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Monday, December 6, 2010

Information Management Officer, P-3. UN Secretariat, EOSG. New York. Open until 14 December 2010

Further to the Secretary-General's open letter of 19 January 2007 on positions in his office, please find below a position being circulated for expressions of interest. United Nations staff members who meet the qualifications are invited to express interest in being considered for placement, under the discretionary authority given to the Secretary-General by the General Assembly. Interested staff members should submit a cover letter outlining why they consider themselves suitable, together with a completed PHP form and, if they so desire, a resume, all by email to The deadline for submissions is 14 December 2010.

Secretariat staff members selected for a position in the Executive Office of the Secretary-General will retain their current contractual status. Those with current appointments limited to a specific Department, Office or Mission will be given similar appointments limited to service in EOSG.

Information Management Officer, P3
Central Registry Unit
Executive Office of the Secretary-General.

Within delegated authority, the information Management Officer will be responsible for the following duties:
Develops and revises records management policy, procedures and standards for the Executive Office of the Secretary-General (EOSG) at the United Nations Headquarters.
Provides advisory services to the EOSG on recordkeeping practices, including: needs and business process analysis; information sensitivity; organization, classification and handling; correspondence workflows; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
Oversight of the intake, classification, dissemination, filing and disposition of correspondence-related and other records for the EOSG.
Supervises and assists staff responsible for the intake, classification, dissemination, filing, and disposition of correspondence-related and other records for the EOSG.
Assists with the development of operating procedures and other functional specifications and standards from the recordkeeping perspective.
Assists in the evaluation of existing document and records management systems and tools. Researches, analyzes and evaluates new information management technologies and workflows and makes recommendations for their deployment in order to ensure efficient access to information by EOSG units.
Participates in recordkeeping improvement projects in the EOSG, for both electronic and paper records.
Trains staff in the use of correspondence, document and records management systems, metadata standards, and Organizational information management policies and standards; develops training materials and user manuals; provides user support.
Maintains EOSG access and declassification standards by liaising with ESOG units regarding decisions on access to and the classification of sensitive information within the EOSG.
Performs other related duties, as required.


Professionalism - Knowledge of information management, recordkeeping, and archives management principles and standards. Knowledge of electronic records management.
Ability to assess and define business needs for the development of technology systems and tools to support workflow/business processes and to act as an interface between the substantive and technology components of the process. Excellent problem solving skills. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to supervise staff and build and maintain a cohesive team.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication - Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Planning & 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.

Client Orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to clients.


Education: Advanced university degree (Master’s degree or equivalent) in information science, archival science, library science, information technology, management or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Experience: A minimum of five years of progressively responsible experience in modern recordkeeping, records management, library science, information management or related field is required. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information is required. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.

Language: The working languages of the Organization are English and French. For this post, fluency in English (both oral and written) is essential; knowledge of French is desirable. Knowledge of another UN official language is an asset.

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