ACO Archivist

SHAPE provides an integrated Strategic Effects framework, employing a multi-domain and multi-region focus to create a 360-degree approach, with the flexibility to enable, upon direction, a seamless transition from Baseline Activities and Current Operations (BACO)
up to the Maximum Level of Effort (MLE). SHAPE supports Supreme Allied Commander Europe (SACEUR) in fulfilling his terms of reference, as directed by the North Atlantic Council.The Management Directorate (MGT) primary focus is to provide all the necessary staffing and real-life support functions to enable SHAPE to deliver its critical outputs as a Strategic Military HQ. The Directorate acts as the HQ’s conduit to member nations (through NMRs) and to host nation authorities.

The IMBC branch provides the information management and staffing tools, directives and processes necessary for the efficient functioning and resilience of SHAPE as a Military Strategic HQ.

The SHAPE Registry and Records Management Centre (RRMC) provides registry services for all incoming/outgoing official correspondence.
The Management Directorate (MGT), on behalf of the Chief of Staff (COS), directs the daily HQ staffing, workflow and protocol activities, and provides essential support services and facilities management across the SHAPE campus. The IMBC Branch is responsible to the Director of Management (DOM) for the development and implementation of Information
and Knowledge Management (IKM) policies across ACO; HQ staffing and workflow management; and the provision of IKM tools and services for SHAPE. It is responsible for the development of Business Continuity (BC) plans and ACO-wide BC policies. It provides
registry and records management services (including archiving) for all ACO and SHAPE records. The IMBC Branch is also responsible for the provision of staff induction training for all new SHAPE personnel. SHAPE RRMC is responsible to the Branch Head Information Management and Business Continuity (IMBC) for the provision of Registry services of all incoming/outgoing correspondence including ACO-wide COSMIC TOP SECRET(CTS)-ATOMAL(A) and BOHEMIA(B) registry and storage services. RRMC is also responsible for the storage, maintenance and appropriate disposition (including archiving) of ACO and SHAPE Records, providing documents research upon request by ACO and SHAPE staff as well as postal services and operating the internal mail distribution system.

PRINCIPAL DUTIES
The incumbent’s duties are:
1) Contribute to the development and implementation of a comprehensive records management programme across SHAPE in accordance with the NATO Records Policy and the ACO Records management directive.
2) Prepare record-keeping systems and procedures for archival and for the retention or destruction of records.
3) Maintain SHAPE Official records in accordance with NATO Records Policy and Information Management policies and Directives, in both hard copy and electronic format.
4) Manage the appropriate disposition of all records in both hard copy and electronic format in accordance with records management policy.
5) Collects records across SHAPE Staff and coordinates closely with originators of documents for the appraisal of their value for further preservation/retention or disposition.
6) Catalogue collections and manages information and records.
7) Manage the digitization of ACO/SHAPE records in paper form and index them for further digital use by filing in accurate metadata.
8) Respond to requests concerning research for NATO/SHAPE official records.
9) Implement procedures and guidance on archiving and records management in accordance with NATO policies and directives on records and information management and security of NATO information.
10) Within the area of responsibility the incumbent is responsible for ensuring that strategic risk to the achievement of Command Group (CG) priorities are managed in accordance with ACO Enterprise Risk Management framework.

SPECIAL REQUIREMENTS AND ADDITIONAL DUTIES
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract Direct Liaison with NATO Archives.
Participate in the NATO HQ Archives Committee as an observer.
The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries up to 180 days. The employee may be required to perform a similar range of duties elsewhere within the organization at the same grade without there being any change to the contract Handle routine or special matters as directed by Section Chief and Branch Head.

Please visit that NATO Vacancies website for the complete job posting (https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en ).

HOW TO APPLY FOR A NATO CIVILIAN POST AT SHAPE:
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP)
(https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en ). Applications submitted by
other means (e.g. mail, e-mail, fax, etc) are not accepted.

Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications. Appointment is subject to obtaining a NS security clearance and a medical certificate.

Remarks:
A) Only nationals from the 32 NATO member states can apply for vacancies at SHAPE.
B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C) Qualified redundant staff of the same grade interested in this post should inform this office, via their HR/Personnel Office by not later than vacancy’s closing date.
D) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.