Within the Executive Management Division, the Archives and Information Management (AIM) Service ensures the accessibility, availability and integrity of all official information produced by and for the North Atlantic Council (NAC) and its Committees within the framework provided by the NATO Information Management (IM) Policy and NATO Security Policy.
It provides NATO-wide IM and research support on matters pertaining to the activities of the NAC and its Committees, ensures the preservation of NATO information of historical value on behalf of the NATO Nations, provides training, support and guidance to NATO Nations, partners and entities on the implementation and execution of NATO policies pertaining to information and takes the lead on requirements development for all IM-
related technology projects at NATO Headquarters. In addition, AIM is responsible for processing, disseminating, storing, organising and archiving the documentation produced by the NATO Committee structure and by the Departments of the NATO HQ International Staff (IS), taking into account the requirements of NATO Security Policy, NATO IM Policy, and applicable NATO HQ procedures.
Within AIM, the Information Support Section contains the Divisional Support Unit, the Central Research Support Unit, and the NATO Multi-
media Library who provide information management and research support to the NATO community.
Under the direction and guidance of the Head, AIM, the Information Management, the incumbent is responsible for the work of the units mentioned above, and contributes to the development of policy and standards based on international best practices and develops innovative forms of service and new ways in which services can be provided to customers and stakeholders
2. QUALIFICATIONS AND EXPERIENCE
The incumbent must :
The following would be considered an advantage :
3. MAIN ACCOUNTABILITIES
Implement information life-cycle best practices in the Section, in particular those pertaining to organisation, accessibility, transmission, storage and protection.
Possess the personal authority to manage a diverse staff in Information Support, including work allocation, training and problem resolution.
Evaluate staff performance in accordance with the Performance Management guidelines and standards. Maintain the professional growth and development of the staff through identifying training needs and requirements to ensure the maintenance of the appropriate skills sets and techniques.
Participate in project management for information management projects, contributing to feasibility studies, systems analysis, design, development and implementation of systems.
Prepare the annual budget proposals for the Service and ensure all expenditures are accountable to the budget.
Develop, implement and maintain standards and procedures for maintaining information, using an information life-cycle approach in accordance with the NIMP.
Develop, promulgate and maintain work procedures and guidelines for use within the Section in accordance with the NATO Information Management Policy (NIMP).
Be capable of liaising with users of different levels of experience and expertise. Have the ability to identify and analyse clients' needs and to provide appropriate solutions to meet organisational requirements.
Provide work-flow and distribution support to high-level diplomatic events in support of the consultation and decision process, including managing staffing to ensure ad hoc, urgent requirements can be met efficiently.
Demonstrate professional competence and mastery of information management functions. Have demonstrated ability to handle complex business processes and information integration issues.
Planning and Execution
Assist in the development of new standards, in the field of information management. Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders.
Have an innovative approach to work and be able to adapt in an evolving technical and managerial environment.
Promote and ensuring the adherence to NATO standards. Develop key operational and customer service performance metrics specific to the Information Processing Section.
Perform any other related duty as assigned.
The incumbent reports to the Head, Archives and Information Management and is responsible to him / her for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop.
S / He works together with the other managers of Archives and Information Management to ensure coherence of procedures and work standards.
The incumbent works together with counterparts in the International Military Staff to ensure a common approach and inter-
operability wherever possible. S / He has frequent contacts with users and advises them on matters of information processing.
The incumbent has frequent contacts with technical staff in ICTM to ensure that the Section's needs are communicated and understood.
He / she has frequent contacts with NATO Nations, Partners and bodies to ensure that their information requirements are being fulfilled.
The incumbent must demonstrate :
possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable : In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years.
However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned.
The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations. NOTE :
Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade.
Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates.
These circumstances are described in the IS directive on twin-graded posts.