Registry and Records Assistant, G-4

OSCE Secretariat, Office of the Secretary General

Vacancy Notice Number: VNSECG00661

Field of Expertise: DOCUMENTS CONTROL AND RECORDS MANAGEMENT

Vacancy Type: Local Contracted

Post Title: REGISTRY AND RECORDS ASSISTANT

Grade: G4

OSCE Mission/Institution: OSCE Secretariat

Duty Station: Vienna, Austria

No. of Positions: 1

Vacancy Notice Issue Date: 20-Apr-2012

Deadline for Application: 21-May-2012

Background: The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records Management, and oversees the Prague Office. The OSG also ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of the Executive Management Section.

Tasks and Responsibilities:

Under the direct supervision of the Chief, Records Management, you will provide support services related to the Secretariat records management functions, specifically:

-Registering and distributing all official incoming and outgoing communications in the correspondence registration database

-Reading and analysing documents and assigning file codes based on content. Scanning and uploading electronic records in OSCE’s electronic document and records management system (DocIn) (includes assigning metadata to the records);
-Maintaining the central filing system of electronic and hard copy records;
-Monitoring electronic folders in DocIn

-Reviewing and facilitating transfers of records from closed field operations in accordance with OSCE’s retention and disposal policy;
-Performing preliminary appraisal of records and weeding and disposing of obsolete records;
-Ensuring secure destruction for "restricted" records authorized for destruction;
-Providing reference services by handling information requests and assisting with retrieval of records;
-Directly supporting Secretariat staff regarding compliance with the Administrative Instruction related to Records and Document Management;
-Advising Secretariat staff on the practical use of DocIn;
-Performing other related duties as required.

Necessary Qualifications:

-Completed secondary education, additional qualifications in archives or records management are desirable;
-Minimum of three years of relevant experience preferably in archives or records management;
-Knowledge of electronic document and records management systems is desirable;
-Professional fluency in English with excellent communication skills; knowledge of another OSCE working language would be an asset;
-Superior customer service skills;
-Ability to work accurately and pay attention to detail;
-Ability to review and analyse documents and identify key information;
-Tact in dealing with internal and external parties and the ability to maintain a high level of confidentiality;
-Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
-Ability to work in a team and establish working relationships with people of different national and cultural backgrounds.

Remuneration Package:

Monthly remuneration, subject to social security deduction is EUR 2,924 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Van Breda medical insurance scheme and the OSCE Provident Fund.

Notes:

If you wish to apply for this position, please use the OSCE’s online application link found under http://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.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83..

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

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

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.