Temporary Senior Records Management Assistant

Job Title                        Temporary Senior Records Management Assistant

Organization Name         OSCE Secretariat

Location                        Vienna

Grade                           G6

Closing Date of application           21-06-2016

No. of Posts                  1

Background                   Please note that this is a temporary position until 31 December 2016 with possibility of an extension.

The Records Management Unit (RMU) currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.

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

Tasks and Responsibilities    

Under the direct supervision of the Chief, Records Management, the Temporary Senior Records Management Assistant will perform a variety of duties including project-related work as well as administrative tasks. The Temporary Senior Records Management Assistant’s tasks include:

  • Identifying and documenting requirements for records-related projects;
  • Communicating requirements to ICT team;
  • Developing and documenting procedures, user guides, and other reference material;
  • Defining criteria for user acceptance testing, providing feedback and identifying issues;
  • Developing and delivering training to users;
  • Appraising backlog files and integrating them into the Secretariat’s records holdings;
  • Conducting records-related exit procedures for staff members leaving the organization;
  • Assisting with notes verbales administration;
  • Researching a range of information management topics and providing recommendations;
  • Performing other related duties as assigned.

Necessary Qualifications

  • Completed secondary education;
  • A minimum of six years of experience in information management, specifically records management, archival science or library science;
  • Strong knowledge in records management standards and best practices;
  • Experience working on implementation projects relating to records management systems would be an asset;
  • Professional fluency in English; knowledge of other OSCE languages would be an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Experience of working in a multilateral/multicultural environment;
  • Analytical; detail-oriented; client-oriented;
  • Ability to work under time pressure and with tight deadlines;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration is EUR 4,245 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

Appointment will be 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 underhttp://www.osce.org/employment.

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 shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please seehttp://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.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

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

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Intern, Records Management Unit. OSCE, Vienna

Job Title:                     Intern, Records Management Unit, OSG

Organization Name:  OSCE Secretariat

Location:                     Vienna

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.

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

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.

Necessary Qualifications             

  • 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;
  • Detail-oriented;
  • 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.

Remuneration Package                

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.

Intern, Records Management Unit. OSCE, Vienna

Job Title Intern, Records Management Unit, OSG
Organization Name OSCE Secretariat
Location Vienna
Grade
Closing Date of application 30-04-2015
No. of Posts 1
Background
Duration of internship: 3 months starting June 1, 2015 until August 28, 2015
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.
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.
Necessary Qualifications
  • 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);
  • Advanced computer skills;
  • Strong analytical, research and drafting skills;
  • Good organizational skills with ability to process and synthesize information quickly and efficiently;
  • Detail-oriented;
  • 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.
Remuneration Package
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 underhttp://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.