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ACO Archivist

  • SHAPE
Shape, Mons, Belgium
Full-time
Published:
Application Deadline: April 20, 2024
  • SHAPE
Shape, Mons, Belgium
Full-time
Published:
Application Deadline: April 20, 2024

Are you an experienced archives and records management professional? Are you a flexible team player who is comfortable working across the full document lifecycle? Do you enjoy working in dynamic, international, environments? Located near Mons, Belgium, NATO’s Allied Command Operations (ACO) has an exciting opportunity to join its Information Management and Business Continuity (IMBC) branch as the command archivist for SHAPE (Supreme Headquarters Allied Powers Europe).

POST CONTEXT/POST SUMMARY:

SHAPE provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO) up to the Maximum Level of Effort (MLE). SHAPE supports Supreme Allied Commander Europe (SACEUR) in fulfilling his terms of reference, as directed by the North Atlantic Council.

The Management Directorate (MGT) primary focus is to provide all the necessary staffing and real-life support functions to enable SHAPE to deliver its critical outputs as a Strategic Military HQ. The Directorate acts as the HQ’s conduit to member nations (through NMRs) and to host nation authorities.

The IMBC branch provides the information management and staffing tools, directives and processes necessary for the efficient functioning and resilience of SHAPE as a Military Strategic HQ.

The SHAPE Registry and Records Management Centre (RRMC) provides registry services for all incoming/outgoing official correspondence.

The Management Directorate (MGT), on behalf of the Chief of Staff (COS), directs the daily HQ staffing, workflow and protocol activities, and provides essential support services and facilities management across the SHAPE campus. The IMBC Branch is responsible to the Director of Management (DOM) for the development and implementation of Information and Knowledge Management (IKM) policies across ACO; HQ staffing and workflow management; and the provision of IKM tools and services for SHAPE. It is responsible for the development of Business Continuity (BC) plans and ACO-wide BC policies. It provides registry and records management services (including archiving) for all ACO and SHAPE records. The IMBC Branch is also responsible for the provision of staff induction training for all new SHAPE personnel. SHAPE RRMC is responsible to the Branch Head Information Management and Business Continuity (IMBC) for the provision of Registry services of all incoming/outgoing correspondence including ACO-wide COSMIC TOP SECRET(CTS)-ATOMAL(A) and BOHEMIA(B) registry and storage services. RRMC is also responsible for the storage, maintenance and appropriate disposition (including archiving) of ACO and SHAPE Records, providing documents research upon request by ACO and SHAPE staff as well as postal services and operating the internal mail distribution system.

PRINCIPAL DUTIES:

The incumbent's duties are:

  • Contribute to the development and implementation of a comprehensive records management programme across SHAPE in accordance with the NATO Records Policy and the ACO Records management directive;

  • Prepare record-keeping systems and procedures for archival and for the retention or destruction of records;

  • Maintain SHAPE Official records in accordance with NATO Records Policy and Information Management policies and Directives, in both hard copy and electronic format;

  • Manage the appropriate disposition of all records in both hard copy and electronic format in accordance with records management policy;

  • Collects records across SHAPE Staff and coordinates closely with originators of documents for the appraisal of their value for further preservation/retention or disposition;

  • Catalogue collections and manages information and records;

  • Manage the digitization of ACO/SHAPE records in paper form and index them for further digital use by filing in accurate metadata;

  • Respond to requests concerning research for NATO/SHAPE official records;

  • Implement procedures and guidance on archiving and records management in accordance with NATO policies and directives on records and information management and security of NATO information;

  • Within the area of responsibility the incumbent is responsible for ensuring that strategic risk to the achievement of Command Group (CG) priorities are managed in accordance with ACO Enterprise Risk Management framework.


SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES:

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

Direct Liaison with NATO Archives.

Participate in the NATO HQ Archives Committee as an observer.

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract Handle routine or special matters as directed by Section Chief and Branch Head.

ESSENTIAL QUALIFICATIONS:

Professional/Experience

  • Experience in the administrative procedures governing a large organization’s records management program;

  • Experience in office management procedures, including a deep knowledge of information management systems;

  • Experience working with Electronic Document Management Systems (EDRMs) used for records and archives management.


Education/Training

  • Higher Secondary education and completed higher vocational training in library, information science, management information systems, computer science or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.


Language

  • English - SLP 3322 (Listening, Speaking, Reading and Writing).


DESIRABLE QUALIFICATIONS:

Professional Experience

  • Experience implementing retention and disposition programmes in a large organisation;

  • Demonstrable knowledge of international metadata standards and descriptive cataloguing practices;

  • Experience working in records and archives management in a security conscious environment;

  • Knowledge of ACO and NATO Alliance activities and/or work experience in an international organization, national administration or the armed forces;

  • Experience in managing digital archives, knowledge of long-term digital preservation systems and/or the challenges of electronic records and archival preservation.


Education/Training

  • NATO Information Knowledge Management (IKM) Course (JPL-AA-2678) provided by NATO – School Oberammergau (NSO).


ATTRIBUTES/COMPETENCIES:

  • Personal Attributes: The incumbent must be capable of using their own initiative and working with minimal supervision as the incumbent will need to work closely with military and civilian staff both within SHAPE and across external agencies including subordinate commands and NATO HQ. They must be capable of handling details. Must possess good interpersonal and communication skills, when dealing with staff and senior officers. Thought and judgment are required to establish priorities;

  • Professional Contacts: In addition to extensive contacts with other NATO Archive staff, the incumbent will have to develop an active community of interest with other archiving staff across ACO. He/she will also maintain professional contacts with other (national and international) archivists, where there is benefit in doing so. He/she will be expected to keep abreast of technical and policy developments in the field of records management and archiving. The incumbent may be required to attend NATO Archive Committee meetings and support the work of the NATO Information Management Advisory Group in archiving matters;

  • Contribution to Objectives: The incumbent will ensure that SHAPE properly implements NATO policies on archiving and records management in order to preserve relevant data in NATO’s corporate memory. The judicious archiving of inactive records will ensure that essential information is readily available for use by the SHAPE staff and – ultimately – future generations of researchers once the information has been transferred to the NATO Archives and opened for public disclosure.


REMARKS:

Duration of contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered a definite duration contract of three years normally followed by an indefinite duration contract.

The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations.

Building integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency, and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work. Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.

HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:

Applications are to be submitted using NATO Talent Acquisition Platform (NTAP (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en). Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.

More information to be found on these links:

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.

Remarks

  • Only nationals from the 32 NATO member states can apply for vacancies at SHAPE;

  • Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application;

  • Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date;

  • Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.

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