Information Management Assistant, G-5. UN-HABITAT, Nairobi. Open until 13 October 2010

Job Title

INFORMATION MANAGEMENT ASSISTANT, G5

Department/ Office

UNITED NATIONS HUMAN SETTLEMENTS PROGRAMME

Duty Station

NAIROBI

Posting Period

13 September 2010-13 October 2010

Job Opening number

10-ADM-UN HUMAN SETTLEMENTS PROGRAMME-16256-R-NAIROBI

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

The United Nations Human Settlements Programme, UN-HABITAT, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This position is located in UNHABITAT, Information Management Unit (IMU) of the Information Services Section (ISS) at the Nairobi duty station.

Responsibilities

Under the supervision of the Head of Unit, the incumbent will perform the following duties:

1. Archives and Records Management; Survey and appraise records in all UN-HABITAT offices and create electronic file lists for records transfer to secondary storage; Maintain a register of incoming and outgoing records and enter the information into the database; Maintain local reference database for easy retrieval; Create and maintain manual accession records and provide information to client staff; Support disposition operations on transfer procedures and documentation of scheduled records and analyze retention schedules and precedents in support of disposition decisions; Participate in the archival arrangement and description of records and provide records content analysis; Conduct end user training relating to the established electronic records keeping system; Support reference services, responses to common enquiries and assist users to access documents in the Records Centre and Archives; Assist with the maintenance and categorization of Audio Visual records; Support the preservation of archival records.

2. Library and Information Management; Perform library circulation functions; Provide statistical data for assessing the usefulness of information material acquired by UN-HABITAT for the Library; Support the selection of material for selective dissemination of information to targeted staff members; Review, evaluate, recommend and acquire printed and electronic materials to be added to the library collection; Perform digitization functions, including scanning, and uploading digital items to designated repositories; Update the UN-HABITAT Intranet; Provide intranet administration and maintenance support through managing users, documents upload and content management.

3. Perform other duties as assigned by the Head of Unit.

Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks; Ability to undertake independent research, Maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy; Ability to identify and assess issues and develop accurate retrieval tools for relevant records; Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Remains calm in stressful situations.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; Is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.

Technological Awareness: Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.

Education

Completion of secondary education is required. Additional technical training in archives and electronic records management is highly desirable.

Work Experience

At least 5 years of progressive responsible experience in library work, archives, information network or related fields with focus on records management.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a secondary official UN language is an advantage.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.