Monday, February 10, 2014
Information Management Assistant, G-5. UN Secretariat, DM, ARMS. Open until 28 February 2014
Job Title: Information Management Assistant, G5 Department/ Office: Office of Central Support Services Duty Station: NEW YORK Posting Period: 29 January 2014-28 February 2014 Job Opening number: 14-IMA-DM OCSS-32937-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Archives and Records Management Section (ARMS), Department of Management. The incumbent will be under the direct supervision of an Information Management Officer. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Provides standard and ARMS-specific applications support. • Conducts end-user training relating to standard and ARMS-specific electronic record keeping systems in Secretariat offices. • Registers Section’s incoming and outgoing records in electronic ARMS record keeping system (i.e. TRIM). • Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation. • Provides support to records management projects in Secretariat offices, including showing records management focal points how to aggregate, file and pack records, create electronic file lists in preparation for records transfer, and arrange for their transportation from offices to ARMS repositories. • Assists in accessioning, disposition, description, and database updating activities as they relate to the Section’s records management programme. • Satisfies requirements for the procurement, payment and inspection of goods and services using IMIS applications. • Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database. • 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. • Supports internal records retrieval, loan, reproduction, and staff clearance operations. • Drafts routine correspondence to other UN offices or to external researchers, takes minutes of meetings for approval of Unit Chief. • Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites. • Conducts research as requested by more senior staff. • Provides administrative support (e.g. leave and attendance recording, review of budget submissions, prepare travel requests, requisitions for supplies and equipment, etc.) for the Unit and Section Chiefs and undertakes other duties as assigned. • Monitors the Section’s heating, ventilation, and air conditioning (HVAC) system as well as the physical security of the premises. Work implies frequent interaction with the following: Archives, records management, library, distribution and information technology staff throughout the Secretariat and other United Nations agencies. Staff in records-originating and user offices and other user clients, including external users, e.g., scholarly researchers, governments, international organizations, etc. Vendor sales and technical personnel Delegates, Missions. Results Expected: Works under supervision/guidance of more senior information management staff. Contributes to the effectiveness and efficiency of the unit by providing specialized assistance to more senior information management staff in the assigned areas of responsibility. 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; 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. 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. • 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. Work Experience A minimum of five years of experience in archives, electronic record management or related area is required. Experience with UN administrative systems and processes (e.g. IMIS, Umoja, Procurement, Inspira) or similar systems is desirable. Experience using the ARMS’s electronic records management system (i.e. TRIM) 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. 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 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.