Records Management Assistant (short-term appointment)

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Mission to Serbia
Vacancy number: VNSRMC00540
Vacancy type: Local Contracted
Field of expertise: Documents Control and Records Management
Grade: G5
Number of posts: 1
Duty station: Belgrade
Date of issue: 6 July 2018
Deadline for application: 23 July 2018 - 23:59 Central European Time (CET/CEST)
Date of entry on duty: 1 September 2018

Background

		This vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia. The OSCE Mission to Serbia’s Administration Unit is looking for a temporary Records Management Assistant to implementing pending records management activities in the Mission by applying the common OSCE standards for registry, classification, distribution, local filing and retrieval.

Tasks and Responsibilities

		Under the supervision of the National ICT Officer and general guidance by the Chief of Fund Administration, the temporary Records Management Assistant will be responsible for: Drafting a file plan and assisting in determining the retention schedule of the Mission’s records; Preparing a proposal for classification of the Mission’s information assets and for establishing appropriate safeguarding mechanisms for ‘strictly confidential’ and ‘vital’ records; Assisting in establishing a list of information owners in the Mission and making them aware of their responsibilities in safeguarding information; Establishing a consistent but flexible registration and archive system for the Mission’s files; Assisting in the development of disaster plans to ensure the Mission has the necessary information to continue operations; Co-ordinating with the Mission’s departments and offices to purge unnecessary files and to archive essential documents; Performing other duties as required.

Necessary Qualifications

		Citizenship of or permanent residence in the Republic of Serbia; Completed secondary education; Minimum 4 (four) years of working experience in records management, archives or information management; Computer literate with practical experience in Microsoft packages, document creation software such as Adobe Acrobat, and OCR software; Excellent oral and written communication skills in English and Serbian; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities; Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity. Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: https://jobs.osce.org/resources/document/our-competency-model.

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

Remuneration Package

		The selected candidate will receive a short-term Letter of Appointment for up to 6 months. This type of contract may be extended for a further and final period of 6 months, subject to satisfactory performance, operational requirements and approval by the appointing authority. Appointments are made at Step 1 of the applicable salary scale. Monthly remuneration, subject to social security deductions, is EUR 1,504.92. Social benefits will include participation in the Cigna medical insurance.

How To Apply

		Please apply online through the OSCE website (https://jobs.osce.org) no later than 23 July 2018. Only online applications will be considered; applications received by email, post etc. will not be accepted. Only short-listed candidates will be contacted. Candidates who have not been contacted by 20 August 2018 should consider there will be no follow up to their application. Contact Tel. No: 011-3606 100, ext.: 4133, 4127, 4130, 4153 (Human Resources Office). The OSCE retains the discretion to re-advertise the vacancy, cancel the recruitment, offer an appointment at a lower grade or offer an appointment with a modified job description or for a different duration.