Friday, September 19, 2014
Posting Title: INFORMATION MANAGEMENT ASSISTANT, G6 Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Office of Central Support Services Duty Station: NEW YORK Posting Period: 17 September 2014-17 October 2014 Job Opening number: 14-IMA-DM OCSS-36832-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity 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 the Global General Service Test (GGST) 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. Org. Setting and Reporting This position is located in the Archives and Records Management Section, Commercial Activities Service, Department of Management. The Information Management Assistant reports to the Chief of the Archives and Records Management Section. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Acts as ARMS contact for Secretariat Records Management focal points: organizes meetings, and training workshops, disseminates information on records management and other ARMS services to internal and external clients. Routes requests for assistanceto appropriate professional staff member within ARMS. Participates in delivery of Records Management Orientation to new UN staff members • Supports public researchers to register with ARMS. Provides outreach support to internal and external clients through awareness raising of the Section's Internet and Intranet and dissemination of information from those sites. Compiles statistics and analyses user numbers and trends for ARMS Internet and Intranet. • Oversees space allocations, member of team responding emergency disasters and monitors environmental quality controls; arranges for the resolution of problems. • Oversees contractually stored records by facilitating the establishment of contracts and monitoring compliance; coordinates transfers to commercial storage. • Oversees archives and records management operations by supporting Unit chief in project planning and in liaises with vendors or consultants. • Maintains statistics on service and workload measures. Tracks the Section’s workload statistics which are required for annual reports on budget performance reporting. • Coordinates access and declassification reviews by preparing declassification review requests and updating the Section’s database. • Takes responsibility for all budgetary actions (Regular, support account and extra-budget) coordination, preparation, and reporting, within ARMS and in coordination with the Commercial Activities Service. Seeks inputs for budget submissions. Monitors budget allotments, verifies availability of funds, and ensures necessary approvals and entries in computerized budget systems. Reviews and monitors payment of accounts. • Takes responsibility for the revision and editing of correspondence to ensure completeness and compliance with the UN correspondence rules. Responsible for incoming and outgoing correspondence within and outside the Section, classifies files and retrieves correspondence in the Section's records management system. General • Guides and supervises more junior General Service Staff and periodically, other temporary staff. • Provides administrative support for the Section and Units chiefs and undertakes other duties as assigned. • Orders and ensures shipment of stationery and necessary equipment to various sites. Competencies • Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve information efficiently and accurately. Ability to work with figures. Ability to draft correspondence. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Ability to demonstrate flexibility, creativity and apply some judgments in assigned tasks. Ability to multi-task, identify priority activities and assignments, make adjustments as needed, uses time efficiently, foresees risks and allows for contingencies when planning. 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • 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. Education High school diploma or equivalent. Work Experience A minimum of seven years of progressively responsible experience in the field of archives, electronic record management or administration is required. Other skills/experience: Proficiency in Microsoft applications is required. Experience in using IMIS and IMDIS is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (oral and written) is required. Knowledge of French is desirable. Knowledge of other UN official languages is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. 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.
Enterprise Content Management Application Solution Analyst. P-3. ILO, Geneva. Open until 12 October 2014
Vacancy No: RAPS/3/2014/INFOTEC/01 Title: Enterprise Content Management Application Solution Analyst Grade: P.3 Contract type: Fixed-Term Appointment Date: 10 September 2014 Application Deadline (midnight Geneva time) 12 October 2014 Currently accepting applications Organization unit: DDG/MR INFOTEC Duty Station: Geneva, Switzerland General introduction The following are eligible to apply: - ILO Internal candidates in accordance with paragraphs 15 and 16 of Annex I of the Staff Regulations - External candidates Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage. In accordance with the Staff Regulations and letters of appointment, successful candidates for positions in the Professional category would be expected to take up different assignments (field and Headquarters) during their career, the desirable length of an assignment in any specific position being three to five years, following which the incumbent should be willing to move to another assignment and/or duty station. Within the context of the Office's renewed efforts to promote mobility, staff members seeking mobility are encouraged to apply to vacancies. Mobility will be given special consideration at the screening and evaluation stages. The specific language requirements for this position are detailed hereunder. Candidates whose mother tongue is not one of the ILO working languages (English, French and Spanish) shall possess a fully satisfactory working knowledge of at least one of the working languages in order to apply. If appointed, and if so required as per the position requirements, they may be required to acquire a working knowledge of a second working language during their initial years of service in the Office. The ILO values diversity among its staff. We welcome applicants from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to firstname.lastname@example.org Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries is in Appendix I. Successful completion of the Assessment Centre is required for all external candidates. Conditions of employment are described in Appendix II. INTRODUCTION The position is located in the Application Management Services (AMS) within the Information and Technology Management Department (INFOTEC). INFOTEC is responsible for information management and utilization of technology for the ILO. AMS is responsible for the IT application portfolio of the ILO. Applications and services supported include ERP, Document and Records Management, Collaboration, Business Intelligence/Dashboard solutions and point solutions as needed. The position provides expertise in the application design/implementation and business process modelling related to Enterprise Content solutions (document, records, collaboration, knowledge, etc.) and acts as a liaison between INFOTEC and business units in determining how to best implement software to streamline, automate and facilitate process efficiency and improvement. The position will report to the ECM lead within AMS. Description of Duties Specific duties 1. Gather/review business requirements and project proposals to translate them into functional designs and solution suggestions taking into consideration ILO information and technology standards, strategies, technologies and solutions. 