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Special Notice
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Extension of the appointment
is subject to Extension of the mandate and/or the availability of the funds.
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. UNECA is committed to promoting geographical distribution
and gender equality within its Secretariat Women candidates are strongly
encouraged to apply.
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Org. Setting and Reporting
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This post is located in the
Public Information and Knowledge Management Division (PIKMD). The incumbent
works under the direct supervision of the Chief, Knowledge and Library Services
Section.
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Responsibilities
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• Finalize an Archives and
Records Management (ARM) strategy for ECA’s vital administrative records
incorporating the capture of the past, current, and future records both in print
and electronic visual formats.
• Provides advisory services to ECA Divisions
on recordkeeping practices include: needs and business process analysis;
organization and maintenance of ECA 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 record keeping perspective and user documentation for new
systems.
• Develops training materials and user manuals; trains staff in use
of the record keeping 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.
• Initiates a strategy
for a paperless system for ARM.
• Contributes to ECA-wide business continuity
and disaster preparedness planning to ensure that vital records are safeguarded.
• Evaluates programme effectiveness by conducting periodic surveys of
information systems to ensure compliance with the policy.
• 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.
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Competencies
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• 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.
• 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.
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Education
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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.
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Work Experience
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A minimum of five years of
progressively responsible experience in modern archives management, record
keeping, library, information management or related area.
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Languages
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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.
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Assessment Method
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The assessment method for this
job opening is technical test and competency based interview.
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United Nations Considerations
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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.
Candidates will be
required to meet the requirements of Article 101, paragraph 3, of the Charter as
well as the requirements of the position. The United Nations is committed to the
highest standards of efficiency, competence and integrity for all its human
resources, including but not limited to respect for international human rights
and humanitarian law. Candidates may be subject to screening against these
standards, including but not limited to whether they have committed, or are
alleged to have committed criminal offences and/or violations of international
human rights law and international humanitarian law.
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No Fee
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THE UNITED NATIONS DOES NOT
CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW
MEETING, PROCESSING, OR TRAINING). THE UNITED
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