Information Assistant

Your Team

The role of the Directorate of Information Technology (DiT) is to support the Council of Europe in managing information as a strategic asset, focusing on accountability, transparency, efficiency and knowledge sharing, while ensuring that Council of Europe data on whatever medium are identifiable, accessible and usable for as long as needed.  Information is managed throughout its life cycle (creation/receipt – capture/identification – use/access – storage/preservation – disposal/reuse).  The DiT thereby helps to promote a learning and innovative organisation.

You will be part of the team in charge of enterprise content solutions and information life cycle management.

Your Role

As an Information Assistant, you will:

• provide key support in managing the information life cycle in the Organisation;
• take part in the Organisation’s content management projects and perform day-to-day operations in the areas of document, records and archive management;
• help disseminate the entreprise content management (ECM) governance framework across the Organisation (for example, controlled vocabularies, procedures, policies, guidelines and manuals);
• help to draw up, revise and implement dashboards retention and disposal schedules for Council of Europe entities and contribute to disseminating the organisational structure of information;
• participate in metadata management and development;
• help users to describe and manage documents, records and archives and advise document authors on how to add the correct metadata values;
• help with functional and basic administration for documentary systems, in particular the archives catalogue;
• provide archive and information services to internal and external users and facilitate appropriate access to archives in all formats and to the Organisation’s institutional memory;
• sort through paper-based historical archives in accordance with the Council of Europe’s rules on retention and disposal, and assist with the preparation of archival material for digitisation;
• participate in communication activities relating to the archives’ internet and intranet sites.

Requirements to apply

You must have:

• a higher education qualification in a relevant related field (archival studies, records management, information management, knowledge management, etc.) and two years of relevant professional experience in one of those fields; the degree requirement may be waived if the candidate has at least four years of relevant professional experience in one of those fields;
• a good knowledge or practical experience with systems related to electronic records management, records management, or archives management;
• a very good knowledge of one of the official languages (English or French) and good knowledge of the other.

You must also:

• be a citizen of one of the member states of the Council of Europe and fulfil the conditions for appointment to the civil service of that state;
• have discharged any obligation concerning national service (military, civil or comparable);
• not be the parent, child, stepchild or grandchild of a serving staff member of the Council of Europe;
• be under the age of 65 years.

 Your application must demonstrate to what extent you have the competencies listed below. To help you doing so, feel free to consult our competency framework.

Key competencies

• Operational - Planning and work organisation
• Operational - Analysis and problem solving
• Interpersonal - Service orientation
• Interpersonal - Teamwork and co-operation
• Interpersonal - Communication

• Professional and technical expertise:
  • a good knowledge of methods and tools for archives and records management and/or for thesaurus management;
  • knowledge of metadata management and search engines;
  • a good command of office tools, especially spreadsheets.

Desirable competencies

• Operational - Creativity and innovation

• Professional and technical expertise:
  • project management skills, in particular in the area of change management;
  • skills in taxonomy design and management;
  • experience of Organisation-wide ECM systems;
  • experience or at least interest in semantic technologies.

What we offer

This job vacancy is for an international external recruitment. You can consult the conditions of employment (salaries, allowances, pension scheme, social insurance, etc.) on the webpage What we offer.

Applications and selection procedure

For more information on how we recruit, you can consult the page Our recruitment process. This recruitment is carried out in accordance with Article 490 of the Council of Europe Staff Rules. The deadline for applications is indicated in the General information section of this vacancy notice (see above) and is fixed at 23:59:59 (CET/CEST). When applying, make sure your motivation shows how your competencies make your profile the best for the role.

Important information

As an equal opportunity employer, the Council of Europe welcomes applications from all suitably qualified people, irrespective of sex, gender, sexual orientation, ethnic or social origin, disability, religion or belief. Under its equal opportunity policy, the Council of Europe is aiming to achieve gender parity in staff employed in each category and grade. At the time of appointment, preference between suitable people shall be given to the person of the gender which is under-represented in the relevant grades within the category to which the vacancy belongs.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact us at [email protected], we will ensure that your request is handled.

The information published on the CoE’s careers website regarding working conditions is correct at the time of publication of the vacancy notice. Any changes to these conditions during the recruitment process will be updated on our Portal and will apply at the time of the job offer. Our career's website is not intended to be exhaustive and may not address all questions you would have. Should you have remaining questions, please contact us at [email protected].