2. Analyzes needs, enhances existing designs and implements ECM solutions (collaboration, content, document, record and archival management) that include classification, retrieval and retention processes with workflows, versioning and publishing as needed. Ensure solutions align information dissemination methods, consumers and security so that information is provided appropriately at the right times externally, internally or to specific consumer subsets within application solutions. Integrate and align solutions with the existing technology/solution framework so the ILO ECM strategy is coherently implemented. Review and recommend changes to the design, quality, stability and maintainability of solutions including standard and custom processes/solutions developed to meet organizational needs. 3. Prepare documentation (procedures, processes, user manuals, test cases, etc.) according to standards and need. Perform system testing and facilitate user acceptance testing with business partners. Provide 2nd/3rd level support to ECM solutions to resolve functional/process/procedural questions, application bugs, custom code errors, etc. Engage database/system administration and development teams for the implementation of patches, upgrades and custom code application. Adhere to accepted ILO norms for software migration, documentation and controls. 4. Participate in task forces and working groups within the Office. Implement and adhere to project management standards including preparation of status reports, project plans, effort estimations, etc. in conjunction with the project lead. Prepare briefing materials, presentations and provide training as needed to user communities. 5. Analyzes needs, enhances existing designs, supports selection of solutions and implements ILO-wide Library, publication and information management solutions. Strengthens ILO information networks internally and externally by encouraging the use of common standards, systems and procedures and the sharing of data for the information and library services. Ensure solutions align information dissemination methods, consumers and security so that information is provided appropriately at the right times externally, internally or to specific consumer subsets within application solutions. Review and recommend changes to the design, quality, stability and maintainability of solutions including standard and custom processes/solutions developed to meet organizational needs. These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties: 1. Provide hands-on support of ECM configuration, gathering business requirements, researching solutions, creating detailed functional specifications, and transitioning specifications to developers. 2. Work as a member of a team to identify opportunities for changes to the processes, systems and structures that would result in increased efficiency and effectiveness by monitoring key performance indicators and using best practices whenever possible. Participate in integration and user acceptance testing. 3. Investigate reported application problems, conducts tests to isolate problems and root cause in order to prepare clear Incident Reports for further investigation by technical operations and development experts. Conduct further diagnosis and tests as necessary to assist with problem resolution investigating and implementing workarounds where appropriate. 4. Assist in ECM planning, analysis, design, and testing activities during upgrades and provide input on tools, standards, templates, and methodology. Review design and development efforts that will support future enhancements. 5. Meets with a Section Head to plan, review and carry out work in conformity with policy guidelines, and accomplishment of assigned objectives and assignments. 6. Keeps abreast of functional changes and software releases and makes appropriate recommendations to management that will benefit the Office. 7. Demonstrate continuous effort to improve practices, decrease turnaround times, streamline work processes, and work cooperatively and jointly with others to provide quality seamless service for the Office. 8. Maintain documentation relating to business processes and training; ensure all standards and procedures are being followed and maintained according to evolving business requirements. 9. Proactively develop client relationships by listening, understanding and anticipating needs, and suggesting appropriate solutions to ensure client satisfaction and continuous alignment with the client's business needs. Required Qualifications Education First level university degree in IT, Information Management or other related field Experience At least five years of professional experience with content or information management applications with a minimum of three years implementing Microsoft Sharepoint, Oracle WebCenter or similar ECM suite. A minimum of one year of relevant experience should be at the international level. Languages See also above. Excellent command of one working language and good knowledge of another. Competencies In addition to the ILO core competencies, this position requires: Technical competencies Sound understanding of ECM implementation methodologies and best practices Sufficient understanding of the relevant business processes, operating strategies, policies and procedures within the UN environment Capability to gather, document and analyse information Ability to draw conclusions including impacts and resolution options, define strategies and suggest solutions Discernment to differentiate which issues are critical to overall organization drivers and which are not Ability to solve complex functional issues which cross organizational boundaries Ability to liaise and negotiate Ability to operate within the software development lifecycle and to engage team members and partners through the various activities in this cycle. This will include negotiation, briefings and developing, reviewing and discussion Functional and Technical Designs, Test Scripts/Scenarios, etc Advanced application software skills including Microsoft Office tools to prepare presentations, spreadsheets, word processing and project management Basic Query Language knowledge with the ability to develop and execute low-medium complexity queries in the context of ECM solutions Basic Markup Languages knowledge with the ability to understand DTD's, Schemas and format translations in the context of ECM solutions Basic Metadata formats and Document Exchange protocols knowledge in context of ECM solutions and Library applications. Behavioural competencies Effective management skills including time and task management, development of project plans, project briefs, status reports, etc. and capable of working independently and within a team environment in order to meet deadlines. Capability to guide and coordinate the work of external collaborators, general service staff or young professionals. Excellent verbal and written communication skills. Ability to work in a multicultural environment and to demonstrate gender-sensitive behaviour and attitudes. Additional Information: Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place between October 2014 and March 2015. Candidates are requested to ensure their availability should they be short listed for further consideration. -------------------------------------------------------------------------------- APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR WRITTEN TEST. APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.
