The Declarations Branch (DEB) is part of the Verification Division. We provide the OPCW with a means to assess compliance by States Parties with the declaration-related provisions of the Chemical Weapons Convention (CWC). All declarations and other verification-related information is handled within the Declarations Branch. We maintain and update the Declarations Handbook, and the tools for identification of scheduled chemicals. We also maintain majority of software used by the Verification Division, including data analytics and secure communication tools. It also provides electronic declaration tools for States Parties.
Main Responsibilities:
Control registration and processing of all classified and verification-related documents and their availability either within electronic systems or in hard-copy
Control the quality of the information service, and of the information (including metadata) held in the information management systems
Analyse requirements, develop and update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets established standards
Ensure maintenance of confidentiality when making classified information available
Identify and assist in resolving any procedural or technical impediment to prompt availability of information to users
Write and validate standard operating procedures (SOPs), working instructions (WIs), guidelines, improving where required as a result of review of business processes
Manage and maintain good records and archives management practice:
Support and carry out professional activities required to improve management of electronic records and legacy data / physical archives, including digitisation and long term preservation
Review and analyse workflows and processes with a view to recommending/initiating improvements, and collaborate with colleagues to implement change in process and practice
Act as a DRA focal point in existing information management-related projects and devise and implement any additional projects required as part of the move to a new electronic environment
Research, develop and maintain DRA’s preservation programme for records in all media:
Support the research and proposal of initiatives to develop a preservation programme for the digital archives, and for the audio-visual material.
Support the development and implementation a disaster recovery plan for DRA, including the digital archives.
Coordinate where necessary with staff in other sections (e.g., with regard to environmental controls for preservation of physical records) and propose solutions to ensure long term preservation.
Prepare, review, update procedures, guidelines, and forms required for work processes Strategic Planning:
Assist the Head of DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels /
Assist the Head of DRA where required in any corporate-wide initiative related to the management of information, records or archives
Propose, manage and monitor projects and assist with training and guiding staff in a range of records and information functions
Stay current in new records management and archival developments by reviewing the literature, participating in best practice groups and dedicated international conferences.
Act as Head of DRA Section
As directed by the Branch Head, perform all the administrative, managerial and organisational duties in absence of the Head of DRA section
Qualifications and Experience:
Education Essential:
Advanced university degree in information management or related area, with postgraduate specialisation preferred in records or archives management. A relevant first-level university degree in combination with training and/or qualifying experience (minimum seven years) may be accepted in lieu of the advance university degree.
Desirable:
Additional training in business analysis, project management.
Knowledge and Experience:
Essential:
Five years’ experience in the field of records and information management, preferably in an international or public organisation. Experience in the configuration and use of enterprise content management (ECM) systems with a particular focus on records management components and with an understanding of taxonomies, the development of workflows and the management of system access. Experience in the management of physical archives, including records in paper and electronic storage media formats.
Desirable:
Experience in the use of electronic data analysis tools.; Experience working in highly confidential environments is desirable. Experience in the development and rollout of training material to users of a document/records management system or other related type(s) of end-user application is desirable. Previous experience in data migration projects in the context of a document/records management system is desirable. Experience in people management, including coaching or training of fellow team members is desirable.
Skills and Competencies:
Core professional skills related to information and archives management.
Ability to organise, plan and implement work assignments, as well as manage competing demands.
Proven communication (verbal and written) skills, including ability to prepare reports and to design and deliver training.
Strong computer skills, dealing with both structured and unstructured records.
Problem-solving skills, including ability to identify and participate in the resolution of issues/problems.
Flexibility, tact, discretion and ability to work harmoniously in a multicultural environment.
Appreciation of the need to observe confidentiality in a highly-sensitive work area.
Knowledge of statistical methods and tools.
Commitment to continuous learning is essential.
Ability to coach other team members and to demonstrate leadership in matters related to information management best practices.
Languages:
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
