Follow by Email

Wednesday, March 30, 2011

Information Management Assistant, G-5. UN Secretariat, DPI, New York. Open until 27 April 2011

Job Title:
Information Management Assistant, G5
Department/ Office:
DEPARTMENT OF PUBLIC INFORMATION
Duty Station: NEW YORK


Posting Period:
28 March 2011-27 April 2011
Job Opening number:
11-IMA-DEPT OF PUBLIC INFORMATION-18356-R-NEW YORK

--------------------------------------------------------------------------------

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



Org. Setting and Reporting

This post is located in the Information Management Unit (IMU) of the Information Centres Service (ICS) in the Strategic Communications Division (SCD) in the Department of Public Information (DPI). The incumbent is under the general supervision of the Chief of IMU.

Responsibilities

Under the guidance of the Chief of IMU/ICS/SCD/DPI and the Chief of ICS/SCD/DPI, the incumbent will assist in the dissemination of information materials and the maintenance of information repositories used by ICS and the global network of United Nations Information Centres (UNICs). In a timely and efficient manner and with the overall goal of keeping UNICs abreast of the latest information materials and strategic communications from DPI and other offices at UN Headquarters, he/she will update web sites, databases and other information systems utilized by the Unit using relevant information materials researched from different sources. The incumbent will respond to complex inquiries received from the Unit’s partners, liaising with relevant offices in the UN System as needed. To service requests for information materials, the incumbent will frequently liaise with colleagues in the Distribution and Stock Control Unit of the Department of General Assembly and Conference Management, as well as partners from the Mail Operations Unit of the Department of Management. He/she will participate, in collaboration with the Associate Computer Information Systems Officer and the Chief of IMU, in the design, implementation and maintenance of on-line systems used to service the information management needs of ICS at Headquarters and the global UNIC network. The incumbent will also provide general office support. This includes processing, drafting and finalizing correspondence and other communications; setting up and maintaining electronic files/records and performing other duties as assigned.

Competencies

* Professionalism – Knowledge of the functions and organization of work of an information management unit; knowledge of internal United Nations policies, processes and procedures generally and, in particular, those related to the production and dissemination of information material; ability to research and gather information from a variety of standard sources; good applied technical or specialized skills related to particular functional area; demonstrated ability to apply good judgment in the context of assignments given; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work; knowledge of the importance of working collaboratively with colleagues to achieve organizational goals, including supporting and acting in accordance with final group decision, even when such decisions may not entirely reflect own position.

Core Competencies:
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

Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology
- Knowledge of word processors, spreadsheets, internet search tools and relational databases, on-line collaboration, new media and social networking tools.

Education

High school diploma or equivalent. Supplementary course work/training in international relations, public information, electronic telecommunications or other related field is desirable.

Work Experience

- A minimum of five years of experience working with records and databases, including their deployment in an on-line context and their applicability to information management projects;
- Experience in public information or with the operations of the Department of Public Information is desirable;
- Experience with mail operation and distribution processes to ship information materials to field offices (including the use of international courier services) is desirable.
- Knowledge of information materials produced by the UN available in the public domain, such as the Official Document System, the official UN web site and other UN System web sites is desirable;
- Knowledge of modern web publishing practices and tools is desirable;
- Knowledge of object-oriented programming and relational database concept is desirable;
- Knowledge of online collaboration tools (Lotus QuickPlace, Microsoft SharePoint or equivalent) is desirable.

Languages

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

Please note that as part of the evaluation of your application for this position, you may be requested to undergo a technical writing exercise, which may be followed by a competency-based interview depending on the result of the test.

Special Notice

This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.

Passing the New York Administrative Assessment Support Test (ASAT) 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 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later
date.

No Fee

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

Monday, March 28, 2011

Archives/Records Officer. IMF, Washington. Open until 24 April 2011

Archives/Records Officer (Job Number: 1100224)

Description

Under the general supervision of the Senior Archives Officer, the selected candidate will be part of a group of archivists responsible for the management and maintenance of the IMF archives collection. The candidate will participate in the implementation of strategies, policies and procedures for the management of and access to the IMF's collection of twentieth century archives relating to international finance and monetary policies. The archivist will also participate in the development and implementation of procedures to ensure the accessibility, integrity, authenticity and security of IMF archives and their metadata over time, including processing, declassification review, digitization of selected collections, and long-term preservation of archival digital assets.

