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Special Tribnal for lebanon

Senior Archives and Records Assistant

Vacancy Ref NL-OTR-IMU-G6-893
Deadline for Applications 8 November 2018 (-11 days left)
Issuance Date 9 October 2018
Location Leidschendam
Organ / Section REGISTRY   /  Information Services Section
Post Level G-6
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year duration or until 31 December 2019. Such appointment and any subsequent extension(s) are subject to the terms of the STL's mandate and/or the availability of funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected.

The recruitment process may include a pre-selection procedure, written tests and interviews to assess levels of competency.

A roster of suitable candidates may be established for this particular profile as a result of this selection process for both fixed-term established and general temporary assistance posts.

It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.

Qualified female candidates are encouraged to apply.

Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.

The Registrar reserves the right 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. All applications will be handled with strictest confidentiality.

Eligibility will include consideration of potential conflicts of interest.

*The English version of this vacancy announcement is authentic. The French and Arabic version, if available, is not an official translation and is provided for information purposes only.


Responsibilities
Under the overall supervision of the Head of the Information Management Unit, the Senior Archives and Records Assistant is responsible for the delivery of quality archives and records management services, including:

• Serve as focal point for electronic, physical and audiovisual records management and archival activities for all four organs of the STL - including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry;

• Process accession and disposition functions, by liaising with departments regarding the transfer and/or disposal of their records in compliance with preservation and metadata standards;

• Perform records and archival processing activities in compliance with preservation and metadata standards;

• Train staff in archives, records and information management as well as the use of the tribunal's recordkeeping systems;

• Organize and manage electronic filing systems and help administer electronic document and records management systems;

• Coordinate space management within internal repositories in accordance with best practice and records storage standards;

• Perform reference functions by advising internal and external users about records holdings and accessibility;

• Ensure strict adherence to information security policies and implement access controls;

• Oversee space management and climatic monitoring within the archival vaults and maintain an accurate register of the STL's holdings;

• Maintain the STL's file plan and retention schedule;

• Provide consultations and training to the STL's business users and develop and provide user education materials on Archives and Records related activities;

• Assist in the development of guidelines, Administrative Instructions, SOPs, guidelines and other internal administrative documents related to archives and records management.
Knowledge and Skills
• Professionalism: Knowledge of Information Management principles including: metadata schemas, retention schedules and preservation practices, ideally with specialization in national or international court records and archives. Familiarity with UN recordkeeping policies, procedures and practices desirable. Knowledge of Electronic Document and Record Management Systems. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports other team members, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

• Commitment to Continuous Learning: Keeps abreast of new developments in the field of Information Management; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

• Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
Qualifications
• Education: High school diploma or equivalent; additional A qualification in the field of library, archives or records management would be an asset.

• Work Experience: Minimum 7 years of progressively responsible experience in the area of archives or records management. Experience of national or international court records or archives would be an asset.

• Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English is required. Knowledge of the other official language(s) would be considered an asset.

• Other: Experience in Electronic Document and Records Management Systems essential.