Document and Records Management Assistant (G5)
Miejsce pracy: WarszawaDocument and Records Management Assistant (G5)
OSCE Office for Democratic Institutions and Human Rights (ODIHR)
Application deadline: 18 July 2022
Background:
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.
The main objective of the Common Services Department is to support the programmatic departments so that they can fulfil the ODIHR mandate and achieve the strategic objectives. The Common Services Department is headed by the Second Deputy Director, reporting to the Director of ODIHR.
For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.
Tasks and Responsibilities:
Under supervision of the Associate Document and Records Management Officer, the incumbent will be responsible for different tasks including:
- Administering and maintaining ODIHR paper and digital records within the storage rooms (Records Centre), ODIHR network drives, OSCE recordkeeping system and other locations as necessary.
- Organizing information (including, digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helping the Fund/Programme Managers to identify records for preservation.
- Uploading and classifying ODIHR records to OSCE electronic repository (Doc.In).
- Advising staff on using and interpreting internal records management policies and instructions; proposing improvements to records management practices when necessary.
- Providing assistance to the staff in retrieving records from the digital repositories as well as ODIHR Records Centre.
- Safeguarding vital documents required to continue operations in the event of a disaster or the departure of staff/mission members.
- Providing user support and training on various aspects of records management, including paper and digital information management and the use of OSCE recordkeeping system, including staff orientation and separation briefings.
- Attending meetings/events for the Associate Documents and Records Management Officer when necessary.
- Assisting in co-ordination of the Documentation Centre in support of ODIHR Human Dimension Events.
- Dispatching, registering and distributing correspondence.
- Performing other related tasks assigned by the supervisor.
Necessary qualifications:
- Completed secondary education;
- Minimum four years of administrative/clerical experience, preferably in the field of archiving/ records or information management within an international organization;
- Computer literate with practical experience with Microsoft applications;
- Excellent written and oral communication skills in English and Polish;
- Attention to detail and accuracy;
- Strong analytical and critical thinking skills;
- Ability to work independently, under pressure and in confidence;
- Ability to be discreet and retain confidentiality. Tact in dealing with external parties and colleagues requesting information;
- Ability to work with people of different nationalities, religions and cultural backgrounds;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Remuneration Package:
Monthly remuneration, subject to social security deductions, is approximately PLN 6900. OSCE salaries are exempt from taxation in Poland.
Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 Euro).
Appointments are 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 under https://vacancies.osce.org/
The OSCE retains the discretion to re-advertise/re-post 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 those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-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.
Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.
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.
