Job Title: Temporary Documents and Records Management Assistant
Organization Name: OSCE Office for Democratic Institutions and Human Rights
Closing Date of application: 31-12-2012
No. of Posts: 1
This is a short-term position. The financial remuneration is calculated and
paid based on the number of hours worked during a calendar month. The planned
duration of the project is for a period of one year.
The Office for Democratic Institutions and Human Rights (ODIHR) is OSCEfs
principal institution responsible for the human dimension. ODIHR is active
throughout the OSCE area in the fields of election observation, democratic
development, human rights, tolerance and non-discrimination, and the rule of
law. ODIHRfs assistance projects and other activities are implemented in
participating States in accordance with ODIHRfs mandate.
The Documents and Records Management Unit (DRM) is primarily responsible for
managing all information produced and received by ODIHR.@ The unit processes
information in all formats including paper documents, digital files and media
items.@ The unit was established in 2009 and is currently handling a backlog
of retroactive records weeding and digitalization.@DRM works with all ODIHR
departments and units to ensure successful organization and maintenance of
documents and to improve information retrieval.@ Due to a highly increased
workload over the last year in relation to other taskings, DRM seeks temporary
assistance to process the backlog of material. Finalized processing is
required for full compliance with official OSCE Records Management policies
and initiatives as outlined in the revised versions of FAI3 and the Records
Management Manual, both in development for 2013.
Tasks and Responsibilities
Under the direct supervision of the Documents and Records Management Officer,
the incumbent is responsible for following duties:
* Scanning old correspondence and uploading scanned PDF files to ODIHR Correspondence database entering all necessary metadata;
* Checking all letters migrated to ODIHR Correspondence database for all the necessary metadata and attachments; retroactive editing of letter entries to ensure completeness of information;
* Re-housing documentation currently on file into acid-free archival boxes for permanent retention; Weed paper material stored in records rooms and re-house them in archival boxes;
* Scan election observation forms older than 2 years; together with a member of the DRM unit review elections media for retention or disposal;
* Assess for retention, scan, and upload documents relating to project coordination within ODIHR and extra-budgetary donations;
* Upload significant documents to OSCE database; save PDF scans of project documents on local network drive;
* Completed secondary education;
* At least two years of demonstrated experience working with documents in a library, archive, international organizations or other related organizations;
* Ability to critically absorb and assess materials, apply current selection standards, process information on a variety of subjects and in various formats, and communicate clearly with colleagues and people requesting information;
* Working knowledge of standard computer applications including scanning software, Adobe and MS Office; ability to maintain simple databases;
* Experience with and knowledge of basic archival and/or records management principles and activities;
* Good knowledge of English; knowledge of Polish and of other OSCE languages, particularly Russian, is desirable.
* Ability to co-operate effectively with people of different national and cultural backgrounds.
Hourly remuneration is approximately 23.53 PLN per hour. OSCE salaries are
exempt from taxation in Poland.
If you wish to apply for this position, please use OSCEfs online application
link found under
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.
Only the OSCE on-line applications will be accepted and short-listed
The OSCE, as an equal opportunity organization, encourages female candidates
Please note that vacancies in the OSCE are open for competition only amongst
nationals of participating States, please see
No application fees or information with respect to bank account details are
required by OSCE for our recruitment process.
Please note that in the event of invitation for interview, the OSCE is unable
to reimburse costs incurred.
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