In carrying out these responsibilities, the candidate will:
assemble and analyze information in support of efforts to develop the archives collection; assist in the determination of records of enduring value; and appraise records to evaluate whether they meet the criteria for inclusion in the Archives;
organize and process both paper and born-digital archival materials in accordance with international standards. The process involves (1) collection and analysis of the contextual information necessary to formulate an adequate description of the material, (2) the actual description of fonds or collections according to established standards;
identify archival material eligible for declassification and liaise with the archives officers responsible for this process;
assist in developing and implementing workflows and procedures to ensure the reliability and authenticity of archival materials in all media over time. This task includes the development of forward migration plans for born-digital records of enduring value to ensure that those remain accessible over time; and
assist in establishing requirements for dynamic finding aids on the web and their implementation.

Qualifications

An advanced university degree in Archives Management or a related field of study, plus a minimum of two years of relevant professional experience; or a bachelor's degree in a related field plus a minimum of eight years of relevant professional experience.

The candidate must be familiar with international standards for Archives Management and have experience in the application of those standards. For this position, emphasis will be given to selecting a candidate with in-depth knowledge of professional archival standards, methods and procedures in archives management in both paper and electronic form, knowledge of ISAD (G) and RAD archival description standards preferred. Experience in an archival setting along with knowledge of post-WWII history and /or economics is highly desirable. Experience with digital archives management and preservation methods is highly desirable. Prior experience in a multicultural environment is also desirable; in particular an ability to deal diplomatically and effectively with staff of different nationalities. Strong analytical and writing skills and the ability to plan and prioritize work assignments are also desirable.

Documentation and Information Management Officer, P-2. IFAD, Rome. Open until 12 April 2011

Documentation and Information Management Officer (1 position)
Vacancy announcement number:
1003
Date of issue: 03/28/2011
Deadline for applications:
04/12/2011


Front Office Programme Mgmt

Organizational unit:

Level:
P-2

ROME

Duty Station (details)
Rome

Duration of Assignment
2-year fixed term

Organizational Context
IFAD is an International Financial Institution and a Specialized Agency of the United Nations whose mission is to enable poor rural people to overcome poverty. IFAD’s headquarters is in Rome, Italy, and its staff work with poor rural people, their governments, communities and organizations in more than 80 countries to develop and finance programmes and projects aimed at increasing rural productivity and incomes.

Division Context
The Programme Management Department (PMD) is responsible for the overall lending programme of the Fund and is composed of five regional divisions, the Operational Policy and Technical Advisory Division and the Environment and Climate Division. Coordinating information management is a priority for the department in order to improve efficiency and knowledge sharing for better design and implementation. As such, IFAD recognises that effective storage and retrieval of documents is a necessary ingredient to develop and disseminate knowledge products. PMD has successfully introduced the Project Life File (PLF) - key documents associated with all phases of the project life cycle - as the vehicle for accessing project related documents and developing knowledge. Experience with development of the PLF underscored the need for a consistent department-wide approach to information management and related support.

Duties and Responsibilities
Under the general supervision of the Operational Systems Advisor and collaborating with the regional Knowledge Management or Communications Officers in PMD, the incumbent will be responsible for providing support to PMD divisions in managing information, in particular managing document libraries, to facilitate knowledge sharing and collaboration.

