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Friday, January 7, 2011

Information Management Officer, P-3. UN, DPKO Field Missions

Information Management Officer, P-3 --------------------------------------------------------------------------------

ORGANIZATIONAL UNIT: Field Missions Administered by DPKO

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

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

Organisational Setting and Reporting Relationships: These positions are located throughout the Secretariat and in field missions. Information Management Officers usually report to a senior officer or to a unit chief. Responsibilities: Within delegated authority, the Information Management Officer will be responsible for the following duties: Participates in and provides professional leadership to mission-wide strategic information planning by contributing recordkeeping and/or information management requirements to inter-component committees and working groups, and liaising with other information managers and information technology service providers throughout the Secretariat. Provides advisory services on recordkeeping practises, including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. Researches, analyses and evaluates new applications of information technology to records management and makes recommendations for their deployment. Participates in recordkeeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of recordkeeping application improvements and new systems; provides user support. Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems. Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned. Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the mission's storage facilities meet environmental standards. Performs and supervises reference functions by advising internal users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff. Evaluates adequacy of existing records management, information management and reference tools to support business operations, including senior management decision-making. Reviews and recommends enhancements to information systems to ensure compliance with Secretariat and departmental records and information management policies and standards. Coordinates the implementation of new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the mission area. Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. Implements a framework for the mission's information governance. Coordinates mission intranet content management, administration. Performs other related duties, as required.

Professionalism - Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. 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. 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 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 client.



Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience
A minimum of five years of progressively responsible experience in modern archives management, recordkeeping, library, information management or related area.

Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

Other Skills

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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.



How to Apply to Field Mission vacancies:

All applicants are strongly encouraged to apply online.

Online applications will be immediately acknowledged when an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “view application history”, and resubmit the application, if necessary. Should you have any technical difficulties, please contact

When you receive an automatic notification, there is no need to submit another application on-line or by other means for the same vacancy.

To start the application process, applicants must open a “MY UN” account. Go to Log-in, and Register as a User. Fill in the form and choose a User Name and Password.

Once you are registered on-line, complete and save your Personal History Profile (PHP).

In completing the PHP, please note that all fields marked with an asterisk must be completed. Additionally, you are encouraged to fill all of the fields to best convey your personal ambitions.

Applicants may apply for generic and/or specific vacancies using the saved PHP. The PHP may be up-dated when necessary.

You can apply to field missions by applying to a generic (multiple duty station M/S) vacancy announcement. Current field mission openings can be viewed. You are also given an opportunity to express your preference for current missions in which you would be particularly interested in serving. While this may not constitute a direct application for a post, it will assist us in taking into account your own aspirations.

The generic vacancy announcements are used to generate candidates for the roster. While preferences will be registered and taken into account, qualified individuals willing to serve in several/all locations will, of course, have a greater possibility of serving.

Your application will be screened and evaluated against the requirements set out in the vacancy announcement. If you meet the requirements of the vacancy announcements your application will be included in a roster system that will be submitted for all vacancies in your occupational group and grade for field missions of your choice. Your application will remain valid in the roster for a period of 12 months. Should you wish to remain in the roster after the initial 12 months, please update and resubmit your PHP.

You can also apply for a post-specific vacancy announcement. You will be evaluated against the requirements as specified in the particular vacancy and your name may be put forward for that specific announcement only. Your application will not be placed in the roster unless you apply to a generic (multiple duty stations M/S) vacancy announcement.

In view of the high volume of applications received, only those applicants who are included in the roster will be notified.


Fax: 1-212-963-2800

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