Job: Senior Library Assistant

6.5.17 –  Senior Library AssistantSenior Library Assistant
OSCE Office for Democratic Institutions and Human Rights, Warsaw, Poland

Sarah P’s comments: Please note the deadline is tomorrow June 6th. Also, vacancies in the OSCE are open for competition only amongst nationals of participating States, please see


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. ODIHR was tasked to serve as a collection point for information and statistics on hate crimes, including on forms of violent manifestations of racism, xenophobia, discrimination and intolerance and to report regularly on these issues. The Tolerance and Non-Discrimination Information System (TANDIS) virtual library and the Hate Crime Reporting website ( were developed as public websites to disseminate information on these issues.
The Senior Library Assistant reports to the Associate Web Editor. The incumbent is responsible for records and information management; for providing research assistance by retrieving information, conducting research in programmatic areas; and for data input, evaluation and verification on the department’s virtual library. The incumbent supports Tolerance and Non-discrimination Department’s (TND) Web Editor and works with the Information Management Assistant to maintain the department’s web and information management tools. The incumbent also assists TND thematic advisors, programme officers and management to identify new and relevant resources and provides research support.

Tasks & Responsibilities:

Under the general guidance of the supervisor, the incumbent performs the following functions:
1. Researching, collecting, summarizing, and disseminating information and resources on tolerance and non-discrimination issues, including:
– Researching, collecting and uploading relevant resources (such as reports and publications by OSCE/ODIHR, international organizations, governments, academics and civil society groups) on tolerance and non-discrimination issues, with an emphasis on hate crime;
– Preparing briefing and background materials summarizing information on tolerance and non-discrimination issues in consultation with TND’s staff and management;
– Maintaining and seeking to develop networks for sharing information and best practices related to documenting tolerance and non-discrimination issues within OSCE/ODIHR and externally.

2. Selecting, maintaining, cataloguing and evaluating documentation for TND’s online platforms, including its virtual library and the Hate Crime Reporting website, including:
– Preparing and publishing relevant documentation and resources on TND’s online platforms;
– Supporting the modernization of TND’s online platforms by participating in the conceptualization of various technical improvements, overseeing the daily maintenance of the virtual library:
– Identifying technical difficulties and supporting the transition to new systems, in collaboration with the web editor, ODIHR IT and external developers.

3. Overseeing TND’s physical and digital collections, including:
– Maintaining, organizing and administering the Department’s digital and physical collections by cataloguing, indexing and curating physical and digital resources;
– Serving as the Department’s focal point for records management, ensuring consistency in the application of OSCE/ODIHR procedures across ODIHR;
– Ensuring the respect of OSCE guidelines and international best practices in the department’s information management.

4. Providing internal training on relevant information management procedures and software as required to internal users.

5. Performs other related duties as assigned.

Necessary Qualifications:

Completed secondary education supplemented by formal studies in information and library sciences;
• Six years of demonstrated working experience with information, knowledge and library management, including use of library management software and other relational databases;
• Excellent written and oral communication skills in English; knowledge of other OSCE languages, notably Russian, is desirable;
• Demonstrated experience of working in a library, documentation or information centre, emphasis on human rights, law, international affairs is preferred;
• Demonstrated knowledge of current library standards for cataloguing, indexing and classifying digital and physical resources; familiarity with latest trends in information and knowledge management;
• Experience in providing research support is strongly desired; familiarity with human rights information and content analysis tools is strongly desired;
• Experience with tolerance and non-discrimination issues is an asset;
• Initiative and sound judgment, strong organizational skills and ability to work in a team;
• Excellent communication and analytical skills;
• Ability to work under pressure;
• Attention to detail and accuracy in keeping databases, managing records and collections is essential.
• Demonstrated ability to work in a multinational environment, showing cultural and gender awareness throughout their work.

Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities


Monthly remuneration, subject to social security deductions, is approximately PLN 8,400. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee’s salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.
Appointments are made at step 1 of the applicable OSCE salary scale.

How to Apply:

If you wish to apply for this position, please use OSCE’s online application link found under
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
Only the OSCE on-line applications will be accepted and short-listed applicants contacted.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see
No application fees or information with respect to bank account details are required by OSCE for our recruitment process.
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Conference: IFLA 2017

1.12.17 –  IFLA 2017 World Library & Information Congress

Sarah P’s comments:  Someday I am going to manage to go…

On behalf of the National Committee we are pleased to invite you to the 83rd World Library and Information Congress in Wrocław, Poland, which will take place from 19-25 August 2017.

“Libraries. Solidarity. Society.“  A straightforward yet powerful message that resonates with a singular truth in a country where the most powerful union movement of the past century was born and went on to change the face of history. A message from a robust library community that managed not only to survive the challenges of the transformation, but excelled and flourished in the new social and political reality. And now the network of our country‘s information providers is ready to bring you the most exciting and exceptional congress experience.

Poland hosted the IFLA World Congress only twice in its history: in 1936 and 1959, both times in the nation‘s capital, Warsaw. Since then, the progress made in Polish science, information technology and librarianship, especially this past 27 years, has been nothing short of revolutionary.  Over half a century later, the Congress in Wrocław has a feeling of starting over: new, fresh, full of ideas and ready for the challenges of the modern world.