Knowledge Management:
1. Facilitate the aggregation and retrieval of thematic materials maintained in the respective divisional work spaces, ensuring that these are available to all business users
2. Strengthen knowledge sharing across documents and information systems and provide input towards integration to facilitate exchange of information across systems
3. Provide support to regional KM Officers in carrying out knowledge management activities as required; including providing support to the design and enhancement of the regional and country work spaces
4. Strengthen and maintain links between divisional and departmental work spaces as well as to other external knowledge resources and networks; collaborating with the KM Officers in leveraging content for queries and improved retrieval of operations documents in the repository
5. Build customized views to increase the speed and efficiency of document retrieval and sharing across the department

Information Management:
6. Coordinate the set up and maintenance of the divisional and regional workspaces to introduce department-wide standards for information management to ensure consistency
7. Collaborate with Divisions in defining and enhancing workflows and standard practices for document management including developing proposals for using information management systems more effectively
8. Research and recommend standards for documentation to be used within the department to ensure a common approach across all workspaces in the repository, including producing reports and flagging inconsistencies within the divisional workspaces
9. Develop strategies for sensitizing potential users outside PMD as well as support initiatives to define and implement changes required to adopt more efficient document management practices within PMD
10. Provide “end-user” support in troubleshooting information management issues - including quality enhancement - that do not require software development.
11. Liaise with IFAD’s Communication Division with regard to electronic accessibility of documents for disclosure.

Capacity Building:
12. Improve system usability for Country Offices by providing training on the system and by introducing standard document management practices to be adopted by the department; including preparing training materials as needed
13. Promote the development of skills in the use of document and information management tools across PMD through proactive coaching; conduct briefings, in particular for new staff members
14. Coordinate the use of the Documents Management System (DMS) in PMD providing end user and business support to PMD Divisions
15. Provide periodic training for PMD Divisions and focal points on DMS features of interest
16. Assist PMD Divisions in developing and administering document collaboration workspaces and ensuring required access

Education and Experience
• University degree in Information Systems or related field.
• Advanced knowledge of Microsoft Office productivity tools (Microsoft Professional certification, an advantage).
• Master’s degree or equivalent an asset.
• Minimum of three years of experience in customizing and maintaining workspaces, webparts, document libraries, customized views in MOSS, with at least two years of international experience.

Tech/Functional Competencies
Results-oriented Performer: you have the ability to produce high quality output and analyse and think creatively
Planner and Organizer: you are able to plan/organize and achieve rapid solutions.
Developed professionalism.
Team Worker: you have strong interpersonal skills and ability to deal with staff members from diverse cultures and backgrounds; you also have the ability to work in and build successful teams
Client orientated partner: you have a developed sense of service provision
Innovator and facilitator of change
Model of integrity, trustworthy and confident: you have high ethical standards.
Communication
• Excellent written and verbal communication skills in English; including the ability to set out a coherent argument in presentations and group interactions.
• Knowledge of another IFAD official language (Arabic, French or Spanish) useful.
Other Information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.
IFAD reserves the right to appoint a candidate at the appropriate grade commensurate with experience and knowledge.
Interested candidates are requested to apply by completing IFAD’s Personal History Form (PHF) in English. A separate CV may be attached if you so desire, only as a supplement and not a substitute to the PHF. The application should be made through the online system only.
In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.
Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

Thursday, March 24, 2011

Digital Records Management Officer. IMF, Washington. Open until 21 April 2011

Digital Records Management Officer (Job Number: 1100226)

Description

Length of Contractual Assignment: One year from date of appointment (with possibility of renewal)

The International Monetary Fund (IMF) is seeking a records management professional with strong technical expertise to assist with an ongoing implementation of an electronic records system across the organization and assist with other archives and records related systems. The position is located at IMF Headquarters in downtown Washington, D.C.

Duties and Responsibilities:

Under the general supervision of a Senior Archives and Records Management Officer, the specific responsibilities of the Digital Records Management Officer may include any of the following.
Implement the Electronic Records Management System (Autonomy Records Manager) including:
Implement records management policies such as file plans and retention schedules
Develop and test electronic records procedures and workflows
Develop and test business rules for automated declaration and filing of records
Develop and update the records management educational material
Assist with developing strategy and testing approaches for capturing email as a record
Provide business analysis support for Archives and Records projects including requirements gathering and workflow design.
Provide technical support for several Archives and Records systems - including maintaining technical/user documentation, identifying new requirements and writing enhancement specifications, and developing test scripts for systems, providing training
Liaise with records management staff on the implementation and maintenance of file plans, retention schedules, training program and other project efforts.
Participate in enterprise-wide IT projects to ensure that institutional records management requirements are addressed.
Research Archives and Records technology topics for projects as needed.
Provide web support as needed for Archives & Records Web pages using SharePoint team collaboration and project sites.
General duties may include: updating budget report spreadsheets, maintaining project files and assisting with tasks as assigned on systems related efforts.


