Information and Records Management Officer (175)

Employment Regime:

Seconded/Contracted

Post Category:

Management Level ML-2

Availability:

ASAP

Component/Department/Unit:

Kosovo Specialist Chambers/Immediate Office of the Registrar

Security Clearance Level:

EU SECRET or equivalent

Open to Contributing Third States:

Yes

Reporting Line:

The Information and Records Management Officer reports to the Senior Information and Records Management Advisor.

Main Tasks and Responsibilities:

· To serve as a focal point to provide support and compliance advice for electronic, manual and audio-visual records, document and archives management to all functions of the Specialist Chambers (including administrative and judicial records);

· To process accession and disposition activities, by liaising with all functions of the Specialist Chambers regarding the transfer and/or disposal of their records;

· To perform records and archival processing activities in compliance with preservation and metadata standards and to identify/eliminate duplicate records;

· To organise and manage electronic filing and content management systems and to help to administer electronic document and records management systems;

· To coordinate space management within internal repositories in accordance with best practices and records storage standards;

· To perform reference functions by advising internal and external users about records and archives held by the Specialist Chambers and managing their accessibility;

· To ensure strict adherence to information security and data protection policies and to implement access controls;

· To assist in the development of guidelines, SOPs, training materials and user manuals;

· To train and support users of the recordkeeping and content management systems of the Specialist Chambers;

· To manage Library services including supervising the assigned staff, interns and contractors, developing user requirements, optimizing Library systems and acting as task officer for Library procurement activities;

· To undertake any other related tasks as requested by the Line Managers.

Essential Qualifications and Experience:

Essential

· Successful completion of University studies of at least three (3) years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework OR a qualification of the first cycle under the framework of qualifications of the European Higher Education Area e.g. Bachelor’s degree

AND

· A minimum of seven (7) years of relevant professional experience, after having fulfilled the education requirements.

Specification of Education and Experience

· The above mentioned University degree must be in at least one of the following fields of expertise: Archival or Library Science, History, Information and/or Records Management or other related university studies;

· Experience in Electronic Document and Records Management Systems or Content Management Systems;

· Demonstrable competence with Microsoft Office applications;

· Supervisory experience;

· Tact, discretion and respect for confidentiality;

· Excellent drafting and communication skills in English, both written and oral;

· Excellent organisational and interpersonal skills;

· Ability to work productively in a fast-paced, team-oriented environment, and produce accurate work under pressure and in difficult circumstances;

· Ability to establish and maintain effective and constructive working relationships with people of different national and/or cultural backgrounds with respect for diversity.

Desirable

· Experience working with national or international court records or archives;**

· A qualification in the field of library, archives, records or database management;**

· Knowledge of digital preservation strategies and trusted digital repositories, including a basic understanding of ISO 14721:2012 (Open archival information system (OAIS) — Reference model);**

· Experience in SharePoint and/or Microsoft 365;**

· Knowledge of Integrated Library Systems and/or Electronic Discovery platforms (EDS);**

· Knowledge of the functioning of the EU and in particular CSDP missions;

· Good understanding of the political, cultural and security situation of the Balkans, in particular Kosovo.