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Thursday, October 14, 2010

Information Management Assistant, G-5. UN Secretariat, DESA. Open until 03 November 2010

Information Management Assistant, New York
Closing Date: Wednesday, 03 November 2010
UN Secretariat, New York
Civil Society; Information Management; Information Systems; Word Processing Job Title

Information Management Assistant, G5

Department/ Office


Duty Station


Posting Period

4 October 2010-3 November 2010

Job Opening number

10-IMA-desa oescsc ngob-15782-R-NEW YORK

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

Organizational Setting and Reporting

This position is located in the Non-Governmental Organization (NGO) Branch of the Office for Economic and Social Council Support and Coordination (OESC), Department of Economic and Social Affairs (DESA).


Within delegated authority and under the overall supervision of the Chief of the NGO Branch, Office for ECOSOC Support and Coordination, the Information Management Assistant will be responsible for the following duties:

Assists in the management of information regarding NGO accreditation and application processes through the integrated Civil Society Organization Toolkit.

Assists in compiling and recording information for the NGO Committee and the Paperless Committee System.

Maintains and updates information in the UN-DESA CSO-Net portal, including the Event Management System reference database on NGO participation in scheduled meetings and events of the UN system.

Registers Branch's incoming and outgoing records and participates in maintaining the Branch's reference database.

Conducts initial screening and processes requests for NGO grounds passes bringing urgent and current matters to his/her supervisor's attention.

Provides administrative support to the Branch Chief and undertakes other duties as assigned.

Coordinates extensively with service units and liaises frequently with NGOs and members of the diplomatic community.

Performs a variety of administrative duties (e.g. leave recording, meeting organization, room reservations, office supply and equipment orders, etc.) including preparing/processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.)

Maintains liaison with the Executive Office, and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit's outputs, products, tasks etc.

Drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports.

Responds to complex information requests and inquiries (e.g. answers request requiring file search etc.).

Maintains files (both paper and electronic) and databases for work unit.

Performs other duties as assigned.


Professionalism – Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Team Work – 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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.

Technology 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.


High school diploma or equivalent.

Work Experience

Five years of experience in archives, electronic record management or related area. Experience in working with NGOs is required.


English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN official language is desirable.

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.

Assessment Method

Competency-based interview.

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Special Notice

Passing the New York Administrative Support Assessment Test is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.

No Fee


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