Qualifications

Qualifications:
Good working knowledge of and experience with electronic management principles and systems; experience with Autonomy Records Manager application is desirable;
Familiarity with the technical guidelines contained in ISO 15489 - International Standard for Records Management and DoD 5015.2 Standards;
Experience with creating/managing information systems and databases;
Experience with MS Office Applications - Word, Excel; PowerPoint, Visio, Project and Access;
Excellent English written and verbal communication skills; including writing user/technical documentation;
Strong analytical and problem-solving skills;
Strong interpersonal skills and ability to work as a member of a team is required and an ability to interact with staff from diverse cultures and backgrounds highly desirable;
Experience with basic HTML, XML, SQL and Crystal Reports desirable;
Experience with Enterprise Content Management Systems, including SharePoint, is desirable.
Educational Requirements

Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management, Library and Information Science, or related field and a minimum of two years relevant professional experience is required. Or a bachelor degree in a related field together with professional certification in records management (CRM) plus a minimum of six years relevant professional experience is required.

Record Management Officer, CA FG IV. EASA, Koln. Open until 12 April 2011

Record Management Officer (CA FG IV)
(F/M)
VACANCY NOTICE REF.: EASA/IV/2011/009
Date of publication: 22/03/2011
Deadline for applications: 12/04/2011 at 23:55 hrs CET
(Cologne time)

Type of contract: Contract Agent Function Group IV
Function group and grade: not applicable
Place of employment: Cologne, Germany
Duration of contract: maximum 1 year non-renewable
contract
Monthly basic salary: 3.145,45 EUR at step 1 plus, specific
allowances where applicable.*
Organisational unit: Records Management Section, Corporate Services Department, Finance & Business Directorate
Reporting to: Head of Corporate Services
Possible reserve list valid until: 31/12/2012 (the validity of the
reserve list may be extended)
ORGANISATIONAL
LOCATION
The Finance & Business Services Directorate delivers the following services: Finance (budget and accounting), establishment
of the Agency’s Business Plan, Applications Management, Outsourcing to National Aviation Authorities and other accredited
bodies, Procurement, IT/IS and Corporate Services including Facility Management.
The Corporate Services Department has diverse responsibilities, the facility management being the most visible. It includes
e.g. the maintenance of work spaces and recreational facilities according to security and medical standards. In addition the
Department takes care of the travel management ensuring smooth travel arrangements and reimbursements procedures for
staff members on mission, and records management.
The Records Management Section supports EASA’s duty to keep records that provide evidence of its decisions by establishing
policies, procedures and guidelines.
JOB CONTENT
Reporting to the Head of the Corporate Services, the Record Management Officer will contribute to the development of the
Agency documents and records management practices, procedures and tools.
More specifically the jobholder will be responsible for:
· Developing the agency-wide Business Classification Scheme, Retention List, and Security Classification based on existing
Agency models and policies;
· Gathering business needs and formulating business requirements for future implementation and use of an Enterprise
Content Management System (ECM);
· Drafting requests for proposals and specifications for tendering information management services (such as scanning,
archiving or mail distribution services);
· Working closely with different Agency departments to gather data and to consolidate the Business Classification Scheme
and Retention List;
· Working closely with the quality management coordinators to review and develop records management procedural
documentation;
· Translating records management policies into simple rules and guidelines to help users in the daily creation and
management of the records;
· Maintaining records management policies and procedural documentation needed for an ISO 9001 certified organisation;
· Participating in drafting procedural documentation and guidelines on physical archiving;
· Defining terms of reference and coordinating internal projects to set technical libraries and long term physical archives;
· Measuring the performance of the Records Management (RM) process by monitoring Key Performance Indicators (KPIs)
and periodically report on the completion of the process objectives.
TE.HR.00061-001 © European Aviation Safety Agency. All rights reserved.
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet
PROFESSIONAL QUALIFICATIONS AND OTHER REQUIREMENTS
A. ELIGIBILITY CRITERIA
1. Completed university studies of at least three years attested by a diploma and appropriate professional experience of at
least one year;
2. Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of
the Communities to the extent necessary for the performance of his/her duties;
3. Be a national of a Member State of the European Union, Norway, Iceland, Liechtenstein or Switzerland;
4. Be entitled to his or her full rights as a citizen;1
5. Have fulfilled any obligations imposed by the applicable laws on military service;
6. Meet the character requirements for the duties involved and
7. Be physically fit to perform the duties linked to the post.2
B. SPECIFIC COMPETENCES AND SKILLS
a) Essential
· At least one year of proven experience in documents or records management;
· Understanding of taxonomies, metadata, records management international standards as shown by professional
experience and/or training;
· Proven experience in designing and implementing Electronic Content Management Systems;
· Proven experience in management of physical or electronic archives or libraries;
· Proven knowledge in questionnaire design and interview techniques;
· Good communication skills enabling to identify and to satisfy the organisation’s/customers’ needs;
· Ability to work in a team;
· Good command of both written and spoken English.
b) Advantageous
· Proven experience in implementing ISO9001 or equivalent standards for document and records management;
· Proven experience with MS SharePoint;
· Proven experience in Project Management.
For applications to be valid, the candidates must submit their application through the eRecruitment3 tool including:
· the completed electronic EASA application form;
· a motivation letter of no more than one page, explaining why the candidate is interested in the post and what her/his
added value would be to the Agency if selected.

