Saturday, January 25, 2014
Information Management Assistant, G-6. UNOG, Geneva. Open until 9 February 2014
Job Title: INFORMATION MANAGEMENT ASSISTANT, G6 Department/ Office: United Nations Office at Geneva Duty Station: GENEVA Posting Period: 10 January 2014-9 February 2014 Job Opening number: 14-IMA-UNOG-32028-R-GENEVA (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Knowledge Management and Sharing Cluster of the Joint Inspection Unit (JIU) Secretariat . Under the joint supervision of the Knowledge Management (KM) Officer and the Quality Assurance Officer the incumbent: Responsibilities - Manages and monitors the flow of the reports and notes prepared by the JIU Inspectors and Secretariat. Uploads reports in the JIU internet site and corrects identified errors - Serves as focal point for coordination, monitoring and expedition of JIU products; extensive liaison with diverse internal officers and external organizational units. - Receives edited manuscripts of JIU reports/notes and verifies that they conform to the standard presentation rules of the Editorial and Document Managements Section in Geneva concerning formatting, paginations, table of contents, figures etc. as well as with the JIU internal standards. - Ensures dissemination of JIU reports in the six official languages, by drafting and preparing transmittal letters in English and French and monitors issuance as a United Nations General Assembly (UNGA) document in New York and its follow-up. - Designs a classification scheme for the JIU archives (printed and electronic formats) and makes decision to assign notation codes and other metadata to files and arranges these in a comprehensive manner. - Maintains the electronic repository of JIU reports and notes through the JIU internet site and local drive ensuring its update and maintenance in all official languages. - Under the leadership of the KM Officer, coordinates projects undertaken by interns for retrospective uploading of documents on the web site. - Generates management reports from the database, as required, concerning the status of follow-up of specified JIU reports and provides first draft for analysis of trends in acceptance and implementation of recommendations contained in JIU reports and notes. - Assists, maintains and updates the content of the JIU web site (SharePoint based). Contributes to the electronic dissemination of JIU products. - Responsible for maintenance of files and documents in the JIU e-DIC (Document Information Centre), including the systems of notation to ensure easy location and retrieval of current documents needed for on-going research work. - Performs research on JIU reports, notes and other corporate documents. - Provides specialized assistance in the production and delivery of information communications products and services - Serves as focal point for several participating organizations Competencies Professionalism: - 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 - Knowledge of SharePoint is an asset Communication: -Speaks and writes clearly and effectively -Listens to others, correctly interprets messages from others and responds appropriately -Asks questions to clarify, and exhibits interest in having two-way communication -Tailors language, tone, style and format to match the audience -Demonstrates openness in sharing information and keeping people informed 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 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 Technological awareness: - Keeps abreast of available technology - Understands applicability and limitations of technology to the work of the office - Actively seeks to apply technology to appropriate tasks - Shows willingness to learn new technology Education Completion of secondary school or equivalent technical or commercial school. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters. Qualifying years of experience are calculated following the date of receipt of a high-school diploma or the equivalent certification. Work Experience At least 7 years of experience in information and/or document management or related area. Of which 4 years preferably in the UN system.Experience in the use of document management systems used by the United Nations, such as iDrits, is an advantage.. Languages Fluency in English is required; knowledge of French is an asset. Assessment Method Evaluation of qualified candidates may include an assessment exercise which will 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.