Tuesday, May 28, 2013
Information Management Assistant, G-6. ARMS, DM, New York. Open until 8 June 2013
Job Title: Information Management Assistant, G6 Department/ Office: Office of Central Support Services Duty Station: NEW YORK Posting Period: 9 May 2013-8 June 2013 Job Opening number: 13-IMA-DM OCSS-28076-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Archives and Records Management Section, Commercial Activities Service, Department of Management. The Information Management Assistant reports to the Chief of the Archives and Records Management Section. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Provides ARMS contact for Secretariat Records Management focal points: organizes meetings, and training workshops, disseminates information on records management and other substantive services within the Section to internal and external clients. Evaluates requests for expertise or assistance and sends them to the most appropriate professional staff member within ARMS. Delivers regular Records Management Orientation to new UN staff members • Undertakes the registration and provision of information via telephone, email, or in person to public researchers. Provides outreach support to internal and external clients through awareness raising of the Section's Internet and Intranet and dissemination of information from those sites. Compiles statistics and analyses user numbers and trends for ARMS Internet and Intranet. • Oversees space allocations, responds to emergency disasters and monitors environmental quality controls; arranges for the resolution of problems. • Oversees contractually stored records by facilitating the establishment of contracts and monitoring compliance; coordinates transfers to commercial storage; registers actions in the Section database; and provides reference service. • Oversees archives and records management operations by identifying and planning projects in consultation with Units’ chiefs and in liaison with vendors. • Maintains statistics on service and workload measures. Tracks the Section’s workload statistics which are required for annual reports on budget performance reporting. • Coordinates access and declassification reviews by preparing declassification review requests and updating the Section’s database. • Takes responsibility for all budgetary actions (Regular, support account and extra-budget) coordination, preparation, and reporting, within ARMS and in coordination with the Commercial Activities Service. Seeks inputs for budget submissions. Monitors budget allotments, verifies availability of funds, and ensures necessary approvals and entries in computerized budget systems. Reviews and monitors payment of accounts. • Takes responsibility for the revision and editing of correspondence to ensure completeness and compliance with the UN correspondence rules. Responsible for incoming and outgoing correspondence within and outside the Section, classifies files and retrieves correspondence in the Section's records management system. General • Guides and supervises more junior General Service Staff and periodically, other temporary staff. • Provides administrative support for the Section and Units chiefs and undertakes other duties as assigned. • Orders and ensures shipment of stationery and necessary equipment to various sites. 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 work with figures. Ability to draft correspondence. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Ability to demonstrate flexibility, creativity and apply some judgments in assigned tasks. Ability to multi-task, identify priority activities and assignments, make adjustments as needed, uses time efficiently, foresees risks and allows for contingencies when planning. 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; 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education High school diploma or equivalent. Work Experience A minimum of seven years of progressively responsible experience in the field of archives, electronic record management or administration is required. Other skills/experience: Proficiency in Microsoft applications is required. Experience in using IMIS and IMDIS is desirable. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma. 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 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. 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.