Associate Information Management Officer (P-2)

TERMS OF REFERENCE FOR JUNIOR PROFESSIONAL OFFICERS

The Junior Professional Officer (JPO) Programme:

JPO functional title:  Associate Information Management Officer (P-2)

The JPO Programme equips outstanding young leaders with the skills and experience required to advance the Organisation’s goals and objectives. As a pathway into the world of International Public Sector professional employment, the programme offers young professionals excellent exposure to a multilateral organisation while providing a valuable entry point into the International Professional Environment. During their appointments, JPOs benefit from the guidance of experienced OPCW staff members and are actively involved in supporting Divisions with the attainment and progress of projects and initiatives aimed towards the achievement of the OPCWs overall goals. Job Purpose: The Documents Registration and Archiving Section (DRA) of the Verification Division is working on a complete modernisation of information management regime for verification. In addition, it provides advice, guidance and assistance to other OPCW divisions/offices in broad areas of information management. The purpose of this job is to assist DRA and its stakeholders (in particular Administration Division) in the development and implementation of policies, procedures and systems which underpin information management processes in OPCW, including but not limited to the following specific areas: document and records management, archiving, intranet content management (web-site content and shared folders/spaces content), email management, evidence and case management as well as content management in general.

Information on the receiving Division/Office/Branch:

DRA is part of the Declarations Branch of the Verification Division. The Verification Division works towards achieving chemical disarmament and preventing the re-emergence of chemical weapons through participation in the planning and oversight of inspections at both military and chemical industry facilities. The Division also manages Declarations collected from State Parties while maintaining and strengthening the scientific capabilities of the Organisation, especially its laboratory component. The division also conducts Technical Assistance Visits at the request of States Parties. The Division is responsible for the day-to-day operation of OPCW’s verification regime. It is a key element of the Secretariat, using trustworthy and science-based information to implement all aspects of the Convention including decisions from the Policy Making Organs. It consists of four Branches, one of them being the Declarations Branch.

DRA provides information management (IM) support to the OPCW verification related activities (routine and non-routine) and all other activities that involve classified information, including:

• Managing verification related information and other classified information in physical and digital format throughout its whole life-cycle from its collection (e.g. from SPs or internal clients) or creation (e.g. within OPCW), registration, filing, storage, distribution and management, until its ultimate disposal (i.e. archiving, destruction or transfer to third-parties).
• Providing timely access to information according to the “need-to-know” principle and in respect of OPCW confidentiality regime.
• Providing and managing external storage media for the purposes of temporary storage and transfer of information.
• Providing support in processing declarations received from State Parties.
• Providing unofficial translation services in Spanish and Arabic.
• Maintaining the OPCW Secure Archives.
• Managing quality documentation (QDOCs) that document and govern organisational rules and procedures, business processes and systems.
• Providing advice and training related to the whole range of information management functions and activities to different clients across the organisation.
• Continuous improvement and enhancement of OPCW information management regime taking into consideration changing requirements and circumstances, technological and organisational advancements as well as feedback and experience from different stakeholders. This includes development, management and implementation of IM programme, IM policies, procedures, tools and IT systems required to underpin them.
• Contributing to various initiatives across the organisation, i.e. intranet content management, share folders and SharePoint site content management, email management, knowledge management, quality management, etc.

DRA manages an information management programme for verification and has a number of projects underway aiming to streamline its internal procedures and practices, enhance services provided to its internal and external clients, to enhance management of verification-related and classified information, and to facilitate related business processes. Highlighted projects:

• Enterprise Content Management (ECM) System (multiyear, phased development and implementation approach) aimed to provide functionalities related to document, records and evidence management, archiving and case management as well as workflows and other information management features in order to enhance management of information and streamline business processes in different business areas.
• Data Migration and Rehousing (multiyear, synchronised with the ECM System project) aimed at preparation of data and records for migration to the new ECM system.

JPO will be contributing to the projects that are part of the information management programme aiming at modernisation oft he information management regime for verification and OPCW in general.

