Archivist / IT-assistant
International Idea / Biblioteksassistentsjobb / Stockholm
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hela Sverige Visa alla jobb hos International Idea i Stockholm Publiceringsdatum2014-11-20Beskrivning av verksamhetenThe International Institute for Democracy and Electoral Assistance - International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. International IDEA acts as a catalyst for democracy building by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.
International IDEA's notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.
Dina arbetsuppgifterMain functions of the post:
• To maintain and make available the IDEA Central Archives to all IDEA Staff Members, in accordance with the established records management policies;
• To process incoming mail, faxes and emails: opening, classifying, registering and distributing and to register outgoing mail of importance;
• To provide administrative and logistical support to the IT team, so as to ensure that the goals are accomplished in an effective and efficient manner and within the Institute's policies and procedures.
Duties and Responsibilities:
Under the immediate supervision of the IT Manager, the incumbent performs the following duties:
• Assists Staff Members with the registering of documents and advises how to prepare documents and dossiers/files for archiving;
• Creates new and/or further develops the existing IDEA records management policies;
• Creates and maintains the Archive pages on the IDEA Intranet (Spider), including handling of decisions;
• Introduces new IDEA Staff Members to the registering and archiving systems;
• Checks and organises the "info@idea" email account (which includes incoming faxes): prepares replies to incoming requests in cooperation with the appropriate IDEA Staff Members, forwards any necessary emails/faxes to the relevant Staff Members and responds to general enquiries when necessary;
• Keeps up with developments in the fields of information, document and records management standards, practices, policies and technologies;
• Maintains IDEA intranet (Spider) from a content/design perspective;
• Co-ordinates and gives training to IDEA Staff Members in matters pertaining to the registering and archiving systems;
• Assists the team in preparing contractual arrangements with the external partners;
• Performs office administration, including processing invoices and assists with coordinating project and task allocation;
• Actively integrates the inclusion of a gender perspective in all activities;
• Carries out other duties as assigned by the IT Manager or any person designated by him/her.
Utbildning och erfarenhetLevel and type of formal education:
• High school diploma and preferably business and/or administrative education; university background is considered an advantage;
• Formal education in Archival Science or other relevant discipline is considered an advantage.
Professional experience:
• Minimum of three (3) years of experience working with archives, administrative and IT issues;
• Experience of working in an international context, preferably in the EU or UN systems, will be considered an advantage.
Functional competencies:
• Excellent organising skills, ability to handle confidential information and to work in a multicultural team;
• Excellent communication and presentation skills, written and spoken;
• Proven experience with web sources;
• Excellent interpersonal skills;
• Ability to work both independently, with minimum supervision and in teams
Language skills:
• English: Fluent;
• Swedish: Medium to advanced knowledge will be considered an asset;
• Other: Any other widely spoken language in an International IDEA priority region would also be an asset.
Computer skills:
• Knowledge of Microsoft Office, internet and web search tools is essential;
• Knowledge of Atlassian Confluence will be considered an advantage;
• Knowledge of Formpipe W3D3 (or any other leading electronic case management system) will be considered an advantage;
• Experience from working with electronic case management system(s).
Arbetstider och omfattningTillsvidare
Heltid
TillträdeEnligt överenskommelse
ErsättningFast lön
Så ansöker duSista dag att ansöka är 2014-12-03
All applications must be made in English. Send your application throught our homepage.
FöretagInternational IDEA
AdressInternational IDEA
10334 STOCKHOLM
Övriga kontaktuppgifterTelefonnummer: 00
Jobbnummer 2075627
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