Sunday, September 23, 2012
Information Management Assistant, G-6. UN Secretariat, OLA, New York. Open until 11 October 2012
Job Title: INFORMATION MANAGEMENT ASSISTANT, G6 Department/ Office: Office of Legal Affairs Duty Station: NEW YORK Posting Period: 4 September 2012-11 October 2012 Job Opening number: 12-IMA-OLA-25160-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Treaty Section, Office of Legal Affairs. The incumbent will be under the general supervision of the Information Management Officer and the immediate supervision of the Information Systems Officer. Responsibilities Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties: • Facilitates the maintenance, periodic update and transfer of treaty records into the Archives by liaising with Secretariat offices; ensures the completeness and accuracy of transfer documentation; provides assistance to the Treaty Section staff in transfer preparations and recall of documents from Archives. • Provides database management support for digitized documents and archival photograph collections. • Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases. • Maintains statistics on service and workload measures. • Oversees records accessioning operations; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database. • Prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section archives inventory records. • Manages archival/record digitization arrangements and description operations by collaborating in identifying, planning, undertaking, as required, and overseeing such operations in consultation with the Section information management team and in liaison with contractual vendors, if present. • Ensures completeness and accuracy of submissions of legal instruments received. • Ensures that requests for translations of treaties and treaty actions in English and French are promptly submitted to the translation unit of DGACM; reviews and files the translations prepared by DGACM in electronic format. • Performs general web-publishing responsibilities. • Monitors incoming documents workflow and web-publishing server transactions. • Provides guidance to more junior General Service Staff. • Provides administrative support to the Section. • Performs other duties as assigned. Competencies Professionalism –Knowledge of electronic record keeping and relevant information systems. 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. Demonstrates strong communication (oral and written) skills. 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away. Work Experience A minimum of seven years of experience in archives, electronic records management, or related area. Knowledge of image/text processing and content management tools (digital image processing applications, Microsoft Word, Documentum content management systems) is desirable. Experience in legal research is also desirable. Languages English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. A very good working knowledge of French is desirable. Assessment Method Evaluation of qualified candidates may include a competency-based interview. Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. 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.