to maintain paper and digital files
for ODIHR departments and units.
-          Review the content of documents; determine appropriate
retention period and destruction date using OSCE Retention Schedule.
-          Weed and process paper and digital files for the office.
-          Coordinate shredding pickups and occasional document
transfers to the OSCE Prague Office.
-          Help to implement office-wide standards and policies for
information organization including but not limited to:  office-wide
digital and paper files; correspondence; financial documents; conference
documents; digital repositories and network drives.
-          Provide individual and/or group guidance on records
management to all ODIHR staff as requested.
-          Train ODIHR staff on various aspects of records management
including paper and digital information management and the use of DocIn
(OSCE electronic repository).
-          Organize and manage physical and digital research resources
and library materials for ODIHR.
-          Coordinate and support documents distribution at two annual
ODIHR conferences and contribute to their post-event processing.
-          Provide staff orientation and separation briefings and
attend meetings/events for the DRM Officer when necessary.
-          Contribute to developing new DRM initiatives and projects
within the department and office.





Necessary Qualifications:

-    Completed secondary education; supplemental training in records or
information management, information classification and retrieval is an
asset.
-          At least four years of relevant working experience. Primary
preference- library, museum, historical society, archive, records
center; Secondary preference- international organization, NGO, embassy
or other relevant organization.
-    Excellent knowledge of English, including communication skills
sufficient to interact with ODIHR staff and external researchers;
working knowledge of other official OSCE languages or Polish is an
asset.
-    Demonstrated working knowledge of relevant computer applications
such as MS Office applications and Adobe software is essential;
demonstrated working knowledge of databases and other relevant software
programs is an asset.
-    Ability to think critically and work independently, under pressure
and in confidence.
-    Consistent accuracy and attention to detail in all aspects of the
position are essential.
-    Tact in dealing with external parties and colleagues requesting
information, files or searches with archiving software.
-    Ability to conduct training sessions for ODIHR staff; topics may
include databases and search tools, archival standards, and records
management procedures.
-    Ability to work with people of different cultural backgrounds.
-    Readiness to work in an environment that may contain dust/dirt and
to perform tasks that involve lifting, bending and repetition;
-    Ability to independently lift boxes and objects weighing up to 20
kg.


Remuneration:

Monthly remuneration, subject to social security deductions, is
approximately 6,500 PLN. OSCE salaries are exempt from taxation in
Poland.

Social security will include participation in the Vanbreda
International medical insurance scheme (current approximate deduction
for a staff member is 39 Euro) and OSCE Provident Fund. The Organization
contributes an additional amount equivalent to 15% of the employee's
salary to this pension-style fund while the employee contributes 7.5%.
Other allowances and benefits are similar to those offered under the
United Nations Common System for general services employees.


How to apply:

If you wish to apply for this position, please use OSCE’s online
application link found under http://www.osce.org/employment.

Only the OSCE on-line applications will be accepted and short-listed
applicants contacted.

Please note that vacancies in the OSCE are open for competition only
amongst nationals of participating States, please see
http://www.osce.org/who/83

The OSCE, as an equal opportunity organization, encourages female
candidates to apply.

Please note that in the event of invitation for interview, the OSCE is
unable to reimburse costs incurred.


Simona Kalisz-Dobrowolna
Human Resources Unit
OSCE/ODIHR
ul. Miodowa 10
00-251 Warsaw, Poland

tel. +48-22 520 0845 (direct line)
mob. +48-(0) 693 930 960
fax +48-22 520 0605
http://www.osce.org/odihr






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