While Wrocław is graciously inviting librarians from all over the world to come together and share their ideas in this unique city, we all know that organizing WLIC is a task that challenges the nation‘s entire librarian community. A task this community is ready to take on, seeing it as an opportunity to present their achievements and engage with fellow librarians from all over the world. You are therefore cordially invited to visit libraries not only in Wrocław, but also in Lower Silesia, Katowice, Kraków, and many other cities.
Wrocław is a town filled with vibrant and varied libraries, from the libraries of academic institutions to a rich offering represented by public libraries. Only in the past several years the University Library, the Wrocław University of Technology, and the Wrocław University of Economics have acquired new state of the art facilities equipped with the best technology, which IFLA Congress participants will have an opportunity to visit. Together with the unique special collections of the Ossoliński National Institute as well as those of Wrocław’s public libraries, such as Mediateka, they represent a very special offering to library professionals, while the tourist attractions of the city, with its colorful Market Square, the atmospheric Cathedral Island, and dozens of bridges linking Wrocław’s 12 islands, are a sight and experience not to be missed.

In 2016 Wrocław had the double honor of being named European Capital of Culture as well as World Book Capital, a title bestowed by UNESCO in recognition of the quality of its programs to promote books and reading and the strength and dedication of the book industry. What better way to top it off than by sharing our experiences and ideas with over 4,000 librarians from all over the world?
Poland, with its 1,000 years of history and a network of over 32,000 libraries providing access to information and technology, has much to offer to the international community of librarians and book lovers, and so we are proud and honored to be hosting the 83rd World Library and Information Congress in Wrocław.


Job: Senior Assistant

11.23.16 – Senior Assistant to the Documents and Records Management Officer
Frontex, Warsaw, Poland

Sarah P’s comments:  To apply, you must have:

  • qualifications that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said EU Member States
  • produce evidence of a thorough knowledge of one of the languages of the EU and of a satisfactory knowledge of another language of the EU to the extent necessary for the performance of his duties;
  • be a national of one of the Member States of the EU or the Schengen Associated Countries and enjoys the full rights as a citizen
The European Border and Coast Guard Agency (Frontex), has been established under Regulation (EU) 2016/1624 of 14 September 2016 (the ‘Regulation’). The agency was created on the foundations of the European Agency for the Management of Operational Cooperation at the External Borders of the Member States of the European Union (established under Council Regulation (EC) No 2007/2004), which has been coordinating operational activities at the EU external border since 2005.

The Documents and Records Management Officer ensures that the internal handling of unclassified and sensitive non-classified documents and records is effective and in line with the agency’s documents and records management policy and that all necessary measures are taken in order to ensure that Frontex fulfils its obligations associated to the publication, archiving, destruction, transfer of records and documents it produces. S/he will be responsible for the functional evolution of the Document Management System.

Click on the job title above to read the full job description…

Job: Associate Documents and Records Management Officer

6.25.16 – Associate Documents and Records Management Officer
Office for Democratic Institutions and Human Rights (ODIHR), Organization for Security and Co-operation in Europe (OSCE), Warsaw, Poland

Sarah P’s comments:  Note the following…
  • Vacancies in the OSCE are open for competition only amongst nationals of participating States, please see
  • The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.
  • Vacancy Notice Issue Date: 22-Jun-2016
    Deadline for Application: 12-Jul-2016
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The ODIHR’s assistance projects and other activities are implemented in participating States in accordance with the ODIHR’s mandate.
Tasks and Responsibilities:
Under the general supervision of the Second Deputy Director/CFA, the incumbent performs the following functions:
– Acting as the primary focal point in the ODIHR for records and document management;
– Assessing records management needs within the office;
– Developing policies and instructions to staff to ensure effective records management practices;
– Proposing and implementing office-wide standards and policies for the establishment, maintenance and storage of records, including organization of electronic files, email records, databases and media files as well as appropriate retention periods for records; recommending records for documented destruction and facilitating/overseeing the implementation of these processes;
– Ensuring safe storage and upkeep of ODIHR documents, including highly sensitive and confidential ones;
– Liaising with individual departments to provide guidance on maintaining resource libraries
– Co-ordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna. Co-ordinating transfer of relevant historical documents to the Prague Office Archive;
– Providing guidance on records management procedures and correspondence workflow to all ODIHR staff. Training the ODIHR staff on various aspects of information and records management;
– Assisting all office staff with information searches and records retrieval using in-house materials and e-tools such as DocIn and the Correspondence Database;
– Co-ordinating and supporting document distribution at the ODIHR conferences and their post-event processing in cooperation with ODIHR Human Dimension Meetings Unit, Public Affairs Unit and ICT teams as well as OSCE Secretariat;
– Supervising two assistants at the ODIHR office and 2-3 temporary assistants during events. Providing guidance, training, advice, control and evaluation of the duties performed;
– Preparing and maintaining the team work-plan of activities and tasks, evaluating its implementation and reports to the supervisor, preparing relevant reports, when required;
– Preparing the annual budget plan for team;
– Performing other tasks requested by supervisor.
Necessary Qualifications:
– First level university degree in librarianship, archives and records management and/or information management; supplementary education in political science, international relations, history or other related field is desirable;
– A minimum of four years of increasingly responsible professional experience in the field of archiving/records or information management within an international organization;
– Management experience is a distinct advantage;
– Experience in delivering presentations/training;
– Excellent written and oral communication skills in English; knowledge of other working OSCE languages, especially Russian, is an asset;
– Ability to work with people of different nationalities, religions and cultural backgrounds;
– Excellent organizational skills, attention to detail and ability to be discreet and retain confidentiality;
– Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Remuneration Package:
Monthly remuneration, subject to social security deductions as well as monthly changes of the post adjustment multiplier and exchange rate, is approximately EUR 4,000 (single rate) and approximately EUR 4,300 (dependency rate). OSCEsalaries are exempt from taxation in Poland.
Social security will include participation in the Cigna medical insurance scheme and OSCE Provident Fund maintained by the OSCE. The Organization contributes an amount equivalent to 15% of the employee’s salary to this Fund and the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations

Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

 If you wish to apply for this position, please use the OSCE’s online application link found under Only shortlisted applicants will be contacted.