Trainee Records Management
il y a 3 semaines
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. PURPOSE AND SCOPE OF THE TRAINEESHIP**
EDA’s traineeship programme is addressed to university graduates, including those who, in the framework of lifelong learning, have recently obtained a university diploma and are at the beginning of a new professional career.
The aim of EDA’s traineeship programme is:
- to create a pool of young people with first-hand understanding of EDA’s mission and activities.
- to enrich the work of EDA with a fresh point of view and up-to-date academic knowledge.
- to promote European integration and create awareness of European citizenship in a multi-cultural and multilingual environment.
While at EDA, trainees will be working side by side with motivated and highly qualified experts coming from the participating Member States and they will have the opportunity to contribute to specific projects within the Agency.
**4. 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.
**5. THE TRAINEESHIP**
The aim of this traineeship is to contribute to the establishment of EDA’s Records Management (RM) policies and procedures, including records appraisal, filing plans and records retention schedule, as well as to assist Directorates with the screening and transfer of inactive paper records in order to make disposal decisions in view of EDA's prospective relocation to new premises in the near future.
**6. TASKS AND DUTIES**
Under the supervision of the Records Manager, the trainee will contribute to the following activities:
- drafting and establishment of relevant RM and archiving policies and procedures;
- creation and implementation of the EDA filing plan and retention schedule, ensuring compliance with EU regulations on data protection, public access to documents and international archival standards;
- supporting staff with records transfers from offices to the archive (guidance meetings, screenings to verify that all records meet the established archiving requirements, etc.);
- appraising, describing and digitising records (when necessary), while assuring their indexing, storage or appropriate disposal are in line with the defined retention schedule;
- organising records handover meetings and handling record-related staff departure procedures;
- implementing improvements in the EDA Records Centre and supporting its contributors and users in searches and related queries;
- administering the RM functional mailbox and assisting the Records Manager in replying to internal
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