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Associate Records Management Officer

Prague (Czech Republic)

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Prague (Czech Republic)
  • Grade: P-2, Internationally contracted - Open for OSCE's 57 participating States - Junior level
  • Occupational Groups:
  • Closing Date: 2019-12-11

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Background    
     
   

This post is located in Prague in the OSCE Office of the Secretary General, Documentation Center in Prague (DCiP).

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The DCiP´s mandate is keeping the institutional memory of the Organization and spreading information on the OSCE through various outreach activities. DCiP is the home of the CSCE/OSCE archives, thus, an important part of its activities relate to maintaining and updating various archival collections, including their digitalization, renaming and saving.  Researchers working under special conditions on the DCiP premises and library (Researchers-in-Residence Programme) are also assisted by the DCiP. Effective May 2019 the DCiP also oversees and advises on records management and retention management practices and policies throughout the OSCE.

     
Tasks and Responsibilities    
     
   

Under the direct supervision of the Head, Documentation Centre in Prague the incumbent will be tasked with overseeing and advising on records management and retention management practices throughout the OSCE (Secretariat departments, other executive structures and the field operations). The selected candidate will perform the following administrative and support functions in order to ensure the efficient and effective operation of the records management programme:

  1. Providing input to develop records management policies and procedures, and implement and update policies and procedures for OSCE records management across the Organization in accordance with best practices and standards;
  2. In co-operation with the Senior Documentation and Information Assistant, being responsible for amendmetns and updating of the relevant administrative instructions and manuals;
  3. Assisting the Head, DCiP in proposing and implementing Organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of records in any medium, including electronic and paper records;
  4. Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system;
  5. Advising on and co-ordinating the transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague (DCiP);
  6. Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS), providing guidance and support to users and introducing improvements as needed;;
  7. Fostering communication and co-operation with records management focal points from other OSCE executive structures, including co-ordinating records management matters and participating in working groups related to automated record- keeping systems with ICTS (Information Communication Technology Services) and the closure or downsizing of field operations;
  8. Monitoring records management compliance within the Secretariat and OSCE field operations; identifying gaps in practices and proposing solutions to address them;
  9. Advising on the development of information and training related to records management and providing training for OSCE staff on records management principles, practices and tools;
  10. Supervising the Records Management staff work priorities to ensure the smooth operations; assisting with all financial matters pertaining to records management including preparation of the annual budget, half yearly reports, mid-year reviews, horizontal issues;
  11. Acting on behalf of the Head, DCiP as requestsed;
  12. Performing other related duties such as promoting records management practices by developing awareness campaigns and organizing events.

For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat

     
Necessary Qualifications    
     
   
  • First-level university degree; degree in records management, archival science or other related field would be an advantage;
  • Minimum of four years of professional records management experience with increasing responsibilities, including some experience providing technical direction for, or supervising, records management administrative staff;
  • Practical experience in the implementation or use of EDRMSs (especially Open Text) or similar electronic management systems would be desirable;
  • Computer literacy with practical experience in Microsoft applications including SharePoint;
  • Professional fluency in English with excellent written and oral communication skills; knowledge of Russian or other OSCE languages would be an advantage;
  • Demonstrated commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities;
  • Ability to work under time pressure and with tight deadlines;
  • Experience in working in a multilateral/multicultural environment;
  • Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.
     
Required competencies    
     
    Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work
Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
     
Remuneration Package    
     
   

Monthly remuneration is approximately EUR 4,659 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Czech Republic. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

     
How To Apply    
     
   

If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only those applicants who are selected to participate in the subsequent stages of recruitment will be contacted.

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

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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