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Associate Documents and Records Management Officer (P2)

Warsaw (Poland)

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Warsaw (Poland)
  • Grade: P-2, Internationally contracted - Open for OSCE's 57 participating States - Junior level
  • Occupational Groups:
  • Closing Date: 2021-08-16

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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, combating human trafficking, 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 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. 


Tasks and Responsibilities:

Under the direct supervision of the Second Deputy Director/CFA, as Associate Documents and Records Management Officer, you will perform the following functions: 

  1. Acting as the primary focal point in the ODIHR for records and document management;
  2. Responsible for the management of ODIHR electronic- and paper-records for the entire Office and all Departments;
  3. Providing guidance on records management and correspondence workflow to all ODIHR staff;
  4. Developing and maintaining a uniform approach to records management within the ODIHR office, following standards and guidelines established by the Records Management team in Vienna, and ensuring consistency in creating metadata for records;
  5. Communicating with other records managers in OSCE institutions and field operations to effectively co-ordinate the retention of active and semi-active records, the transfer of historical records to the Prague office, and to share ideas about best practices;
  6. Co-ordinating the Documentation Centre in support of ODIHR Human Dimension events;
  7. Supervising the Documents and Records team; providing guidance, training, advice, control and evaluation of the duties performed;
  8. Preparing annual budget plan for the team;
  9. Performing other related duties as required.


Necessary Qualifications:

  • First-level university degree in Archives Science, Library Science, Records Management or any other field of Information Science;
  • Minimum of four years increasingly responsible professional experience in the field of archiving/records or information management within an international organization;
  • Proven management experience;
  • Experience in delivering presentations/training;
  • Experience in Project Planning and Management;
  • Excellent written and oral communication skills in English, Working knowledge of other official OSCE languages, especially Russian, is an asset;
  • Ability to work with people of different nationalities, religions and cultural backgrounds;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration is around EUR 4,000, with the actual monthly salary depending on post adjustment and family status. OSCE salaries are exempt from taxation in Poland. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. The Organization contributes an amount equivalent to 15% of the employee's salary to this Fund and the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System.


Appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under


The OSCE retains the discretion to re-advertise/re-post 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 candidates 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


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.


Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see


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.

Additional Information
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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