Head, Documents, Registration and Archiving Section (P-4)

Principal Functions

Under the direct supervision of the Head of the Declarations Branch (DEB), and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Head, Documents, Registration and Archiving is responsible for the effective and efficient management of the section and its staff, and performs the following duties:

 

1. Custodianship of all OPCW classified and all verification-related information, in all formats.
   
   
   1. Supervise the maintenance and accuracy of the current central register of all classified information, and all information and all verification related records; ensure maintenance of any additional register or other capturing mechanism for all current documents, records and non-documented information.
   2. Supervise the implementation and maintenance of a regime of periodic update/inventory of all records and undocumented information that is held in Verification Division but is not centrally registered.
   3. Responsible for the development, implementation and maintenance of a preservation/conservation programme for the hard-copy archives and the digital repository; determine upon and implement a digital preservation programme; ensure maintenance of the hard-copy storage areas as closely to the requirements of international standards as resources allow; maintain, update and test the emergency response and disaster recovery plan.
   4. Lead the development and implementation of mechanisms for maximizing (subject to confidentiality strictures) access to records and to content of records in the custody of the archives, including development and implementation of suitable metadata including thesauri and retrospective improvements such as re-scanning and re-indexing where required; development of a trusted digital repository.
   5. Manage the development of mechanisms to allow the transition of the archives into an historical collection.

 

2. Lead the development, implementation and maintenance of a broad information management programme in Verification, including the management of undocumented information and information not directly in the custody of the Secure Archives, on both networks and at all stages of their life-span.
   
   
   1. Continuous implementation of Secure Archives’ requirements into the proposed Enterprise Content Management (ECM) system and its successful operation; ensure on-going review in light of changing requirements.
   2. Responsible for the management and continuous development of a functional classification scheme and file-plan for all record series created and used in Verification; implementation of same through the proposed ECM and its equivalent on the non-classified network;
   3. Responsible for the implementation of the finalised retention schedule for the records in the custody of the archives; augmentation of the retention schedule to include all records created, for all functions, in the Verification Division.
   4. Maintain all records management documentation and ensure that there are mechanisms to request update (e.g., should new activities be undertaken).
   5. Finalisation of mechanisms for capturing, or of facilitating exchange of, information not routinely documented; acquisition and implementation of any applications aimed at facilitating non-documentary exchange of information; development of procedures to facilitate these transactions.

 

3. Manage the Secure Archives team, and the information services.
   
   
   1. Manage the assessment of the capabilities and possibilities for development and improvement within the section and develop annual plans in accordance with the same; participate in all the activities required within the budget cycle to assess and request adequate resources, including staffing, space and equipment, to deliver existing and new plans; act in liaison, where necessary, with other units (e.g., Information Services Branch (ISB), Office of Confidentiality and Security (OCS), and General Support Services (GSS)) to carry out plans.
   2. Manage the entire team and ensure that there all members are cross-trained with regard to all of the services provided by the Secure Archives, in order that each member of the team can perform any of the routine tasks and has a clear understanding of the relationships between the Secure Archives’ service and the business functions it supports; ensure that all new members of staff are supported in attaining the same level of familiarity with the procedures, equipment and workflows.
   3. Ensure successful and healthy working relationships within the team.
   4. Manage the team to ensure that the service runs smoothly and efficiently, that any deadlines or agreed turn-around times are met, and that any issues impeding the delivery of the service are resolved; ensure that the office is fully resourced, in terms of staff, equipment and supplies, at all times, especially with regard to those points in the year when the workload of the Secure Archives is particularly heavy (e.g., the declaration deadlines, Executive Council meetings, Conference of States Parties etc).
   Evaluate the performance of each staff member and ensure that appraisal or other staff-related documentation required by the organisation is completed.
   5. Provide written weekly updates to the Director of Verification; maintain project-related documentation on all project-based work in the Secure Archives; provide reports and other input on request to all other management reports; maintenance of up-to-date statistics, activity and over-view information suitable for upward presentations.
   6. Manage the compliance at all times of all requirements of the confidentiality regime; ensure that all members of the team are aware of all obligations under the confidentiality; provide advice and guidance to all users, and engage the support of OCS to resolve any ambiguities.
   7. Ensure that all documentation related to the functioning of the Secure Archives – that is, the job descriptions, the quality management documents – are up to date, and where necessary make recommendations to OCS regarding changes to the documentation of the confidentiality regime.
   8. Ensure that all users of the information centre’s services are informed of the rules and procedures by which the Secure Archives operates, that they are given advice and guidance as required when performing their tasks, that they are informed of any changes in procedure or technology, and that there are no breaches of the confidentiality regime during these processes and transactions.
   9. Manage the review of the business processes within the Secure Archives, including but not limited to the procedures for delivering the information service, to maximise efficiency, to respond to changing user, organisational or professional requirements, and to take advantage of any new possibilities for automation or streamlining of procedures.

