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Head, Archives and Information Management (210623)

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Head, Archives and Information Management (210623) VACANCY NOTIFICATION/ NOTIFICATION DE LA VACANCE DU POSTE Head, Archives and Information Management (210623) Primary Location: Belgium-Brussels NATO Body: NATO International Staff (NATO IS) Schedule: Full-time Application Deadline: 05-Sep-2021 Salary (Pay Basis): 7,990.64Euro (EUR) Monthly Grade NATO Grade G20-G22 Clearance Level: CTS/A Description 1. SUMMARY The Archives and Information Management 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 Policy and NATO Security Policy. It provides NATO-wide information management 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 information and knowledge management-related technology projects at NATO Headquarters. In addition, the Archives and Information Management Service is the International Staff (IS) element responsible for support to the Archives Committee and development of NATO policy and procedure in relation to records management, access to information and preservation. The Head, Archives and Information Management (AIM): (a) is responsible for all aspects of information management as it pertains to the official information produced by and for the North Atlantic Council and its committees; (b) manages the operational, business and administrative activities of the Service; (c) ensures the provision of staff support to the Archives Committee; (d) acts as the Head, NAC Registry in accordance with NATO Security Policy; (e) is the NAC ATOMAL/COSMIC Control Officer for the NATO International Staff; f. provides training, support and guidance to NATO nations, partners and entities on the implementation and execution of NATO policies pertaining to information; g. is responsible for the development of NATO policy and procedure in relation to records management, access to information and preservation; h. takes the lead on requirements development for all information management-related technology projects at NATO Headquarters. Occasionally, s/he will replace the Director Information, Communication and Technology Management (ICTM) in her/his absence as required. 1 Key challenges facing the successful candidate for Head AIM will include: 1. Developing and implementing an ambitious NATO Headquarters Information & Knowledge Management policy in support of NATO’s 3 core tasks (collective defence, crisis management and cooperative security), and including effective development and exploitation of the classified and unclassified portals, in full consultation with HQ stakeholders. 2. Working with the NATO-wide Archival Community to support the NATO Transparency initiative. Engender increased interest and contribution from NATO Allies and Academia to identify key areas of future special interest to set priorities for the archive and declassification of material for global use by media, historians and academics, and drive NATO’s position as a key contributor in the field. 3. Playing a key change leader’s role in the evolution of information and knowledge exchange across NATO. Drive organisational maturity in the use of key NATO knowledge to improve NATO’s learning and sharing ability, enhance efficiency and drive coherency. In addition to the application form, candidates are expected to submit a Word or pdf document, maximum of three A4 pages, summarising their views on the above-listed key (and possible other) challenges, and how they would address them if selected for the position. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: have a university degree, or an equivalent level of qualification, with specialisation in archival, library or information science; have no less than 10 years’ experience in the Archives and Information Management field, including at the executive level; have extensive experience managing information in accordance with ISO standards in an electronic environment; be familiar with archival preservation, reproduction technologies and graphic design; have proven experience at delivering and improving knowledge management in a complex enterprise; have proven experience in leadership and change management; have previous experience of leading large and diverse teams; possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; II (“Elementary”) in the other. DESIRABLE The following would be considered an advantage: experience working in information management in international organisations; extensive knowledge of access to information and transparency issues and best practice in the NATO Nations; experience in expanding and enhancing an Enterprise Information Management System. 3. MAIN ACCOUNTABILITIES Representation of the Organization 2 Represent NATO HQ and the International Staff on matters pertaining to Information Management in NATO-wide fora and seminars. Represent NATO HQ and the International Staff in staff groups dedicated to the development of Information Management policy. Represent the International Staff to visiting organisations and national groups on issues pertaining to Information Management. Present activities and developments in Information Management to the appropriate NATO Committees and Working Groups. Vision and Direction Develop the Service vision for AIM in the context of ICTM and NATO objectives. Implement the vision. Expertise Development Drive the AIM organisation to constantly improve expertise through benchmarking and reference to worldwide industry standards (organise training and information sessions, encourage attendance at professional fairs, etc.). Coach and train the people in AIM. Develop relevant expertise and attend training as appropriate. Share expertise with others when possible. Develop and maintain training and information sessions for use NATO-wide on both NATO and international best practice. Provide mentoring for IM and Archival professionals within NATO civil and military bodies. Organisational Efficiencies Adjust work practices towards better allocation of staff and other resources. Identify and lead a broad range of initiatives to improve performance of the Service and of the workforce. Lead and implement a management process around process metrics to drive continuous improvements. Knowledge Management Take a lead role in the on-going review of NATO’s Information Management policies and practices in support of an Enterprise Information Management Programme (EIMP) and manage the ensuing programme. Promote and improve the use of knowledge management processes and tools. Share/leverage successful products, processes and best practices across NATO. Implement communication and knowledge sharing process for team members. Assist in evaluating knowledge- sharing tools and make recommendations for standard approaches/tools. Support NATO reform efforts through the introduction and promotion of knowledge management processes and tools. Stakeholder Management Work in close cooperation with a broad range of stakeholders (Nations, Partners, NATO Civil and Military bodies and the International Staff). Maintain a very strong partnership with NOS on various security aspects (policy development, inspections, investigations). Maintain a close relationship with the national representatives of the Archives Committee. People Management Create a motivating and effective workplace. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Ensure that all staff under her/his responsibility are clear on Organizational, Divisional, Directorate and Service objectives. Provide regular and fair feedback on performance, informally as appropriate and via the HQ Performance Review and Development (PRD) system. Identify possible development and mobility 3 opportunities for individuals. Contribute information to the Establishment Committee and make recommendations for contract renewal or conversion decisions with the best interests of the Organization in mind. Participate in recruitment procedures for vacant posts in the Service in accordance with NATO recruitment guidelines. Financial Management Identify budget requirements for the Service and related programmes. Manage the budget for the Service and for ongoing programmes. Comply with ICTM budget allocations in programme execution. Provide budget input to the NATO financial planning process. Planning and Execution Lead numerous initiatives of a diverse nature to reach set objectives of the Service. Efficiently allocates all types of resources, assigned both to the Service and to project teams. Balance daily service requirements in support of the NAC and its committees with long-term strategic goals for service improvement. Policy Development Lead or participate in developing, drafting and promulgating NATO policies pertaining to Information Management, in particular through the Archives Committee. Project Management Act as senior executive on a number of projects and programmes. Be responsible for all aspects of programme development and execution. Work cooperatively with other ICTM groups to work in project teams. Perform any other related duty as
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