Assistant, Records Management (G8/G10)

Job Posting Organization:
The NATO International Staff is an integral part of the North Atlantic Treaty Organization (NATO), which was established in 194

• The organization is dedicated to ensuring the security" style="border-bottom: 1px dotted #007bff !important;">security and defense of its member countries through collective defense and cooperative security measures. The NATO International Staff provides support and services in various areas, including information communication and technology management, digital information, archives, records, and knowledge management. The organization operates in multiple countries, with its headquarters located in Brussels, Belgium, and employs a diverse workforce committed to promoting peace and stability across the globe.

Job Overview:
The Assistant, Records Management position within the NATO International Staff is crucial for supporting the Information, Communication and Technology Management (ICTM) Office. This role involves providing comprehensive records management support, which includes administrative and project support tasks. The incumbent will be responsible for ensuring that records management practices align with international best practices and standards. The position requires a proactive approach to managing information and records, ensuring compliance with NATO's policies, and facilitating effective communication and collaboration among various stakeholders. The role also involves maintaining access control to information repositories and ensuring that sensitive information is handled appropriately. The Assistant will work closely with committee secretaries and action officers to guide them on information management procedures, thereby enhancing the overall efficiency of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Assistant, Records Management include:

• Performing tasks in accordance with NATO's Information Management (IM), Records Management (RM), and Security policy framework.
• Advising committee secretaries and action officers on applicable information, records, and knowledge management procedures.
• Setting access provisions for NATO HQ information repositories to ensure authorized access while maintaining confidentiality and compliance.
• Documenting and applying procedures related to the workflow of the team.
• Processing requests for access to records and mediating between requestors and originators.
• Maintaining distribution and access control lists for information products.
• Developing and controlling administrative structures for the International Staff and International Military Staff to manage access to information.
• Generating reports and statistics for DIMS staff and external clients.
• Collaborating with Central Registry and Records (CRRA) teams on access and distribution matters. 1
• Keeping abreast of developments in information and records management tools and processes. 1
• Promoting adherence to information security standards and best practices among NATO staff. 1
• Performing any other related duties as assigned.

Required Qualifications:
The required qualifications for the Assistant, Records Management position include:

• A good general education to at least secondary level.
• A minimum of 4 years of experience in information and records management, adhering to international best practices and standards.
• Experience with ICT systems and their application to recordkeeping and document processing, particularly with Electronic Document and/or Records Management Systems (EDRMS).
• A solid understanding of document and records management issues in an electronic environment, including security aspects.
• Proficiency in NATO's official languages (English/French): V (Advanced) in one language and II (Elementary) in the other.
• Familiarity with document and records management systems and handling security classified information is advantageous.
• Knowledge of access management principles and the NATO Committee Structure and decision-making process is also beneficial.

Educational Background:
Candidates must possess a good general education, ideally to at least the secondary level. This foundational education is essential for understanding the complexities of records management and the various ICT systems utilized within NATO. Further educational qualifications in information management, library sciences, or related fields may enhance a candidate's profile, although they are not explicitly required.

Experience:
Candidates should have a minimum of 4 years of relevant experience in the fields of information and records management. This experience should demonstrate familiarity with international best practices and standards, as well as practical knowledge of ICT systems and their application to recordkeeping and document processing. Experience working with Electronic Document and/or Records Management Systems (EDRMS) is particularly important, as is a solid understanding of the challenges and requirements associated with managing documents and records in an electronic environment.

Languages:
The mandatory languages for this position are NATO's official languages: English and French. Candidates must demonstrate proficiency at level V (Advanced) in one language and level II (Elementary) in the other. This bilingual requirement is crucial for effective communication within the organization and with member nations. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
The successful applicant will be offered a definite duration contract of three years, with the possibility of an indefinite duration contract thereafter. If the candidate is seconded from the national administration of one of NATO's member states, a similar contract will be offered, subject to the agreement of the national authority concerned. The maximum period of service in this post as a seconded staff member is six years. The position is full-time, and candidates must be nationals of NATO member countries. The organization promotes diversity and inclusion and encourages applications from all member nations, particularly from women and individuals with disabilities. NATO is committed to providing reasonable accommodations during the recruitment process for candidates with disabilities. The work environment at NATO Headquarters in Brussels is non-smoking, and the organization offers various work-life policies, including teleworking and flexible working arrangements, subject to business requirements.