Head, NATO Library
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Location:
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Salary:negotiable
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Job type:Full-time
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Posted:7 days ago
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Category:Documentation and Information Management, Management and Strategy
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Deadline:09/07/2023
JOB DESCRIPTION
This post is pending budget approval
1. SUMMARY
Within NATO’s International Staff (IS), the Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. Within EM, Information Communication and Technology Management (ICTM) is a Directorate that provides support in the areas of Information, Communications and Technology Management, and archives information and knowledge management to the North Atlantic Council (NAC), its Committees and to the IS. Archives and Information Management (AIM) is the principle information and records management service at NATO Headquarters.
AIM ensures the accessibility, availability and integrity of all official information produced by the NAC, its Committees and the IS. AIM supports the IS Information and Knowledge Management (IKM) Strategy through its role in the IKM governance structure and by providing a coherent and effective IKM framework consisting of tools, procedures and best practices to ensure the efficient flow of information and knowledge, in order to enable IS decision making and tasking.
Within, AIM, the NATO Archives acts under the authority of the Archives Committee. Under the direction of the NATO Archivist, its main responsibilities are the identification of information with permanent value, the overall management of the NATO Archival holdings and the implementation of the Public Disclosure Policy.
Part of AIM is the NATO Library, which is being transformed into a dynamic knowledge centre on international security and defence. It will become a centre for personalised research services and learning experiences through events, an exciting place where staff can develop knowledge to fulfil NATO’s objectives. Its primary audience will be Delegations of Allies and Partner Nations, the International Staff and International Military Staff.
Under the direction and leadership of the NATO Archivist, the Head Library is responsible for managing the NATO Library and supporting the transition of the NATO Library to become a dynamic knowledge centre on international security and defence. They lead the transformation of the NATO Library from a traditional paper-based library to a modern library using predominantly digital resources. They are responsible for the management and acquisition of the collection and its promotion at NATO Headquarters (HQ). They direct the outreach programme of the Library and in close cooperation with the Head Public Disclosure enables knowledge creation and dissemination, by providing access to primary and secondary resources in the Library and NATO Archives Reading Room.
Occasionally, they will replace the NATO Archivist in her/his absence as required.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
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have a university degree in information science, library, or other related studies;
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have a minimum of 2 years’ relevant professional experience;
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have experience managing online and digital resources related to libraries;
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be familiar with managing the acquisition and use of library material on diplomacy, defence, security and international relations;
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have experience running outreach programmes showcasing relevant library resources;
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demonstrate knowledge of, and experience in budget and procurement;
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have experience in actively developing and promoting library services and resources;
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possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.
DESIRABLE
The following would be considered an advantage:
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a Master’s degree in a relevant area of study;
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experience in managing a small team;
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experience in leading change, in particular the transformation of a Library from paper to digital resources;
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knowledge of other NATO member or partner languages;
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experience in international organisations;
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experience in management, implementation and maintenance of library systems.
3. MAIN ACCOUNTABILITIES
Expertise Development
Manage the library in its day-to-day tasks including the provision of information services to Delegations of Allies and Partner Nations, the International Staff and International Military Staff and to the (visiting) public. Lead the transition of the Library from a traditional paper library into a dynamic and attractive knowledge centre on international security and defence. Adapt the library resources collection strategy to one, predominantly using digital and online resources. Organize collections for the library according to aforementioned strategy. Promote the collection using online research guides, social media and web. Develop and maintain the Library’s website. Provide access to NATO staff to online databases and promote the possibility of tailored research assistance. Constantly review the state of the library and recommend options in light of increasing awareness and attractiveness of the Library and its services. Plan and execute annual work plan in conjunction with other areas of AIM. Develop and execute project plans to deliver special projects. Prepare and manage library strategic plans and budgets.
Information Management
Develop, organise, manage and maintain digital and paper collections, which are attractive and relevant for delegations and staff. Manage the library systems. Initiate, plan and coordinate outreach programmes of the Library by hosting events such as booktalks, sofatalks and workshops. Developing marketing products and communications to attract audiences.
Knowledge Management
Participate in the on-going review of NATO’s information, knowledge management and library policies and practices. Develop a strategy for rejuvenating the library reference services for NATO HQ focusing on personalised research services and learning experiences. Provide research assistance for visiting public. Enable the creation and dissemination of knowledge by providing access to relevant library resources. Manage and maintain classification and indexing tools and implement discovery services to improve accessibility to library resources. Support the Information and Knowledge Management Strategy of the International Staff. Oversee and follow up the procurement activities, manage NATO’s digital and online subscriptions by regularly renewing contracts, identifying new subscriptions for staff. Manage the Library budget as needed and directed by Head, Archives.
Stakeholder Management
Provide direct assistance to all library users. Implement specific cross-cutting projects with Divisions, Independent Offices of International Staff (IS) and International Military Staff (IMS), NATO delegations, and academia. Maintain a close relationship and work cooperatively with other NATO Libraries. Develop exchange programmes and interlibrary loans and coordinate liaison with suppliers and target audiences. Maintain liaison with national libraries, related agencies, professional organisations, authorities and establishments as appropriate. Represent the NATO Library on NATO information, knowledge management committees and working groups. Understand, identify and analyse customer needs and provide attractive and intuitive solutions to meet customer requirements.
People Management
Create a motivating and effective workplace. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Lead the Library through change and continuously motivate the staff. Ensure that staff under her/his responsibility are clear on organisational, divisional, directorate and service and section objectives. Provide regular and fair feedback on performance, informally as appropriate and via the HQ Performance Review and Development (PRD) system. Make recommendations for contract renewal or conversion decisions by keeping in mind the best interest of the Organization. Participate in recruitment procedures for vacant posts in the Library in accordance with NATO recruitment guidelines.
Project Management
Participate in project management for library, archives, information and knowledge management projects and tools, contributing to feasibility studies, systems analysis, design, development and implementation of systems. Develop the Library and NATO Archives Reading Room into an attractive online and onsite facility providing access to unique and relevant primary and secondary resources. Identify interesting and trending topics, plan creative knowledge centric events and manage them. Plan budget and procurement related activities.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The Head, Library works under the supervision of the NATO Archivist. S/he works closely with other NATO Archives and AIM services, such as public disclosure, and printing and graphics, particularly in the context of outreach activities. They also works closely with the information professionals throughout the NATO HQ and the NATO Enterprise for the coordination of events. They have regular contact with the IKM Network in context of providing reference services.
Direct reports: 1
Indirect reports: N/a.
5. COMPETENCIES
The incumbent must demonstrate:
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Achievement: Works to meet standards;
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Analytical Thinking: Sees multiple relationships;
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Clarity and Accuracy: Checks own work;
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Conceptual Thinking: Applies learned concepts;
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Customer Service Orientation: Takes personal responsibility for correcting problems;
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Empathy: Is open to others’ perspectives;
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Impact and Influence: Takes multiple actions to persuade;
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Initiative: Is decisive in a time-sensitive situation;
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Teamwork: Solicits inputs and encourages others.
6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.
NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.
7. RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries.
Applications must be submitted using e-recruitment system, as applicable:
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For NATO civilian staff members only: please apply via the internal recruitment portal (link);
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For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm).
8. ADDITIONAL INFORMATION
NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.
Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
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