Wednesday, February 27, 2013
Information Management Assistant, G-5. UN Secretariat, OLA, New York. Open until 13 March 2013
Job Title: INFORMATION MANAGEMENT ASSISTANT, G5 Department/ Office: Office of Legal Affairs Duty Station: NEW YORK Posting Period: 11 February 2013-13 March 2013 Job Opening number: 13-IMA-OLA-26937-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: • Prepares and scans documents, and meets the established deadlines and benchmarks. • Retouches and prepares digital images for publishing. • Provides standard and ARMS-specific support. • Registers the Treaty Section’s incoming and outgoing records in the electronic record keeping system. • Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation. • Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage. • Assists in database records creation and updating as they relate to Section's records-related projects. • Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions. • Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities. • Provides administrative support for the Section and undertakes other duties as assigned. Competencies Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; 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. 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; and uses time efficiently. Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; and 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. 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 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 five years of experience in archives, electronic record management, digital document processing, desktop-publishing or related area. Knowledge of digital image processing applications (such as Photoshop, Microsoft Paintbrush, other image processing tools, etc.) is desirable. 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. A working knowledge of French is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by 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.