Monday, June 25, 2012
Information Management Assistant, G-6. ECA, Addis Ababa. Open until 19 July 2012
Job Title: Information Management Assistant, G6 Department/ Office: Economic Commission for Africa Duty Station: ADDIS ABABA Posting Period: 19 June 2012-19 July 2012 Job Opening number: 12-IMA-ECA-24142-R-ADDIS ABABA (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This post is located in the Publications and Conference Management Section (PCMS). Under the general guidance of the Chief of PCMS/DoA, the incumbent will report directly to the Supervisor of Document Publishing and Distribution Unit. Responsibilities The incumbent will be responsible for facilitating the periodic transfer of scheduled records into the Record Management Unit by liaising with all ECA offices and SROs offices; ensures the completeness and accuracy of transfer documentation; and provides assistance to staff in transfer preparations, overseeing records accessioning operations by supervising staff in receiving transfers; applies retention schedules and links to previous accessions; breaks accessions into records series and registers identifiers in the Unit database, overseeing disposals of retired records by liaising with relevant UN staff and the shredding facilities and paper recycling companies; prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; prepares and arranges records for transfer storage; applies retention schedules and initiates reappraisals and disposals in consultation with unit heads; registers actions in the Section database; and provides reference service. Undertakes archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series description preparation and appraisal determinations; arranges records and prepares series descriptions according to archival standards and database protocols, coordinates access and declassification reviews by screening records for security- classified materials; prepares declassification review requests and updates Unit database. Guides and supervises other junior staff and provides administrative support or undertakes other duties as assigned by the Chief. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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. • 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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • 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 High school diploma, must have passed the United Nations Administrative Assessment Test (ASAT) and Diploma in information Management. Work Experience Seven years of experience in archives, record management or related field. Excellent computer skills such as Microsoft Excel, Word, Power Point and Access. 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 other UN language is an advantage. Assessment Method Short-listed candidates will be subject to a competency-based interview and other assessment. 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. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination at the duty station. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station. 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. 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.