EUROPEAN AVIATION SAFETY AGENCY
The European Aviation Safety Agency (EASA) is an Agency of the European Union with specific regulatory
responsibilities and executive tasks in the area of aviation safety. Based in Cologne, Germany, EASA plays
a key role in the European Union’s strategy to establish and maintain a high uniform level of civil aviation
safety in Europe.
For more information on EASA please consult our website: http://www.easa.europa.eu

Wednesday, March 23, 2011

Information Management Officer, P-4. DPKO, New York. Open until 21 May 2011

Job Title:
Information Management Officer, P4
Department/ Office:
DEPARTMENT OF PEACEKEEPING OPERATIONS
Duty Station: NEW YORK


Posting Period:
22 March 2011-21 May 2011
Job Opening number:
11-IMA-DEPT PEACEKEEPING OPERATIONS-19048-R-NEW YORK

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

Org. Setting and Reporting

This position is located in the Situation Centre of the Office of the Chief of Staff of the Office of the Under-Secretary-General for Peacekeeping Operations. The Information Management Officer reports directly to the Chief of the Situation Centre.

(http://www.un.org/en/peacekeeping/info/sitcentre.shtml)

Responsibilities

The Information Management Officer will perform the following functions:
1. Contribute to the formulation of overall policies and other guidance affecting the SitCen’s information management systems and represents SitCen in relevant fora as required.
2. Keep abreast of developments in the field and determines the need for testing and evaluating new products and technologies; provides leadership on introducing technological changes, in particular on GIS (Geographic Information System) tools, digital maps and database structures.
3. Develops plans including project plans, schedules, time and cost estimates, metrics and performance measures for new or modified systems including: feasibility assessments, requirements specification, and design and is responsible for their implementation.
4. Assesses and makes recommendations relating to the implementation of information management processes and tools in support of the SitCen’s mandate.
5. Oversee the implementation of the SitCen’s information management systems.
6. Plan and coordinates with service providers to ensure high availability of ICT support and services for the 24/7 Operations Room.
7. Carry out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
8. Other duties, as required.

Competencies

PROFESSIONALISM - Knowledge of systems design, and development, management, implementation and maintenance of complex information systems
• Conceptual and strategic analytical capacity to understand information system and business operational issues so as to thoroughly analyze and evaluate critical systems matters;
• Knowledge of a range of computer languages and development paradigms, knowledge of organization’s information infrastructure and IT strategy as it relates to user area(s);
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
• 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.
• Familiarity with Information Management and/or recordkeeping systems.;


TEAMWORK - Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others’ ideas and expertise;
• Places team agenda before personal agenda;
• 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’ point of view;
• 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 client.

