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Thursday, April 4, 2013

Information Management Assistant, G-6. UN Secretariat, Department of Management, New York. Open until 3 May 2013

Job Title: Information Management Assistant, G6 Department/ Office: Department of Management Duty Station: NEW YORK Posting Period: 3 April 2013-3 May 2013 Job Opening number: 13-IMA-DM-27307-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Personnel Records Unit (PRU), Learning, Development and Human Resources Services Division (LDSD), Office of Human Resources Management (OHRM), Department of Management (DM). Under the direction of the Administrative Officer, the incumbent is responsible for the daily operations of the Personnel Records Unit (PRU), the Secretariat’s repository for approximately 17,000 Official Status Files of current and former staff members. Official Status Files are created and maintained for each staff member and serve as central records of staff members’ service with the Organization. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Records Management: - Plans and organizes the work of the unit: sets daily priority tasks based on the relative urgency of requests for files, develops weekly and monthly timelines for longer-term projects such as the review of files to be sent for archiving, the placement of documents into physical files and the maintenance and re-ordering of files. Assigns a junior staff member (and periodically, additional temporary staff) to appropriate tasks and ensures that they are completed in an efficient, timely way. - Develops proficiency in the unit’s document management system, UniteDocs, which is used to register and store digital files, track requests for physical files and compile workload statistics. The incumbent will serve as the system’s administrator and as such will liaise with OICT on technical problems and permission rights. He/she is also expected to explore new ways in which UniteDocs can assist in file management and help streamline the unit’s workflow processes. -Liaises with requesting offices on their requests for files: responds to questions about Official Status Files, file retention schedules, related policies and procedures and security protocols and access rights. Facilitates the periodic transfer of records into the Archives and Record Management Section (ARMS). Ensures accuracy and completeness in transfer documentation. - Implements strict security and confidentiality protocols by ensuring that only authorized human resources staff request and receive files and that access to the filing room is limited to unit staff only. Staff may request to see their own files and as such, the incumbent will prepare files for viewing by staff members in person, and monitor the viewing sessions to ensure that the integrity of the files are maintained. - Contributes to departmental discussions, meetings and reports on the need to streamline the management and maintenance of human resources records and related policies and procedures. - Tracks the unit’s workload statistics which are required for annual reports on budget and performance reporting and periodic audits. General: - Supervises the work of a more junior staff member and periodically, other temporary staff. Ensures that staff members understand the unit’s goals and priorities, communicates clear project milestones and deadlines and addresses underperformance, if necessary, in accordance with the Organization’s performance management framework. Conducts an annual performance appraisal of the junior staff member. - Trains staff on a range of projects related to the creation and maintenance of Official Status Files for Secretariat staff. Creates written instructions on steps required to accomplish physical record filing as well as tasks on the document management system. -Coordinates general administration for the unit: ensures that supplies are ordered promptly and that the unit’s storage spaces are used efficiently. Competencies Professionalism: Knowledge of the Organization’s HR policies, procedures and practices, as well as archival and records-keeping practices and policies; demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. 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 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. 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; ability to handle a large volume of work in an efficient and timely manner. 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. Work Experience A minimum of seven years of progressively responsible experience in the field of administration, human resources management or information management (includes archives, electronic record management or related area) is required. Experience in electronic archiving or in paper digitization projects is highly desirable. Supervisory experience is desirable. Other skills/experience: Proficiency in Microsoft Office applications is required. Experience in using IMIS is desirable. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma. 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 another official United Nations language is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Please note the position is only available upon retirement of the current incumbent, effective 1 August 2013. 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. 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. 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

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