Organisation for the Prohibition of Chemical Weapons vacancy search engine

Information Management Officer (P-3)

Principal Functions

The post is located in the Documents Registration and Archiving Section (DRA) which is within the Declarations Branch of the Verification Division.  The incumbent will report to Head, DRA. The Information Management Officer (IMO) will be responsible for the duties listed under six main themes:

Control of registration and processing of all classified and verification-related documents and their availability either within electronic systems or in hard-copy:

1.     Controls the quality of information service provided by the DRA, and of the information (including metadata) captured in the recordkeeping systems;

2.     Analyses requirements, develops and updates metadata for the recordkeeping system and other relevant information systems, to improve retrieval and ensure that document registration meets established standards;

3.     Ensures maintenance of confidentiality when providing access to classified information;

4.     Identifies and assists in resolving any procedural or technical impediment to prompt availability of information to users;

5.     Writes, reviews and validates standard operating procedures (SOPs), working instructions (WIs), guidelines, and puts into effect amendments resulting from the review of business processes;

6.     Provides relevant professional expertise to support the States Parties and internal management decision making, including expert advice on information management topics;

7.     Provides expert advice to projects that aim at improving the systems and processes that are employed to manage information.

Management of adherence to good records and archives management practices:

8.     Supports and carries out professional activities which contribute to good information management practice, including preparation of, and transition to, any new electronic environments or applications;

9.     Reviews and analyses workflows and processes with a view to recommending/initiating improvements, and collaborates with colleagues to implement change in business processes and practice;

10. 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.

Operation assurance, business administration, and further development of the Electronic Content Management (ECM) System:

11. System Administrator, together with OCS counterpart, for the ECM System;

12. Business Administrator for the ECM System (including provision of the first and second level support, liaising with relevant IT teams for third level support configuration of the system, etc.);

13. Provides end user trainings to support correct use of the ECM system by staff of relevant organisation’s departments;

14. Participates in continued enhancing and rolling-out the ECM System (including design, business configuration, legacy data migration, project management, etc.) taking into consideration time, resource and budget constraints as well as other impacting factors;

15. Coordinates with the relevant IT department the measures to ensure that the ECM System is operational and well maintained at all times and provides feedback to H/DRA as appropriate.

Research, development and maintenance of DRA’s preservation programme for records in all formats:

16. Supports the research and proposal of initiatives to develop a preservation programme for the digital archives, and for the audio-visual material;

17. Supports the development and implementation of a disaster recovery plan for DRA’s physical and digital archives;

18. Coordinates, where necessary, with staff in other sections (e.g., with regard to environmental controls for preservation of physical records) and proposes solutions to ensure long-term preservation.

Prepare, review, update procedures, guidelines, and forms required for strategic planning of work processes:

19. Assists the H/DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels;

20. Assists the H/DRA, where required, in any corporate-wide initiative related to the management of information, records or archives;

21. Proposes, manages and monitors projects and assists with training and guiding staff in a range of records and information functions;

22. Keeps up-to-date on current developments in records management and archival professional practices by reviewing the literature, participating in best practice discussion groups and attending relevant international conferences.

Other Duties, as required.

23. As directed by H/DEB, acts as H/DRA Section including: performs the necessary administrative, managerial and organisational duties in the absence of the H/DRA.



Knowledge and Experience




An advanced university degree in information management, archives or records management or a related field, preferably with a postgraduate specialisation. A relevant first-level university degree in combination with relevant training and qualifying experience (minimum seven years) may be accepted in lieu of an advanced university degree.




Additional training in business analysis, data management and/or project management is considered an asset.




At least five years of experience in the field of records, archives or information management in addition to the relevant advanced university degree, preferably in an international or public organisation.

-         Experience in implementing and administration of electronic content management (ECM) systems with a particular focus on recordskeeping components;

-         Knowledge of development of filing plans, retention and disposition schedules, and taxonomies.




Previous experience in quality assurance and data migration projects in the context of implementing an ECM system is highly desirable. Experience in the use of electronic data analysis tools. Experience in Quality Management System implementation is desirable as is experience in working with digital recordkeeping or archiving systems. Experience in project management. Knowledge of querying SQL databases.  Experience in working in highly confidential environments.

Skills and Abilities (key competencies)

1.     Core professional skills related to management of information, records or archives in physical and digital formats

2.     Ability to organise, plan and implement work assignments, as well as manage competing demands. Uses time efficiently

3.     Foresee risks and allow for contingencies when planning. Use critical thinking when analysing risks. Monitor and adjust plans and actions as necessary

4.     Proven communication skills (both verbal and written), including ability to prepare reports and to communicate complex concepts orally

5.     Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others

6.     Advanced computer skills, knowhow in dealing with both structured and unstructured content

7.     Knowledge of workflow processes and document control practices in an electronic content management environment

8.     Problem-solving skills, including ability to identify solutions and steer the resolution of issues/problems

9.     Flexibility, tact, discretion and ability to work harmoniously in a multicultural environment

10. Appreciation of the need to observe confidentiality in a highly sensitive work area

11. Commitment to continuous learning is essential.

Language Requirements

An excellent command of English is essential. A working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, or Spanish) is desirable.