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VACANCY NOTICE NO: 1971
DEADLINE FOR APPLICATION:
25 July 2016
Recruitment Completed
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POST
Document and Records Management Officer, REM
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GRADE
P4
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DUTY STATION
Geneva, Switzerland
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COMMENCEMENT OF DUTY
1 January 2017
or as soon as possible thereafter
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NATURE OF APPOINTMENT
Fixed-term - 2 years
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ORGANIZATIONAL UNIT
Administrative Services (ADM) Department
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WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
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DUTIES AND RESPONSIBILITIES
Under the supervision of the Director, Resource Management (REM) Department, the incumbent will be responsible for providing leadership in the area of document, records management, registry and archives as well as for appropriate coordination and guidance to WMO departments. Directly, and through the supervision of a small team, the incumbent will oversee the Organization-wide application and the continuous development of the WMO document and records management policy and ensure the smooth operations of the related processes and supporting system to meet organizational needs. The incumbent will perform the following duties:
(a) Meet the evolving requirements of WMO by maintaining and updating its document, records management and archiving policies and procedures, in line with best professional standards and practices, the culture of WMO and in close collaboration with organizational stakeholders;
(b) Maintain a coherent structure of organizational and departmental filing systems, in line with established policies, and support their maintenance to meet administrative, legal and financial requirements;
(c) Ensure the correct and coordinated execution of relevant document, records management, registry and archiving processes;
(d) Ensure functional supervision and smooth operations of the WMO Document and Records Management system;
(e) Provide authoritative internal guidance with regard to storing, arranging, indexing and classifying records;
(f) Enable appropriate access to information and respond to internal and/or external information enquiries;
(g) Develop and provide tailored training programmes to relevant staff on all aspects of records and electronic document management. Supervise and participate in all mandatory trainings organized for staff in the area of document management;
(h) Provide internal guidance and support on document and records management issues to WMO staff as required;
(i) Direct management of a small team of document management/archive assistants;
(j) Carry out other relevant duties as required.
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QUALIFICATIONS
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Education
Master's degree or equivalent in Information Management/Information Science, Public Administration, Business Administration or a closely related field. Professional certificates in document and records management are an advantage.
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Experience
At least eight years of combined national and international progressively responsible experience in the development and delivery of information services, of which at least four years in an international organization. Demonstrated recent experience in operating and improving a comprehensive document and records management system, including best practices regarding documentation management principles and processes, digital and traditional library and archiving systems. Advanced computer literacy and relevant experience with software applications suitable for planning, data processing and analysis. Experience with IT project management methodologies (e.g., Prince 2), management and oversight of delivery, development and integration of enterprise information solutions (e.g., EDRMS, ERP, Management Information Systems), and information security, including implementing standards and managing related risks within an organization.
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Other requirements
Sense of integrity, responsibility, maturity of judgement; ability to work autonomously; good level of initiative, innovation and creativity. Demonstrated ability to plan, organize and manage multiple workloads efficiently. Excellent decision-making and leadership and mentoring skills, with a well-developed ability to balance interests and translate general strategic plans into concrete strategies and actions in the area of document and records management. Excellent analytical, critical thinking, communication and negotiation skills. Ability to defend and explain difficult issues with respect to key decisions and positions. Ability to produce reports and papers on technical issues and to review and edit the work of others to a high standard. Ability to foster team spirit and work in a multicultural environment.
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Languages
Excellent knowledge of English or French and a good working knowledge of the other language. Knowledge of other official languages of the Organization would be an advantage.
(Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.)
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Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years.
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| SALARY AND ALLOWANCES |
Annual net base salary on initial appointment is: US$ 77326 |
Annual post adjustment on initial salary is: US$ 68047 (in addition to the net base salary) |
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Additional Information:
Only applicants in whom WMO has a further interest will be contacted. Shortlisted candidates may be required to sit a written assessment and/or an interview. The interviews are tentatively scheduled for the week of 12 to 16 September 2016.
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| Date of issue of vacancy notice:
27 June 2016
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This vacancy is shown for viewing only. Please follow instructions within the announcement if it is open for application.
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E-RECRUITMENT
