Archives and Mail Registration Assistant

European Chemicals Agency

Helsinki, Finland

ECHA provides the Member States and the EU institutions with the best possible scientific and technical advice on issues relating to the chemicals under REACH Regulation and biocidal products under the Biocidal Product Regulation. ECHA is responsible for managing, and in some cases carrying out, the technical, scientific and administrative aspects of the regulations, and ensuring consistency at Community level in its application. You will find more information on the ECHA website at: www.echa.europa.eu. 

1. THE JOB 

The Archives and Mail Registration Assistant will work mainly in the Corporate Services Unit of the Agency under the Directorate of Resources. 

She/he will be responsible for the following tasks: 

Archives:

• Establish, implement and manage ECHA’s physical archiving system;
• Appraisal of ECHA physical archives; 
• Supervise the management of current and intermediate archives; 
• Conduct record inventories to ensure that existing documents are identified and managed across the agency facilitating easy access to documents; 
• Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records; 
• Update archive procedures and working instructions in accordance with relevant regulations/ guidelines; 
• Liaise with donors, both internal and external to the organisation, and depositors of archives; 
• Ensure the confidentiality of classified information; 
• Participate in the information management network of the Agency; 
• Provide assistance to users needing access to archived documents; 
• Provide back-up for the Librarian; 
• Perform other tasks as required by the HoU/Director of Resources.

Mail Registration:

• Register and assign incoming mails;
• Update mail registration procedures and instructions; 
• Follow-up open tasks in the workflow; 
• Prepare reports related to mail registration; 
• Perform other tasks as required by the HoU/Director of Resources.

2. QUALIFICATIONS 

Minimum requirements: 

a) Successful completion of post-secondary level education attested by a diploma. 
Or 
b) Successful completion of secondary education giving access to post-secondary education and having additional professional experience of at least three (3) years. 

Only qualifications issued by EU Member State authorities or EEA Member State authorities and qualifications recognized as equivalent by them will be accepted.

3. PROFESSIONAL EXPERIENCE

To qualify for this profile, you must have at the closing date for submission of applications minimum one (1) year of professional experience relevant to the job, attained after the fulfilment of the requirements in 2.2 a) or b). 

4. SELECTION CRITERIA 

If you meet the eligibility criteria set out in section 2 and 3, you will be assessed on the basis of the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview.

• Your academic and professional qualifications and their relevance to the main areas of work listed in section 1;
• Your professional experience: the range of fields covered; the type and level of work done and its relevance to the areas of work listed in section 1.

The following will be considered as assets:

• Work experience gained in a multicultural environment;
• Archiving and/or mail registration experience in an EU institution or body; 
• Experience of using IT tools such as Microsoft Outlook, Documentum, Sharepoint and/or similar information management systems.

The academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described in the ECHA CV. 

5. HOW TO APPLY 

You can submit your application and find more information (complete vacancy notice, application form and ECHA CV) on ECHA website http://echa.europa.eu/web/guest/about-us/jobs/open-positions.

Important:

Failure to submit an ECHA CV will lead to exclusion from the procedure. The deadline to fill in the application form and submit the ECHA CV is 2 August 2013 at noon 12:00, Helsinki time (11:00 a.m. CET).