Education

• Advanced university degree (Master’s degree or equivalent) in information science, information systems 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 seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area.
• Experience in handling sensitive or confidential information is desirable.
• Experience in developing applications using Microsoft C#, ASP.net, Silverlight and SQL Server is highly desirable.
• Experience with web technologies including HTML, CSS and Javascript Server is required.
• Knowledge of Geographic Information Systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required. Knowledge of another UN official language, preferably French, 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.

Assessment Method

• An assessment and competency based interview may be conducted as part of the recruitment process for this position.

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.

• This post is financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. The appointment of staff will also be limited to service on posts financed by the Support Account.

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.

Monday, March 21, 2011

Senior Archives and Records Assistant, G-6 (maternity replacement). STL, Leidschendam. Open until 2 April 2011

Temporary Vacancy Announcement
VACANCY REF:
TVA-NL-OTR-CMSS-G6-335
DEADLINE FOR APPLICATIONS:
2 April 2011

ISSUANCE DATE:
3 March 2011
LOCATION:
Leidschendam, The Netherlands
DIVISION/SECTION:
Registry/Court Management Services Section
TITLE:
Senior Archives and Records Assistant (maternity replacement)
GRADE:
G6
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a temporary appointment of four months limited to the Special Tribunal for Lebanon (STL). Any subsequent extension(s) are subject to terms of the Tribunal’s mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Appointment against this post is on a local basis.
RESPONSIBILITIES:
Under the direct supervision of the STL Information Management Officer and within the limits of the delegated authority, the Archives and Records Assistant is responsible for the following activities.
 Serve as focal point for electronic, manual and audiovisual records management and archival activities for the STL - including those in the Divisions of Chambers, Office of the Prosecutor, Defence Office and the Registry. In addition, provides administrative support to the Judicial Records Management Unit as needed.
 Process accession and disposition functions, by liaising with departments regarding the transfer and/or disposal of their records;
 Perform records and archival processing activities in compliance with preservation and metadata standards;
 Identify/eliminate duplicate records and minimize creation of duplicates in the future;
 Organise and manage electronic filing systems and help administer electronic document and records management systems.
 Coordinate space management within internal repositories in accordance with best practice and records storage standards;
 Perform reference functions by advising internal and external users about records holdings and accessibility;
 Ensure strict adherence to information security policies and implement access controls;
 Assist in the development of guidelines, SOPs, training materials and user manuals;
 Train staff in the use of the tribunal’s recordkeeping systems;
 Any other duties as required.
COMPETENCIES:
 Professionalism – knowledge of archives and records management principles and a good understanding of electronic and/or audiovisual recordkeeping practice, ideally with specialization in national or international court records and archives. Familiarity with UN recordkeeping policies, procedures and practices desirable.
 Communication – Good communication skills, including ability to explain and present technical information.
 Teamwork – Good interpersonal skills, ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
 Planning & Organizing – Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Ability to multi-task, to prioritise and to complete assigned work within allocated time.
 Accountability – Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
 Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas thinks “outside the box”.
 Client Orientation – Ability to identify clients’ needs and appropriate solutions; ability to establish and maintain working relations with members of the other organs in general.
 Commitment to Continuous Learning – Keeps abreast of new developments in own occupation/profession; Actively seeks to develop oneself professionally and personally.
 Technological Awareness – Proven expertise with various information technology office applications.
QUALIFICATIONS:
 Education: Completion of secondary education. Demonstrable competence with Microsoft Word, Excel and Lotus Notes. A qualification in the field of library, archives or records management would be an asset.
 Work Experience: Minimum 7 years of progressively responsible experience in the area of archives or records management. Experience of national or international court records or archives would be an asset.
 Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English is required. Knowledge of the other official language(s) would be considered an asset.
 Other: Experience of Electronic Document and Records Management Systems essential.
HOW TO APPLY
1. ALL APPLICANTS are requested to complete a Special Tribunal Personal History Form available at the Website: http://www.stl-tsl.org
2. ALL APPLICATIONS should be submitted by the deadline via email to: stl-recruitment@un.org
It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.
Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.

