Information Management Assistant
NATO Allied Command Transformation
Brussels, Belgium
4 dagen geleden

1. SUMMARY

Within NATO’s International Staff (IS), the Executive Management (EM) Division has the lead role in the overall management of the NATO HQ.

The EM Division covers the following directorates : HQ Support and Transformation (HQST), Human Resources (HR), Information Communications, and Technology Management (ICTM), and Budget, Planning and Analysis (BPA).

ICTM provides support and services in the areas of information communications and technology management and archives and information management to the North Atlantic Council (NAC), to the NATO committee structure and its subordinate groups and to the International Staff (IS).

Archives and Information Management (AIM) is the principle information and records management service at NATO Headquarters.

AIM 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; provides information and records management support to the IS;
  • ensures the preservation of NATO information of historical value on behalf of the NATO Nations. Furthermore, it provides training, support and guidance to NATO Nations, partners and staff 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.

    The Information Management Assistant is assigned to a Unit of AIM Services and provides IM support to a designated clientele.

    As directed, s / he will ensure that support is provided in an effective manner - responsive to customer needs and reflecting NATO IM policy and procedures.

  • S / he is responsible for the correct and uniform application of relevant working procedures and of information security regulations;
  • sound judgement and some interpretation of regulations are expected.

    2. QUALIFICATIONS AND EXPERIENCE

    The incumbent must :

  • have a good general education, at least to higher secondary level;
  • have at least 3 years of experience in information support functions OR a combination of undergraduate studies in information or library sciences and 1 year of experience;
  • have knowledge of international best practices and standards in the field of Information Management and familiarity with the lifecycle management of records;
  • have experience with ICT systems and their application to recordkeeping and archives management, in particular, working with electronic document and records management systems (EDRMS);
  • have solid practical knowledge of IT applications and of current office software packages, such as MS Office suite, Adobe PDF and document management systems;
  • possess the following minimum levels of NATO’s official languages (English / French) : V ( Advanced ) in one; III ( Intermediate ) in the other.
  • DESIRABLE

    The following would be considered an advantage :

  • professional training and / or experience in library / information sciences or in international relations;
  • experience working with information in a security conscious environment;
  • relevant experience at the international level, especially within an International Organisation.
  • 3. MAIN ACCOUNTABILITIES

    Planning and Execution

    Under the direction of the Unit Head, apply work procedures and guidelines related to the NATO Information Management Policy (NIMP) and to NATO Security Policy, seeking guidance as necessary.

    Perform tasks related to the secure dissemination, handling and processing of electronic files (media control, data extraction, network transfers, etc.

    including the operation of relevant office equipment. Perform quality checks and prepare statistics for the Unit as required.

    Be a member of a roster, which will entail ensuring work and service continuity.

    Information Management

    Respond to requests for information, conducting research and submitting results for review. Process documents and correspondence in accordance with applicable procedures and guidance.

    Knowledge Management

    Apply an organisational file plan, maintain files, and prepare files for records disposition.

    Stakeholder Management

    Work with the other members of the Unit to ensure effective support and quality service to the clientele. Advise customers on practicalities of information support.

    Expertise Development

    Participate in cross-functional training assignments within the service and in other professional training as directed. Provide advice on basic IM practices.

    Contribute to the improvement of routine work processes.

    Perform any other related duty as assigned.

    4. INTERRELATIONSHIPS

    The incumbent reports to the Head of a Unit and is responsible to the Head for the performance of all main accountabilities outlined above and such other associated responsibilities as may develop.

  • S / he has frequent contact with divisional staff to deliver information support and to provide advice on related practical and procedural aspects;
  • in this context s / he also works closely with other Archives and Information Management staff to ensure optimal customer support.

    Direct reports : N / a

    Indirect reports : N / a

    5. COMPETENCIES

    The incumbent must demonstrate :

  • Clarity and Accuracy : Checks own work;
  • Customer Service Orientation : Responds appropriately, maintains clear communication;
  • Empathy : Listens actively;
  • Flexibility : Accepts the need for flexibility;
  • Initiative : Reacts to short-term opportunities or problems;
  • Organizational Commitment : Is able to fit in;
  • Teamwork : Co-operates.
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