Records Management Expert

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Programme Office in Dushanbe
Vacancy number: VNTAJC00558
Vacancy type: Experts/Consultants
Field of expertise: Documents Control and Records Management
Number of posts: 1
Duty station: Dushanbe
Date of issue: 27 November 2017
Deadline for application: 20 December 2017 - 23:59 Central European Time (CET/CEST)

Background

		Brief description: In order to develop the overall Strategy for Records Management with existing RM tools, the OSCE Programme Office in Dushanbe requires the services of an experienced Records Management Expert. The RM Expert will also be required to develop the curriculum for provision of RM trainings to OSCE POiD staff. Objective: Establishment and improvement of RM system in OSCE POiD will lead to effective identification and protection of records, which will improve organizational efficiency, reduce physical and electronic storage costs and ensure OSCE POiD’s institutional memory, is properly captured for the future.

Tasks and Responsibilities

		The Records Management Expert will fulfil the following tasks in three phases: Phase I: • Establish clear instructions for filing paper and electronic records; • Advise on revision and clean-up of semi-active storages (paper and electronic records); • Develop file plan and retention schedule (in compliance with the OSCE Secretariat’s file plan); • Establish roles and responsibilities within each Department/Unit on RM. Phase II: • Develop trainings in RM (general and specific); • Conduct RM training for all OSCE POiD staff; • Conduct RM training for RM focal points of OSCE POiD; • Develop a training programme for OSCE newcomers on Records Management issues. Phase III: • Contingency planning for protection of vital records according to OSCE records management best practices and organizational requirements; Additionally: • Regular consultations with RM Unit, OSCE Secretariat to ensure compliance of developed tools with corporate standards; • Conduct regular meetings (at least once a week) with Chief, Fund Administration and Deputy Head of Office to provide updates on progress. Expected Output/Deliverable: • Procedures for filing paper and electronic records; • File plan with retention schedule; • Identification and distribution of responsibilities between RM focal points. • Provision of a general RM training for all OSCE POiD staff; • Provision of specific RM training to RM focal points POiD staff; • Introductory module on records management for POiD newcomers. • Contingency plan for protection of vital records Duration of the assignment: This assignment will be divided into three phases: I. During the period 05 January - 31 March 2018 II. During the period 01 – 30 April 2018 (is subject of budget availability); III. During the period 01 May – 30 June 2018 (is subject of budget availability).

Necessary Qualifications

		The Expert undertaking the assignment should have a minimum of (8 years) of experience in records management; A relevant advanced university degree in Archival Science, Records Management, Information Management, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree; Experience ensuring usability and user-friendliness of records management instruments; Demonstrated experience in developing a records classification scheme, records retention schedules and metadata requirements; Demonstrated experience in developing records management programs; Ability to present technical information in an easy to understand manner; Excellent oral and written English language skills. Knowledge of Russian language would be an asset; Flexibility and ability to work under pressure in a challenging environment and within limited time frames; Professional competence with MS Office and Windows applications, including word processing and e-mail.

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 consultant will be remunerated commensurate with consultant's experience and qualifications in accordance with OSCE established rates. Applicants should indicate whether they wish to be included in the OSCE Roster of Consultants for similar assignments.

How To Apply

		The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply. If you wish to apply for this position, please use the OSCE's online application link for contracted vacancies found under http://www.osce.org/employment/43284. Please note that the vacancies in the OSCE are open for competition only amongst nationals of participating states, for more detailed information please see http://www.osce.org/who/83/. Please note the OSCE is an equal opportunity employer.