Tuesday, February 25, 2014
Information Management Officer, P-3. OCHA, UN Secretariat, Tacloban (Philippines). Open until 4 March 2014
ORGANIZATIONAL SETTING AND REPORTING RELATIONSHIPS: This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in the Tacloban Sub-Office, the Philippines. The Information Management Officer reports to the Head of the Sub-Office and closely confers with the Information Management Officer, (P4) Manila. RESPONSIBILITIES: Within delegated authority, the incumbent will serve as Information Management Officer in the Office for the Coordination of Humanitarian Affairs (OCHA) in the Philippines. The incumbent will be responsible for the following duties: • Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. • Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment. • Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support. • Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems. • Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned. • Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. • Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section’s storage facilities meet environmental standards. • Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritization of preservation and description programme requirements. • Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff. • Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization. • Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. • Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. • Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. • Performs other related duties, as required. COMPETENCIES PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. 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. PLANNING& 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; uses time efficiently. QUALIFICATIONS Experience: A minimum of five (5) years of progressively responsible professional experience in modern archives management, record keeping, library, information management or related area is required. Experience in Information management in a crisis, disaster, humanitarian emergency or recovery context is required. Experience in the Asia and Pacific region is desirable. Education: Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Languages: English and French are the working languages of the UN Secretariat. For the position advertised, fluency in English is required. Knowledge of Tagalog or UN official language is an advantage. How to apply: The position is intended to fill functions of short-term duration This temporary position is for an initial period until 31 Dec 2014. All posts are subject to availability of funds. Please state your full name and the temporary job opening notice number OCHA/G/14/2014 as the subject in your e-mail application and send one email application for every temporary job opening announcement. Documents should be saved as pdf file, with the title formatted as follows: FAMILY NAME_given name_ Doc-t type.pdf. For example: GREY_Joe _PHP.pdf. All applicants are requested to submit a completed personal history profile (PHP) to Abdi Farah firstname.lastname@example.org and Qadim Khan email@example.com with a copy to firstname.lastname@example.org . The temporary job opening notice number OCHA/G/14/2014. Note that applications to United Nations Secretariat positions can be generated in the new Inspira recruitment system. We encourage you to create an electronic personal history profile and to apply to these and other positions for which you are interested and qualified at http://inspira.un.org Note that applicants’ eligibility cannot be fully assessed if the personal history profile is not properly completed. Applications received after the deadline will not be accepted. 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her; in this context, all staff members are expected to move periodically to new functions in their careers In accordance with established rules and procedures. "The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts."