Job Title: Intern, Records Management Unit, OSG
Organization Name: OSCE Secretariat
Closing Date of application: 04-05-2016
Duration of internship: 3 months starting July 4, 2016 until September 23, 2016
The Records Management Unit (RMU) is a part of the Office of the Secretary General and is responsible for developing, implementing and overseeing the records management framework and programme within the OSCE. It ensures the capture, distribution, storage and management of records in accordance with accepted standards and best practices. Its scope of work includes registration and distribution of official correspondence, providing guidance on handling paper and electronic records, facilitating transfers of semi-active and inactive records, overseeing authorized destruction of records, and developing and implementing organization-wide records management tools and resources.
- 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
- 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
Tasks and Responsibilities
RMU is looking for an internship candidate who will work with all members of the team and will be tasked with the duties outlined below:
- Providing support for records registration;
- Assisting with backlog projects such as compiling inventories, weeding and digitizing records (digitizing includes document preparation, scanning, performing quality control and assigning metadata);
- Assisting with file transfers as required;
- Assisting with records-related events including planning, publicity, obtaining supplies, setting up and cleaning up;
- Assisting with records projects including performing research and developing documentation such as policies and procedures and user guides;
- Performing other records-related tasks as required.
- Applicants should be under the age of 30 and from an OSCE participating State;
- Students in the final year of higher education (university or other accredited institution) at graduate or postgraduate level, i.e. within two years of graduation, or recent graduates or postgraduates, with a background in Archival Science, Records Management or Information Management;
- Working experience with Electronic Document and Records Management Systems (such as OpenText CS) is an asset;
- Advanced computer skills;
- Strong analytical, research and drafting skills;
- Good organizational skills with ability to process and synthesize information quickly and efficiently;
- Professional fluency in English with excellent communication skills; knowledge of other OSCE working languages is an asset;
- Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity.
The OSCE is not in a position to pay any remuneration or cover any expenses incurred by the intern during his/her stay in Vienna nor reimburse travel expenses.
The internship lasts three (3) months and does not constitute a commitment to future employment with the OSCE.
The selected intern will participate in the group health insurance scheme at his/her own expense but the OSCE will cover life and disability insurance.
How To Apply
If you meet the above requirements and wish to apply for this internship opportunity, please use the OSCE’s online application link found under http://www.osce.org/employment. Please mention your availability dates in the cover letter.
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 retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer an internship with modified terms of reference or a different duration.
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.Please be aware that the OSCE does not request payment at any stage of the application and review process.