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, Information Communication and Technology Management (EM-ICTM) is a Directorate that provides support in the areas of Information, Communications 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.

Within EM-ICTM, AIM ensures the accessibility, availability and integrity of all official information produced by the NAC, its Committees and the IS, in accordance with NATO Information Management and Security policy. AIM supports a coherent and effective IKM framework consisting of tools, procedures and best practices to ensure the efficient flow of information and knowledge, in order to enable IS decision making and tasking.

Within AIM, the Records Management Section (RM) act as the Central Registry for the NAC and its Committees. The Records Registration (RR) unit is an essential part of the workflow in RM for the registration and dissemination of information within the International Staff, to Allies and to Partners. The unit processes all IS committee documents and interacts closely with committee secretaries and action officers throughout the International Staff.

The incumbent serves as the Team Leader of the Records Registration unit. They are responsible for managing the staff and all operational activities of the unit.  They build and maintain strong working relationships with committee secretaries and action officers supporting the NATO committee structure.  The incumbent manages and monitors the compliance with agreed document standards and ensures the efficient and time-critical dissemination of information produced by and for the North Atlantic Council and its Committees.

2.       QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

• Possess higher secondary education qualification with 4 years post-related experience, OR upper vocational training/ post-secondary degree in a discipline relevant for this position with 2 years post-related experience in information management functions, particularly in the application and monitoring of data standards and document processing;
• have knowledge and experience of international best practices and standards in the fields of information management;
• have experience with ICT systems and their application to recordkeeping and document processing, in particular experience working with Electronic Document and/or Records Management Systems (EDRMS);
• have experience supervising and managing a small team of staff;
• have a good understanding of issues relating to document and records management and distribution in an electronic environment, including security aspects;
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.

 DESIRABLE

The following would be considered an advantage:

• experience at the international level, especially in international organisations;
• detailed knowledge of the NATO Committee Structure and decision-making process;
• more than 2 years’ of experience in the application and monitoring of data standards and document processing.

3.       MAIN ACCOUNTABILITIES

Knowledge Management

Promote adherence and awareness of applicable policies, best practices and procedures among unit staff, committee secretaries and action officers within Divisions and Independent Offices. Document and apply procedures related to the workflow of the unit. Act as first-line support to committee secretaries and actions officer for guidance on document creation and the adherence to organizational standards.

Information Management

Perform tasks in accordance with the NATO Information Management and Security policy framework. Initiate, guide and advise on the information and knowledge management procedures applicable throughout the Organization. Register documents and other records in accordance with NATO Information Management and Security policy.  Distribute documents to IS staff and other NATO bodies, Allies and partners in a timely manner, adhering to agreed deadlines. Verify the accuracy and appropriateness of data and metadata entered by the unit in the repositories, in accordance with IKM procedures and guidelines and NATO Information Management and Security policy. Verify adherence to relevant NATO standards.

Project Management

Proactively manage unit workload according to objectives and agreed service levels. Ensure that unit activities are responsive to organizational business requirements. Monitor timely execution of tasks, determine or negotiate priorities and adapt priorities accordingly. Maintain and share procedures for the reporting and correction of errors in the repositories.

Stakeholder Management

Closely cooperate with committee secretaries and action officers supporting the NAC and its subordinate committee structure on document processing and dissemination.  Collaborate with other IS elements at NATO HQ that register documents into the repositories, in particular the Private Office registry and divisional support staff, to ensure effective data entry. Collaborate closely with the Information Repositories Support Unit on access and distribution related matters. Collaborate closely with the Distribution & Collection Services unit on information dissemination to Partners.

People Management

Lead the daily work of the Records Registration Unit. Manage and motivate staff of the Records Registration unit in the performance of routine duties. Maintain commitment and focus. Balance workload and coach to ensure consistent level of skills and quality of output. Monitor unit activities and make constructive suggestions for more effective work arrangements and use of office tools. Evaluate staff performance in accordance with the Performance Management guidelines and standards, and determine training needs. Promote a respectful and inclusive team at all times.

Expertise Development

Keep abreast of the developments in the area of Council and Committee support work, IKM tools, processes and procedures within the IS. Proactively develop knowledge and skill in areas of information, records and knowledge management, and IKM tools. Liaise with other staff within AIM and the Council Secretariat to leverage knowledge.  Within agreed guidance, act on own initiative to promote document quality standards to NATO staff, in particular committee secretaries and action officers. Recommend to management possible improvements to standing procedures. Conduct, as directed by management, projects for the improvement of data quality by implementing change, preparing and promoting best practice, or organizing topical working sessions. Stay abreast of professional developments in the information management field.

Perform any other related duty as assigned.

4.       INTERRELATIONSHIPS

The incumbent reports to the Head, Records Management and is responsible to them for the performance of all major responsibilities outlined above and such other associated responsibilities as may develop. They work together with the other Heads of Unit within AIM to ensure coherence of work priorities and procedures. They maintain contact with counterparts in the International Military Staff to ensure a coordinated approach and practical cooperation wherever possible.

Direct reports: 3

Indirect reports: N/a.

5.       COMPETENCIES

The incumbent must demonstrate:

• Analytical Thinking: Sees basic relationships;
• Achievement: Works to meet standards;
• Clarity and Accuracy: Checks own work;
• Conceptual Thinking: Sees patterns based on life/work experience;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Reads non-verbal cues and understands meanings;
• Impact and Influence: Takes multiple actions to persuade;
• Initiative: Is decisive in a time-sensitive situation;
• Teamwork: Co-operates.