Tuesday, March 15, 2011

Associate Information Resources and Services Officer (Records and Archives). ADB, Manila. Open until 24 March 2011

Associate Information Resources and Services Officer (Records and Archives), Manila

Job Purpose:
To provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR).
Expected Outcomes:
Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

Administrative Support
- Assists the Unit Head, OAFA-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
- Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, electronic documentation, including outsourcing of services.
- Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
- Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
- Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
- Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
- Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAFA-IR, Director, OAFA and/or PD. OAS.
- Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with OAFA-FM.
- Coordinates training in the Unit, verifies work effectiveness, decorum and punctuality; and provides information for staff performance evaluation.
- Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of BPHR.

Supervision of Central Files and Archives Program
- Supervises ADB's Central Files by providing support to assistant (Central Files) in monitoring and supporting Central File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
- Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
- Supports the leadership and oversight of ADB's electronic document filing systems.
- Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
- Ensures environmental, intellectual, and physical control over ADB's archival collection.
- Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.

Others
- Performs other duties as may be assigned and reflected in the incumbent's workplan.

Educational Requirements:
Bachelor's degree in archives administration, library science, or other information management discipline; preferably with advanced degree.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years experience in information management disciplines
Technical knowledge
- Thorough knowledge of archival operations and preservation techniques.
- Comprehensive knowledge and understanding of ADB's established records management policies and procedures.
- Comprehensive knowledge of ADB's electronic systems for the storage and retrieval of documents.
- Effective report-writing and communication skills in English.

People and supervisory skills
- Able to work collaboratively with teams as a constructive team member.

Strong oral and written communications skills.
Core Competencies:
Application of Technical Knowledge and Skills
Applies updated advancements in own knowledge area to relevant tasks
Applies knowledge and practical skills to independently perform some complex tasks
Conveys the need to use updated project approaches
Client Orientation

Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
Proposes options to clients that may better meet their needs than current approaches
Defines and delivers to agreed standards with clients
Achieving Results and Problem Solving

Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
Self-monitors achievement of results according to work plans
Identifies different stakeholder needs and desired outcomes when planning for outcomes
Independently solves problems and makes recommendations
Working Together

Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing

Checks with audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution
Independently amends and clarifies messages and documents
Innovation and Change

Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff (IS) and senior National Staff (NS)

Friday, March 4, 2011

Information Management Officer, P-3. ECA, Addis Ababa. Open until 2 April 2011

Job Title:
INFORMATION MANAGEMENT OFFICER, P3
Department/ Office:
ECONOMIC COMMISSION FOR AFRICA
Duty Station: ADDIS ABABA

Posting Period:
3 March 2011-2 April 2011
Job Opening number:
11-IMA-ECONOMIC COMMISSION FOR AFRICA-18710-R-ADDIS ABABA


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

Org. Setting and Reporting

This position is located in the African Climate Policy Centre (ACPC), Food Security and Sustainable Development Division (FSSDD) of the United Nations Economic Commission for Africa (UNECA). The Information Management Officer directly reports to the Coordinator of ACPC.

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:

• Coordinates the ACPC Knowledge Management, Provides advisory services on recordkeeping practices including needs and business process analysis; organization and maintenance of ACPC information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications & undertake outreach activities.
• Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
• Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
• 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.
• Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description, database standards and environmental friendliness; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
• Performs and supervises reference functions by advising internal and external 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.
• Prepares various written outputs, e.g.draft background papers, analysis, sections reports, studies and policies inputs to publications, etc.
• Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
• 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 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.
• Provide substantive support to consultants and staff members in meetings, conferences and other such activities, including document preparation and presentation.
• 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.
• Provide advice to the Centre in the area of information and knowledge management.
• Performs other related duties, as required.

Competencies

• 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 including familiarity with or experience in the use of various research sources such as internet, intranets and other databases, identifying and assessing issues, formulating options and making conclusions and recommendations. Good knowledge of different aspects of climate change. 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 and ability to apply judgement when faced with difficult problems or challenges; plan own work and manage conflicting priorities 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.
• 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.
• 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

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 progressively responsible experience in modern archives management, record keeping, library, information management or related area.

Languages

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

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 and other assessment method

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
- Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination.
- 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.

No Fee

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