Monday, February 17, 2014
Records Assistant, G-5. WHO, Geneva. Open until 7 March 2014
The mission of WHO is the attainment by all peoples of the highest possible level of health. Vacancy Notice No: HQ/14/GMG/TA11 Title: Records Assistant Grade: G5 Contract type: Temporary appointment Duration of contract: 1 year Date: 14 February 2014 Application Deadline: 7 March 2014 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) OBJECTIVES OF THE PROGRAMME : The objective of the Infrastructure Support Services (ISS) within the department of Operational Support and Services (OSS) is to ensure access to timely and effective infrastructure support, in order to facilitate implementation of technical programs at all organizational levels. The Infrastructure Services Support team (ISS) comprises of the following sub units: Building and Premises Management (BPM), Space Planning and Accommodation (SPA), Records and Archives (RAS), and Assets Management (AMG). Description of duties: 1. Process official records, including electronic communications, in accordance with established RAS policies and procedures and ensure appropriate treatment by: a) analysing, evaluating and classifying records; b) identifying non-official/transitory records not handled by RAS; c) determining routing of records when required; d) verifying references and ensuring consistency of classification; e) verifying completeness and accuracy of files returned to RAS by teams; f) scanning records once they are classified, controlling the quality of scanning for legibility and completeness, ensuring the scanned images are properly exported to the server, and maintaining scanning equipment in good working condition; g) determining the need for creation of new files, assigning classification codes, file titles and index terms, and ensuring creation of physical jackets according to established procedures; h) identifying and liaising with focal points in units, contributing to maintenance and communications concerning focal point network; i) suggesting solutions and ideas to solve records-related problems and issues. 2. Maintain up-to-date knowledge of WHO organizational structure, RAS policies, procedures, terminology and standards, and provide records management guidance and advice to units by: a) initiating and maintaining contact with RAS clients b) providing guidance to RAS clients regarding RAS services, policies and procedures including the electronic records management system, and ensuring staff are aware of regular RAS training sessions c) exchanging information regularly with other records management staff in RAS in order to maintain consistent high level of service, and collaborate with Archives staff and project staff concerning the analysis, treatment and processing of records 3. Serve as information retrieval specialist for RAS clients, retrieving information requested by them. 4. Carry out filing of paper documents, pre-routing and routing activities, creation of physical jackets, and other related duties as required. REQUIRED QUALIFICATIONS Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Formal education in archives or records management is a strong asset. Skills: Job skills and knowledge, including knowledge of RAS policies and procedures, skills related to electronic records management, and skills related to provision of customer service, are updated and improved by self-study, in-house training, and through meetings and discussions with colleagues and supervisor. The incumbent should maintain up to date knowledge of changes in WHO structure, work procedures and practices, RAS policies and procedures, and technical developments in the field of records management.Training in computer skills, including training in electronic records management software. WHO Competencies: Knowing and managing yourself Producing results Fostering integration and teamwork Experience: 5 years work experience, including at least 3 years in an archives or records management programme and at least 2 years in an international environment. Languages: Expert knowledge of English with intermediate knowledge of French required. Additional Information: A written test may be used for screening purposes. Other similar positions at the same grade level may be filled from this vacancy notice. This vacancy is published in English only. Priority will be given to internal candidates This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. Annual salary: (Net of tax) CHF 75093 at single rate CHF 75093 with primary dependants A written test and interviews may be used as a form of screening Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.