Records and Archives Manager

il y a 2 semaines

Bruxelles, Région de Bruxelles, Belgique European Defense Agency Temps plein

The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency.

The Agency has its headquarters in Brussels.


The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates.

The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).


2. THE AGENCY'S WAY OF WORKING


The Agency is an "outward-facing" organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders.

It works in an integrated way, with multi-disciplinary teams representing all of the Agency's functional areas, to realise its objectives.

Its business processes are flexible and oriented towards achieving results.

Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.


3. THE CORPORATE SERVICES DIRECTORATE


The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 5 dedicated units, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management together with Security and Infrastructure Management.

Additionally, the EDA Legal Team provides legal, data protection and institutional advice and checks to its management relating to the fulfilment of Agency objectives.

The EDA Programme Manager and Corporate Projects Officer provides a leadership role in, and a focal point for, good practice in Project, Programme and Risk Management.

Finally, the Record Manager is responsible for the effective and appropriate management of information produced and/or received by the organisation.


CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.


4. DUTIES
Under the guidance of the Corporate Services Director, the Records and Archives Manager will be responsible for the following activities:

  • establish and keep abreast document and records management policies and procedures, in cooperation with Senior Management and the EDA Document Management Correspondents network;
  • set up and maintain an EDA business classification plan and retention schedule in cooperation with relevant internal stakeholders ensuring compliance with EU regulations on data protection, public access to documents and international archival standards;
  • implement improvements in the EDA Records Centre (electronic repository) in collaboration with IT colleagues and, support contributors and users in searches and related queries;
  • oversee EDA Records Centre metadata and advise on folder structure of electronic document management systems;
  • help business units to identify redundant and outdated content for deletion as well as assist them with transfers of inactive paper records from offices to the archive (guidance meetings, screenings to verify that all records meet the established archiving requirements, etc.);
  • administer the records management functional mailbox and follow-up internal and external requests;
  • provide records management audit support, when required;-
  • formulate the requirements for setting-up the archives in a new location, as well as disaster recovery and backup plans;
  • monitor and serve as back-up of the Mail Handler and Infrastructure team for the postal mail registration in accordance with the established policy;
  • promote good records management practice and adherence through day-to-day advice;
  • represent EDA in network(s) related to records management and archives;
  • take on additional tasks as required in the interest of the Directorate.
Duties may evolve according to the development of the EDA's structure and activities, and the decisions of EDA management.

5. ELIGIBILITY CRITERIA
- be a national of a Member State participating in the Agency;- be entitled to his/her full rights as a citizen;- have fulfilled any obligations imposed on him/her by the laws concerning military service;- produce the appropriate character references as to his/her suitability for the performance of his/her duties (extract from the "judicial record" or certificate of good conduct will be requested prior to recrui

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