SNE/Archives Specialist

About this position

We are looking to recruit an SNE archivist to join the Agency’s Archives Services for 2 years with the possibility of renewal.

Our archive collection contains scientific and administrative documents that reflect the work of EMA as a regulatory body during its 30 years and prior to its foundation. 

The archivist is a key member of the team, contributing to making the collection accessible and preserving it for the long term You will perform a full range of archival work, helping to develop and look after the Archive collection. You will be supported to undertake research and contribute to various archival projects, the development of the archives midterm strategy, be part of the records management coordinators group and work in close collaboration with EMA’s records manager, info centre and access to documents team and also with the EU Agency’s network.

In this post you will

• Operate the archive service at the Agency and liaise with the off-site storage contractor as necessary. Maintain the archive database accurately recording additions, movement and disposition in relation to the documents and records stored at the offsite document storage facility and retrieved onsite as and when required;
• Provide guidance to staff in archives-related tasks: (1) record the documents prepared for archive in the database and arrange for their transfer to the off-site storage facility; (2) carry out searches in the archives database for the retrieval of documents on request; (3) manage retrievals, track and update records to maintain control of the movement of records; (4) maintain the archives database accurately and regular periodic reconciliation of the records; (5) and carry out corrective action arising from the reconciliation report; 
• Draft, maintain and update documents for processes associated with the service, when required;
• Assist with the management of the offsite archive contract, monitoring the compliance and the provision of the services; 
• Digitisation Project: contribute to the conception of the digitisation project to make the collections accessible online;
• Long term preservation project: migrate data from optical disks onto newer media; 
• Historical archives project: contribute to the creation and management of EMA’s historical archive, preparing the files for long term preservation and managing transfers to the historical archive of the EU;
• Assist with the promotion of archives and the historical collection.

Apply if you meet these eligibility requirements

• Enjoy full rights as a citizen of a European Union Member State or Iceland, Lichtenstein and Norway; 
• Have a thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union;
• Are currently employed in the public sector (such as a public intergovernmental organisation (IGO) national / regional / local public administration) in a European Union (EU) Member State and are due to remain in such employment for the foreseen duration of the SNE position.

Communication and professional contacts

An archives specialist will be: 

• Responsible for developing and maintaining strong, positive business relationships with both internal and external stakeholders and professional network such as other EU Agencies and International Organisations via ICA (International Council on Archives);
• Act as a technical advisor to the Agency’s Facilities team, Head of Facilities, IT management and Senior Management on Archives related matters.

Essential requirements

Education

• A level of education which corresponds to completed university studies of at least three years attested by a diploma;
• Field of study: Archiving, librarian, record management-related fields.

Experience 

• 3 years from the time when a university degree was awarded on completion of a minimum of three years of study;
• Customer focused and respond to inquiries from the internal customers;
• A sound knowledge of archive and records management theory and practice;
• Experience on maintaining appropriate collection care, ensuring legislative and regulatory compliance by applying policies, procedures and standards;
• Managing the day to day relationship with the outsourcing vendor to monitor performance of the service and address any performance issues and provides feedback on customer service.

Skills & knowledge 

• Excellent attention to detail; 
• Excellent organisational and time management skills; 
• Excellent communication skills;
• Inquisitive - good research skills;
• Methodical and logical;
• Organised, with excellent administrative skills;
• Highly IT-literate (in particular in database management).

Nice to have

Experience

• Experience in digitisation projects; 
• Experience of working with cross-departmental teams; 
• Experience in undertaking independent research activities.