(image source: ICJ)
Function description:
The Archives, Indexing and Distribution Division is responsible for management of the archives, the indexing of files and documents, and the dispatch and distribution of Court documents and publications in accordance with the Instructions for the Registry. Acting under the general supervision of the Registrar, and within delegated authority, the Head of the Archives, Indexing and Distribution Division will plan, organize, manage and co-ordinate the activities of the Division, including formulating and implementing policies and procedures relating to the management of electronic, audio-visual and paper-based records. The incumbent will provide direction and supervision to the staff members of the Division. The incumbent’s responsibilities are to:
- Lead, plan and manage the work of the Division to ensure high-quality services are delivered in an effective, efficient and timely manner;
- Manage a team and the resources allocated to the Division; ensure the skills of staff members are continuously developed through training or coaching;
- Establish and implement strategies, guidelines and procedures to collect, assess, organize and preserve the Court’s information assets in all forms (paper, image, audio, video, electronic record, etc.). This includes ensuring conservation of information resources, implementing a disaster recovery plan and drawing up procedures to guarantee the systematic and continued receipt of relevant information where applicable;
- Ensure the maintenance of information systems to allow for the swift and accurate retrieval of information, thus making resources easily accessible to those who need them in a timely manner. In co-ordination with the Information and Communications Technology Division, analyse user needs, propose functional specifications for an information system serving these needs and oversee development of the IT solutions chosen;
- Oversee the dispatch and distribution, in paper or electronic format as appropriate, of official documents, as well as of documents filed in cases before the Court;
- Supervise the sending of the Court’s official publications to the United Nations common system, other institutions and private individuals;
- Ensure that the archival component of the Court’s policies in the field of information management remain aligned with industry standards and the specific needs of the Court. Research, analyse and evaluate new applications of information technology to archives and records management and make recommendations for their deployment. Participate in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation, and in the evaluation and testing of record-keeping application improvements and new systems;
- Establish training programmes for relevant users on the organization of collections, management, access and use of resources. Liaise with other departments and divisions to raise awareness and develop understanding of the preservation of information resources, including by writing user manuals. Provide advisory services on record-keeping practices including records management, preservation and disposal, information management policies and procedures;
- Ensure the development and maintenance of the Electronic Document Resource Management System (EDRMS) and archives intranet pages;
- Perform other related duties as required.
More information here.
