Team Leader, Registry/Project Manager

VN Category (INT / EXT / EOI):

External

23-07-2024

Grade 7

Job Category:

Professional

Fixed-term

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.
•    Familiarity with WTO activities and the structure of the Secretariat would be an asset.

Behavioural Skills: 

•    Ability to manage, motivate, and lead a team in day-to-day work.
•    Excellent communication, analytical, and problem-solving skills.
•    Capacity to persuade others to a point of view using facts; and to present technical facts to knowledgeable specialised audiences. 
•    Capability to communicate information and build relationships with a variety of stakeholders, both inside and outside the organization. 
•    Ability to work under pressure and adhere to deadlines; anticipate and prioritize work; adapt to a changing environment; relate to and build relationships with stakeholders.

Work Experience:

At least five years of relevant professional experience with at least three years of team management responsibilities is required.

Languages:

Fluency in English, both oral and written, is required.

Working level knowledge of French and/or Spanish is desired.

Additional Information:

The nature of the post and functional responsibilities, particularly regarding the management of the physical receiving, classifying, registering, and archiving of official correspondence, require the incumbent to be present on site to ensure delivery of the service as needed. This role is classified as essential personnel and therefore the provisions of the general teleworking policy of WTO do not apply.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 

The WTO is a non-smoking environment.