Overview
The Information Management Officer manages and provides technical support for the electronic document and records management system (ECM) and the related server environment. The role manages the registration and processing of classified declarations and documents and contributes to quality assurance controls for classified information.
Key Responsibilities
- Act as the primary technical point of contact for the ECM, coordinating with relevant internal technical teams to manage integration with the Windows Server environment.
- Ensure the ECM runs reliably by managing and optimizing performance.
- Undertake the end-to-end administration of the ECM at the server level.
- Manage the ECM environment on a Windows Server platform.
- Oversee the deployment of application patches and version upgrades, ensuring minimal downtime and data integrity.
- Ensure alignment of server-side configurations with application requirements.
- Manage migration of legacy data to the records management system, design specifications for any new system features and deliver training on ECM.
- Manage the registration, processing, and secure availability of classified documents while maintaining strict confidentiality.
- Manage the quality of information services and ensure the accuracy and integrity of data and metadata.
- Analyse requirements, develop and update metadata for the online documents registration system.
- Manage documentation arising from the information service.
- Identify and assist in resolving any procedural or technical impediment.
- Liaise with the Language Services to facilitate translations of verification-related documents.
- Support the electronic exchange of information with SPs.
- Contribute to the quality assurance controls for classified information provided to SPs.
- Review declarations, amendments, and incoming correspondence from SPs to determine which documents should be shared in line with CWC requirements.
- Review the metadata for registered declarations and all incoming and outgoing correspondence.
- Develop the annual redacted declaration data report.
- Ensure that each requesting SP receives the information it requires of the continued compliance with the CWC by other SPs.
- Brief new SP delegates on the procedure for transferring confidential information between the OPCW and the SP.
- Manage and maintain the function-based classification scheme and file plan for records.
- Maintain records retention schedules and undertake disposition by applying the schedules to information assets.
- Develop and recommend initiatives for organizing records across all formats throughout their lifecycle.
- Review workflows and processes and collaborate with DRA staff to make improvements in document handling practices.
- Draft, review and validate standard operating procedures, working instructions and guidelines.
- Stay up to date with relevant practices.
- Assist the H/DRA in developing strategic plans for the section and any organisation-wide initiative related to the management of information, records and archives.
- As directed by the Branch Head, perform required duties in absence of the H/DRA.
- Perform other duties as required.
Required Experience
- At least five years of experience in the field of records and information management, in managing digital records and archives, preferably in an international or public organisation.
- Familiarity with information management solutions used in the field of document and records management.
- Proficiency in Windows Server management within the realms of application administration for a knowledge or information management platform.
- Experience in performing data and software migrations and implementation of version upgrades.
- Experience with workflow management systems is desirable.
- Experience of working in highly confidential environments is desirable.
- Experience with international or national organisations is desirable.
- Experience in project management is desirable.
- Experience in root cause analysis and data analysis is desirable.
- Knowledge or experience working with the CWC and member states is desirable.
- Work experience in the UN Common System is also desirable.
Qualifications
- Advanced University degree in information management, information systems, computer science, archival or library sciences or records management or a related field.
- A relevant first level university degree, in combination with qualifying experience (minimum seven years) may be accepted in lieu of the advanced university degree.
- A postgraduate qualification or other certification in Windows server management, business analysis, data analysis, or project management is desirable.
