OPCW eRecruitment
Secure Archive Assistant (GS-4)
   
Post Level  GS-4 Closing Date :     12 July 2018 (-131 days left)
Vacancy Ref  E-VER/DEB-DRA/SAA/F0544/GS-4/17/06-18
Branch  Declarations Branch
Division  Verification Division
Date  12 June 2018
 
Staff members in the General Services category are normally recruited and paid on a local basis.
This appointment is for a duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
 
 Principal Functions  Requirements

Under the supervision of the Head, Documents Registration and Archiving, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, your work will include the following:

· Process inspection mission turn-ins, including receiving inspection-related material, checking the information for accuracy and completeness, registration in VIS-DoTS database, and archiving.
· Process Final Inspection Report (FIR) packages and ensure that the FIR packages are sent to the States Parties.
· Process and make available complete and accurate declaration and verification-related information in a timely manner in appropriate databases.
· Use the Document Tracking System (DoTS) of the Verification Information System (VIS-DoTS) to register and track verification-related information and other classified information.
· Protect classified information in accordance with the confidentiality regime.
· Copy and destroy confidential documents, including classified official-series documents and declaration data copied to removable media.
· Receive and deliver documents from/to Member States courteously and in accordance with the OPCW confidentiality regime.
· Work under the direction of the Head of the DRA to ensure the consistent and efficient operation of the Secure Archive at the OPCW.
· Generate reports from VIS-DoTS on a regular basis, using Cognos Reportnet
· Under the direction of the Head of the DRA, work on projects to reorganize the holdings of the Secure Archive and to establish a comprehensive records management programme, including a disaster/business contingency.
· Receive requests for the reproduction of classified official-series documents. This includes preparing the required number of copies, registering them in VIS-DoTS and checking them out to PMO.
· Process declaration data exported to removable media.
· Scan mission related information, index the images, attach the electronic files to the corresponding image, contribute to the refinement of the EDMS process and render support services to other users.
· Work within a team to ensure that all functions of the DRA are undertaken. This requires assisting in other activities such as the processing of unclassified translation requests and closure letters.
· Act as a focal point for designated technical tasks as appropriate.
· Provide feedback to the Head of the DRA and the Information Management Officers on the workability of the procedures in place and ways in which the running of the Secure Archive might be made more efficient (as required).
· Process incoming correspondence, including registration, indexing and updating databases.
Scan declarations and verification related information, index the images, attach the electronic files to the corresponding image, contribute to the refinement of the EDMS process and render support services to other users.


 Knowledge and Skills

Education (Qualifications):
Essential:
· High School Diploma or equivalent diploma of higher secondary education; knowledge in information management, particularly in the fields of Records and Archiving management is required; knowledge of information and records management systems as well as MS Office tools and e-mail is required; computer literacy and significant skills in using IT equipment are essential.

Desirable:
· Additional advanced training in Document Management, Records Management or Archiving Management Systems would be an asset.


Skills and Abilities (key competencies):
· Knowledge of records and archive management systems.
· Strong customer focus and good communication and interpersonal skills.
· High attention to detail and high level of accuracy.
· Good IT skills and sufficient knowledge of MS Office tools.
· Personal qualities should include tact, accuracy and discretion and the ability to work harmoniously in a multi-cultural environment.

 Experience

Experience:
Essential:
· At least four years of progressively responsible and relevant experience.
Desirable:
· Experience in working with a Records Management and/or Archiving Management System;
· Experience in working with Cognos Reportnet;
· Previous experience within an international organisation.

 Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

 
Annual Salary
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions).
Net Salary   EUR 36,231
 
CANDIDATES ARE ADVISED THAT ONLY APPLICATIONS SUBMITTED BEFORE THE CLOSING DATE AND THROUGH OUR WEBBASED E-RECRUITMENT SYSTEM WILL BE CONSIDERED.
STAFF MEMBERS IN THE GENERAL SERVICES CATEGORY ARE RECRUITED AND PAID ON A LOCAL BASIS
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.