Head, Information and Knowledge Management Services
JOB DETAIL
1. SUMMARY
Within NATO’s International Staff (IS), the Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. Within EM, the Information Communications and Technology Management Directorate provides support and services in the areas of information communication and technology management, and archives information and knowledge management to the North Atlantic Council (NAC), its Committees and to the IS. Archives and Information Management (AIM) is the principle information and records management service at NATO Headquarters.
AIM ensures the accessibility, availability and integrity of all official information produced by the NAC, its Committees and the IS. AIM supports the IS Information and Knowledge Management (IKM) Strategy through its role in the IKM governance structure and by providing a coherent and effective IKM framework consisting of tools, procedures and best practices in order to ensure the efficient flow of information and knowledge to enable IS decision making and tasking.
Within AIM, the Information and Knowledge Management Services Section (IKMS) includes the Divisional and Central Services for IKM and the IKM Competency Centre. These entities provide information and knowledge management support to the International Staff.
Under the direction of Head AIM, the incumbent is responsible for ensuring coherent and timely IKM support to all IS divisions and independent offices. S/He manages the IKM Coordinators, who organizationally are under AIM but are located within a dedicated Division, and the staff of the Central Services. S/He coordinates the IKM Network, which applies and implements consistent and coherent IKM practices across the IS. S/He contributes to the development of policies and Standard Operating Procedures (SOPs) related to IKM based on NATO policies and international best practices. S/He is responsible for overseeing the IKM procedures development, training and knowledge sharing to the IS through the IKM Competency Centre. The incumbent develops innovative forms of service as well as new ways of processing the work, in which tools and services can be provided to customers and stakeholders.
S/He also carries out other information and knowledge management projects within AIM when required. Occasionally, s/he will replace the Head, Archives and Information Management in her/his absence as required.
IKM is undergoing a significant re-organisation within the International Staff. The incumbent is responsible for driving change in how the IS manages information and creates knowledge and drive innovation in associated processes and best practices.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- have a university degree or equivalent level of qualification in information, records, knowledge science or other relevant fields for the position;
- have at least 4 years of experience in information management related functions;
- have thorough experience in evaluating and implementing systems and procedures for information, document/records management and collaboration;
- have experience in leading a team, in a multicultural environment;
- have experience in implementing a change agenda, with involvement in change management processes;
- have knowledge and experience of international best practices and standards in the field of information, records and knowledge management;
- possess experience in aspects of the life-cycle management of information, including contribution to at least two of the following areas: designing, developing and implementing information, records, knowledge, workflow tasking or collaboration systems;
- demonstrate experience in project management, strategic planning and implementation;
- possess the following minimum levels of NATO’s official languages (French/English): V (“Advanced”) in one; II (“Elementary”) in the other.
DESIRABLE
The following would be considered an advantage:
- possess excellent knowledge of digitization programmes and initiatives for an IKM programme;
- experience working with information in a security conscious environment;
- experience at the international level, especially in International Organisations;
- hand on experience in IKM tools.
Organisational Efficiencies
Adjust IKM work practices towards better allocation of staff and other resources. Identify, initiate and lead a broad range of initiatives to improve performance of IKM throughout the IS. Design and implement information life-cycle processes and best practices throughout the International Staff and within the Section, in particular those pertaining to information and knowledge organisation, accessibility, exploitation, storage and protection. Support the Service Head in the development, communication and implementation of a vision for the future development of IKM in the context of the Archives Committee and IKM Strategy objectives to face the new challenges of an ever-changing working and operational environment requiring high quality and reliable IKM support.
People Management
Create a motivating and effective workplace. Drive change and innovation within team. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Lead the team through change and continuously motivate them. Ensure that all staff under her/his responsibility are clear on organisational, divisional, directorate and section objectives. Provide regular and fair feedback on performance, informally as appropriate and via the HQ Performance Review and Development (PRD) system. Make recommendations for contract renewal or conversion decisions by keeping in mind the best interest of the Organization. Participate in recruitment procedures for vacant posts in the Service in accordance with NATO recruitment guidelines.
Project Management
Participate in project management for IKM projects and tools, contributing to feasibility studies, systems analysis, design, development and implementation of systems. Develop, promulgate and maintain work procedures and guidelines for use within the IKM Network and IS in accordance with the IKM Strategy.
Financial Management
Prepare the annual budget proposals for the section and ensure all expenditures are accountable to the budget.
Stakeholder Management
Liaise with users of different levels of experience and expertise. Understand, identify and analyse customer needs and provide appropriate and intuitive solutions to meet organisational requirements. Coordinate the IKM Network and in this context works closely with IKM staff in divisions and representatives from divisions and independent offices. Participate in Executive Coordination Team members and Business Integration Group meetings. Provide work-flow and distribution support to high-level diplomatic events in support of the consultation and decision process, including managing staffing to ensure that ad hoc and urgent requirements are efficiently handled.
Planning and Execution
Initiate, develop and oversee in the development of new standards (including SOPs) and business processes, in the field of IKM. Develop innovative forms of service and new ways in which services can be provided to customers and stakeholders. Have an innovative approach to work and be able to adapt in an evolving technical and managerial environment. Promote and ensure the adherence to IKM procedures and advocate a coherent use of the IKM tools. Develop key operational and customer service performance metrics specific to the Information Processing Section.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head, Archives and Information Management and is responsible to her/him for the performance of all major responsibilities outlined above and other associated responsibilities as may develop. S/He works together with the other managers of Archives and Information Management to ensure coherence of procedures and work standards. The incumbent coordinates the IKM Network and in this context works closely with IKM staff in divisions and independent offices, participates in Executive Coordination Team members and Business Integration Group meetings. S/He has frequent contacts with Head Committee Coordination Team in the Council Secretariat. The incumbent works together with counterparts in the International Military Staff to ensure a common approach and inter-operability wherever possible. S/He has frequent contacts with IS staff and advises them on matters of IKM. The incumbent has frequent contacts with technical staff in ICTM to ensure that the section’s needs are communicated and understood. S/He has contacts with NATO Nations, Partners and bodies to ensure that their information requirements are fulfilled.
Direct reports: 8
Indirect reports:4
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Creates own measures of excellence and improves performance;
- Analytical Thinking: Sees multiple relationships;
- Change Leadership: Expresses vision for change;
- Clarity and Accuracy: Monitors data or projects;
- Flexibility: Adapts to unforeseen situations;
- Impact and Influence: Takes multiple actions to persuade;
- Initiative: Plans and acts up to a year ahead;
- Leadership: Keeps people informed;
- Organisational Awareness: Understands organisational climate and culture;
- Self-Control: Responds calmly;
- Teamwork: Expresses positive attitudes and expectations of team or team members.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal (link);
- For all other applications: www.nato.int/recruitment
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More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.
NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.