Duties, Responsibilities and Output expectations:

Objective 1

• Become familiar, on a high level, with the OPCW information management approach;
• Review existing information management policies, procedures, practices and systems and how this is embedded in OPCW work processes;
• Identify gaps and grey;
• Propose solutions;

Objective 2

• Become familiar with the OPCW Confidentiality Regime;
• Review existing policies and how they are embedded in OPCW work processes, in particular in information management activities;
• Identify gaps and grey areas in how the confidentiality regime is implemented for managing information;
• Propose solutions;

Objective 3

• Participate in the development and drafting of information management policies, procedures and guidelines for OPCW, covering the management of different types of (unstructured) content throughout its life-cycle and Including one or more of the following areas: document management, records management, archiving, evidence and case management, intranet content management, email management, usage and operation of systems dedicated to management of information, etc;
• Participate in conceptualising new information management policies based on current priorities, by seeking solutions for identified gaps and issues that are based on best practices and standards in the area;
• Reviewing existing and drafting new information management policies, procedures and guidelines.

Objective 4

• Contribute to the analysis of different business areas from information management perspective, with the purpose of expanding the OPCW File Classification Scheme and Retention Schedule;
• Analysis of specific business processes and systems that support them (business areas will be selected based on the needs and priorities at the time);
• Analysis of related information management practices (including creation, collection, storage, distribution, access to, disposal of information) and identification of gaps, issues, needs and opportunities;
• Proposing ways to organise and structure information collected or created in the course of specific business processes;
• Proposing expansion of the existing OPCW File Classification Scheme and Retention Schedule;
• Proposing improvements in managing information related to selected business processes.

Objective 5

• Contribute to the implementation of different policies, procedures and systems in the area of information management;
• Contribute to the planning for implementation of specific policies, procedures and systems;
• Contribute to preparing and delivering the related training for different stakeholders o Contribute to the related testing (including user acceptance testing, issue testing, etc.);
• Contribute to providing of user support for the relevant IT systems;
• Contribute to analysing the efficiency and effectiveness of relevant IT systems and proposing optimisations and improvements.

The JPO will benefit from the following specific training and learning modalities/opportunities in the receiving office:

• Learn about information management regime implemented in OPCW;
• Learn about current developments and future plans in the area of information management in OPCW;
• Learn about roles, responsibilities and functioning of OPCW in general;
•  Getting experience in development of information management policies, procedures and systems.

RECRUITING PROFILE

Core Competencies:

Knowledge and experience in the area of information Management:

• Knowledge of concepts, principles, systems and development trends in the area of information management;
• Experience in designing, drafting and implementing information management policies, procedures and guidelines;
• Experience in business analysis, business process management and designing of IT solutions in the area of information management;

Education: Master’s degree or equivalent Advanced Degree in a related field of expertise plus two years of relevant service or a first degree in a related field in combination with 4 years relevant experience;

Experience: 

• A minimum of two years of work experience in information management or related field with an advanced university degree or 4 years with a first degree;
• Excellent skills in drafting of highly structured documents, such as policies, procedures and guidelines;
• Excellent communication and teamwork skills

Language Requirements: Working knowledge of English;

Other desirable education, languages and work experience:

• Knowledge of Project Management methods and approaches

• Knowledge and experience in workflow modeling

Skills and Abilities:

• Excellent skills in drafting of highly structured documents, such as policies, procedures and guideline;
• Excellent communication and teamwork skills;
• Excellent analytical, problem-solving.

General requirements for candidates applying for JPO vacancies funded by the Republic of Korea:

• Korean citizenship 
• Proficiency in Korean and English language (Min iBT TOEFL score 107 or new TEPS score  of 452 or TEPS score of 800) 
• Completed university degree advanced (master’s degree or equivalent) or bachelors, as per the vacancy announcement. 
• Not older than 32 years of age as of 31st December of 2020. (Born after Jan. 1 1988) (The maximum age limit for those who served in the military will be extended accordingly)*
• Male applicants shall have completed the Korean military service or be exempted from it.

* Age limit for male candidates who have completed military service:  

- Less than one year will be extended for one year;
- One year above and two years under will be extended for two years;  
- Two years or more will be extended for three years.

Documents to be submitted by candidates prior to being invited for an
interview (Further participation in the formal recruitment process is contingent upon receipt of the necessary documents from candidates):

• Korean Citizenship;

• A copy of the university degree;

• A certificate of English language proficiency. Applicants should submit a minimum of iBT TOEFL score of 107 / TEPS score of 800 or New TEPS of 452.

Only for low-income applicants:

A scanned copy of applicant’s certificate of National Basic Livelihood Security Recipients issued in Korean and its unofficial English translation

• International Organisations will check the unofficial English translation, and MOFA will review the certificate issued in Korean.