Information Management Specialist

VN Category (INT / EXT / EOI):

Job Category:

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The WTO seeks to attract and retain staff members offering the highest standards of competence, efficiency and integrity and to build an organization that is representative of the Members and People it serves. As an equal opportunity and inclusive employer, the WTO gives full regard to competence and welcome applications from qualified candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic. Applications from non-represented Members (link) are particularly encouraged for all positions.

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The Secretariat of the WTO is seeking to fill a Information Management Specialist position in the Official Documents and Registry of Notifications Section (ODRNS) of the Language, Documentation and Information Management Division.

The ODRNS aims to provide appropriate access to all relevant internal and external information. This entails adding value to information by capturing, indexing, storing, preserving and disseminating it. Information resources are managed and disseminated through the WTO websites and repositories for documents and notifications content. The Section works closely with the membership and secretariat to continuously improve existing and develop new innovative digital search and information discovery solutions to facilitate daily work in committees, meetings and to provide high-quality information, reference services and training to Members and WTO Staff

GENERAL FUNCTIONS

Under the supervision of the Head of Documentation Branch/Chief of ODRNS, the incumbent will manage the WTO electronic documentation systems in particular Documents Online (DOL) / WTO Discovery and all associated services by collecting user needs from a wide range of stakeholders namely members, observers, organizations, secretariat and public to implement strategies to strengthen core business processes to facilitate quality information retrieval, intuitive discovery and transparency by leveraging information management.

DOL is the system enabling the timely electronic dissemination of WTO documentation to the WTO Secretariat, Membership and the Public at large. WTO Discovery is a smart content platform that transforms WTO documentation into interactive, searchable, and customizable content by helping users find relevant information instantly and navigate documents by topic. The ODRNS team ensures that metadata, keywords and their automatic delivery are streamlined and harmonized across all document types.

 Key accountabilities will include:

• Classify, catalogue, index, describe, and systematically organize diverse information resources to ensure accurate access, retrieval, and distribution, applying appropriate metadata standards and digital systems across various domains.
• Contribute to ensuring an effective information management systems for the WTO official documents database DOL, including the search tool leveraging AI and semantics (WTO Discovery). This entails researching and drafting business case proposals for cost effective systems that address the strategic needs of the Organization and ensures operational efficiency; contributing actively to projects in this domain, by drafting business, functional requirement specifications, coordinating with external vendor(s) on information management system requirements and procedures; defining, developing and implementing end user acceptance test plans and other quality assurance assessments.
• Assist in the development of a digital long-term preservation strategy based on XML data structures. This entails revision and quality control of documents converted to XML by identifying missing/incomplete/incorrect metadata.
• Respond to telephone, email and written enquiries from Members, Secretariat and public on information resources by retrieving the material and providing appropriate information.
• In consultation with the Chief of section, plan the delivery of presentation and training programmes for Members, Secretariat and others on how best to access, use and understand WTO information resources through the information management systems. Collaborate with the appropriate Secretariat teams to create and distribute informational resources, in consultation with the Members.
• Participate in the elaboration of information management strategies and policies within the Division and work closely with other colleagues in this area. Keep abreast of and apply the latest international standards in information management, including information discovery through vocabularies (taxonomies, thesaurus, value lists, ontologies), to harmonize information.
• Assist the WTO Central Registry of Notifications (CRN) in processing notification documents, and, as required, the WTO Registry in processing official correspondence, producing periodic reports and providing reference services.
• Undertake any other related tasks as required.

REQUIRED QUALIFICATIONS

Education:

An advanced university degree in information management, computer science, information systems management, economics, public or business administration, or a closely related field, is required.

A basic university degree plus a qualification in the above mentioned fields recognized by a professional body may be considered equivalent to an advanced university degree. Additional experience may also be accepted in lieu of an advanced university degree.

Knowledge and Skills:

Proven ability to develop, document and maintain cataloguing rules/practices, information system operating procedures, detailed information system business process flows, business requirement specifications and user acceptance test scenarios.

Strong command of tools and methodologies for organizing, classifying, and retrieving information in support of efficient documentation management.

A solid understanding of data modelling, indexing, and semantic concepts relevant to information management is required.

Working knowledge of structured information formats (e.g., XML, DITA) and principles for organizing and managing structured documentation is required.

Knowledge of data mining would be a asset.

Knowledge of the Harmonized System and other product classifications would be an asset.

The following interpersonal skills are required: relate to and build relationships with colleagues; communicate information in a clear way and understand information; present technical facts to knowledgeable specialised audiences; work as a member of a team, relating to others, while working independently to achieve his/her objectives.

Organizational Competencies:

Core Competencies:

• Communicating for Results
• Effective Collaboration
• Cultivating Progressive Growth
• Professional Accountability
• Relevant Digital Proficiency
• Diversity, Equity and Inclusion

Work Experience:

Minimum two year of relevant experience, including demonstrated professional experience in cataloguing, analysis and description of information materials according to internationally recognized standards.

Languages:

Excellent command of English, both oral and written is required.  A good working knowledge of French and/or Spanish would be an asset.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 

The WTO is a non-smoking environment.