 

4. Ensure that technical requirements for all aspects of the information centre’s activities information management and information service activities are in place and regularly reviewed.
   
   
   1. Participate in all projects focused on reviewing the software applications through which the information management activities, information counter service and reporting obligations are carried out, and provide the requirements of these systems on behalf of the Secure Archives.
   2. Manage the review of the central application for registration and processing of documents and ensure any new requirements are identified, documented and requested; manage the correct functioning of all other specialist applications (e.g., for secure electronic transfer, for imports and exports to/from secure network) and ensure problems are reported and monitored until resolved.
   3. Ensure that any proposed changes to the systems are assessed for suitability (in terms of the responsibilities of the Secure Archives, the correct management of information, compatibility with other procedures or software, and compliance with confidentiality) and support efforts to find resolutions of problems and solutions to requirements.
   4. Research and propose any new applications, software, procedures or equipment to support improvements to mechanisms for managing information, or to support new activities, such as managing retention of and access to currently undocumented information and knowledge; support development of specific requirements, selection of suitable applications and deployment of same.

 

5. Provide professional advice and guidance to Verification, and, as required, to the organisation on any aspect of information management.
   
   
   1. Contribute to the development of training and guidance for Verification staff, to ensure adherence to the information management procedures at all points in the life-span of any document.
   2. Manage the professional input into to the verification-information management training initiatives and, as required outside of Verification.
   3. Provide input into or comments upon concept papers, proposals, presentations, surveys or any other organisation-wide documentation related to the broad area of information management, as required.

 

6. Additional Responsibilities.
   
   
   1. Serve as a permanent member of OPCW’s Quality Management System Technical Committee.
   2. Rotational Chair the Information Managers in International Organisations (IMIO) best practice group, including periodic reporting to Director of Verification
   3. Act as Head of the Declarations Branch on request, and assume the responsibilities of the post.

 

7. Other duties, as required
   
   

Knowledge and Experience

Education

Essential

Advanced University degree in information, records or archives management. A first level university degree in combination with qualifying experience (minimum 9 years) in a range of information management sectors may be accepted in lieu of the advanced university degree. An equivalent or specialised training in combination with qualifying experience (minimum 13 years) may be accepted in lieu of a university degree.




Essential Knowledge

In-depth knowledge of modern information, records and archives management concepts, methodologies and techniques.

             

Experience

Essential

At least 7 years experience in information management, including document, records and archives management.




Desirable

Practical experience in business process analysis and design is highly desirable. Practical experience with Business Intelligence (BI) and Data Analytical tools (e.g. Qlik Sense, Power BI, Tableau) would be an asset. Training and experience in project management will be an asset, as would experience of delivering an information service.




Skills and Abilities (key competencies):

1. Leadership and management skills: 1) Team management experience; 2) Ability to provide technical leadership in overseeing the fields of information, records and archives management; 3) Proven supervisory skills including demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan and those under his/her supervision.
2. Relevant experience and skills in designing and using modern information, records and archives management systems are essential; in-depth knowledge of databases, statistical tools and with BI and Data Analytical tools (e.g. Qlik Sense, Power BI, Tableau) is highly desirable.
3. Ability to prepare reports, Quality System Documents and other official documents.
4. Appreciation of the need to observe confidentiality in a highly-sensitive work area.
5. Good planning and organisational skills.
6. Excellent interpersonal and communication (verbal and written) skills.
7. Strong customer focus.
8. Commitment to continuous learning.

 

Personal qualities should include tact, accuracy and discretion and the ability to work harmoniously in a multi-cultural environment and create a positive and productive team environment.

 

Language Requirements

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.