Team Leader, Registry/Project Manager

VN Category (INT / EXT / EOI):

External

Application Deadline:

23-07-2024

Grade:

Grade 7

Job Category:

Professional

Contract Type:

Fixed-term

Annual Salary:

CHF95,716.00

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Secretariat of the WTO is seeking to fill the post of Team Leader, Registry/Project Manager in the Registry, Records and Archives Management Section (RAMS) of the Language, Documentation and Information Management Division.

General Functions

Under the supervision of the Chief of Section, the incumbent will lead and manage the work of the team, ensuring the smooth functioning of the Unit and the reception, organization, classification and archiving of official correspondence according to established procedures. The incumbent will work in liaison with Divisions and in close collaboration with the Business Analyst, Records Manager, and Information Management Specialist to develop and implement strategies related to the Records and Archives Management Program.

Key functional responsibilities of the post include:

Registry Management

1.    Lead and manage the work of the Registry Unit, providing guidance to staff, establishing work plans, and assessing performance.
2.    Develop and implement procedures and guidelines that underpin the operations of the Registry Unit and identify opportunities for improvement.
3.    Supervise the physical receiving, classifying, registering, and archiving of correspondence.
4.    Liaise with WTO Divisions concerning the handling of official correspondence to ensure compliance with established procedures.
5.    Review and enhance the Registry Workflow in the Secretariat's Electronic Document and Records Management System (EDRMS).
6.    Develop and implement tools to manage active and semi active records, such as classification plans, retention schedules and controlled vocabularies, based on international standards and best practices.
7.    Prepare Registry related training materials and outreach activities for WTO Divisions.

Project Management

1.    Participate in the customisation or implementation of records management tools, specifically the Secretariat's Electronic Document and Records Management System (EDRMS).
2.    Collaborate in the analysis and design of ad-hoc workflows aiming at automating records and archives management processes. 
3.    Assess and communicate the EDRMS needs and feedbacks from users and stakeholders. 
4.    Contribute to the production of policies related to information governance, records management, and digital archiving.
5.    Lead or contribute to change management and training activities related to records and archives management processes and solutions.
6.    Collaborate with the Archives Management Unit to support the appropriate storage of records and the adequate arrangement, description, conditioning, digitization and accessibility of GATT and WTO archives. 
7.    Contribute to outreach activities related to the Section's work, including participating in the organization of workshops or conferences.
 

REQUIRED QUALIFICATIONS

Education:

An advanced university degree in records, information, or archives management, or in library science is required. A first level university degree with additional years of relevant experience equivalent to an advanced degree may be accepted in lieu of an advanced degree.

Knowledge and Skills:

Technical Skills:

•    Expertise in documentation or information management.
•    Expertise in the indexing, analysing, and describing of information in accordance with internationally recognized standards.
•    Project management skills.
•    Excellent command of IT tools relevant to information organization and retrieval.
•    Knowledge of information management and related language and documentation technologies, particularly in a multilingual context would be an asset.
•    Experience in the use of an EDRMS and knowledge of M-FILES is an advantage.
•    Famili