Records and Information Management Officer
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
This post is a limited-term fixed-term post.
1. Organizational Context
a. Organizational Setting
The position is located in the Records and Archives Section of the Knowledge Management and General Services Division, in the Administration and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archives. The Section also contributes to the delivery of integrated strategies for knowledge management and enterprise content management to support business needs and knowledge sharing.
b. Purpose Statement
The Records and Information Management (RIM) Officer contributes to the development and maintenance of a coherent and effective framework for managing records and information in WIPO. She/he leads the design and implementation of RIM solutions such as WIPO's Enterprise Content Management (ECM) system by defining effective strategies, policies and practices, provides technical expertise on records and information governance issues, and works in close collaboration with business managers, IT, legal and information security experts to apply and foster RIM best practices across the Organization.
c. Reporting Lines
The incumbent works under the supervision of the Head of Section.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Provide substantive technical inputs to the Head of Section for the development and implementation of effective strategies and solutions for records management at WIPO. Refine and develop key organizational records management tools, including the classification scheme and retention schedules.
b. As RIM lead in the Enterprise Content Management (ECM) implementation team\:
i. collect and analyze RIM requirements from WIPO business units;
ii. participate in the design and implementation of robust content structures to enable business units to create, share, retrieve and protect information effectively;
iii. supervise the team responsible for developing content structures including assigning tasks, providing guidance, resolving issues and monitoring performance;
iv. contribute RIM expertise to information governance policies and practices;
v. provide RIM technical inputs for the implementation of digital records management solutions within the ECM;
vi. participate in the development of migration strategies for business records.
c. Provide ongoing review and improvement of policies, procedures and practices for managing WIPO's records.
d. Oversee records retention and disposal activities.
e. Oversee the development and delivery of RIM training to WIPO staff.
f. Coordinate activities with RIM focal points in the business units and develop communities of practice.
g. Provide functional requirements for new RIM tools and technologies as needed, including proposing process improvements, testing, and providing feedback.
h. Represent the Section by providing a RIM perspective in meetings, working groups and task forces as required.
i. Keep abreast of developments in RIM technologies and evolving practices.
j. Deputize for the Head of Section in their absence as required.
First-level university degree.
Advanced university degree in records, information, archival management, library science, knowledge management, or a related field.
Certification in records, information or archival management.
At least six years of relevant professional experience including in digital records management and in developing content structures or taxonomies based on business needs, preferably in a large organization.
Experience in managing content in an ECM system.
RIM experience in an international organization.
Experience in supervising teams.
Excellent knowledge of written and spoken English.
Good working knowledge of spoken and written French.
Job Related Competencies (Essential)
Comprehensive knowledge of industry standards and guidelines pertaining to records and information management.
Excellent understanding of records management taxonomies and classification systems.
Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.
Ability to analyze complex requirements relating to RIM and evaluate different views to arrive at practical solutions.
Ability to communicate and promote RIM best practices.
High level of customer-orientation.
Ability to work effectively within mixed disciplinary teams.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Job Related Competencies (Desirable)
Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.
Good knowledge of M365 SharePoint would be a strong advantage.
4. Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.
Mobility\: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the July 2023 rate of 89.2%
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate’s appointment will be subject to an overall term of five years in this position, with no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.
This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.
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