Posting Title: DIGITAL ARCHIVIST, P3 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: International Residual Mechanism for Criminal Tribunals Duty Station: THE HAGUE Posting Period: 10 September 2014-10 October 2014 Job Opening number: 14-IMA-RMT-37385-R-THE HAGUE (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Special Notice The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates. Org. Setting and Reporting The position of Digital Archivist is located in the Mechanism Archives and Records Section, Registry, The Hague Branch. Under the supervision of the Chief Archivist, the incumbent will be responsible for the management of the digital records of the Mechanism for International Criminal Tribunals (“Mechanism”) and the digital component of the archives of the International Criminal Tribunal for Rwanda (“ICTR”) and the International Criminal Tribunal for the former Yugoslavia (“ICTY”). Responsibilities • Contribute to the development of strategies, policies and procedures for the management of Mechanism records. Implement strategies, policies and procedures, in collaboration with the other Archivists. o Advise Mechanism officials and staff on digital recordkeeping issues and practices. o Plan, organise, monitor and evaluate digital recordkeeping improvement projects, contributing to feasibility studies, analysis, design, development and implementation and assisting with recruitment/procurement of specialist skills or materials. o Plan, organise, monitor and evaluate the development and delivery of digital recordkeeping training programmes for Mechanism staff. • Contribute to the development and implementation of strategies, policies and procedures for the management of the archives of the ICTR and ICTY and the provision of access to them. Implement strategies, policies and procedures, in collaboration with the other Archivists and the Associate Research Officer. o Plan, organise, lead, monitor and evaluate work on acquisition, accessioning, arrangement and description, storage, preservation and conservation of digital archives. o Plan, organise, lead, monitor and evaluate work on preparation and dissemination of finding aids for digital archives. o Advise on and recommend measures to enhance the accessibility of digital archives. o Advise on the determination of requests for access to digital archives. If access is approved, provide access, and information and assistance to requesters, in collaboration with the Associate Research Officer. o Assist in advocacy and outreach programmes. Conduct research and prepare presentation and publicity material. • Lead the development and implementation of the Mechanism’s digital preservation programme. o Research, analyse and evaluate new systems or tools for the management of digital archives, and make recommendations for their deployment. o Ensure that digital repositories are developed and managed in accordance with required standards. o Plan, organise, lead, monitor and evaluate work on ingest, curation and preservation of digital content, including digital forensic activities. o Plan, organise, lead, monitor and evaluate work on delivery of digital content to discovery and delivery platforms. • Participate in the implementation of the Mechanism’s information security and access regime. Liaise with client offices regarding information security classification, and implement decisions on classification / declassification, in collaboration with the relevant Legal Officer and Associate Research Officer. • Contribute to the development and implementation of the Section’s plans for disaster preparedness, response and recovery. • Supervise, guide and train support staff. Supervise the work of contractors and consultants. • Contribute to the continuous improvement of the Section’s operations and services by: keeping abreast of professional developments; supporting audits of the Section’s work; participating in internal reviews of the Section’s work, recommending improvements and implementing approved initiatives. • Assist the Chief / Deputy Chief Archivist in planning, budgeting, procurement, finance, human resources or facilities management, as required. • Perform other duties, as required. Competencies Core Competencies: • Professionalism – Demonstrable knowledge of recordkeeping theory and practice, and of established standards in records management and archives management. Demonstrable knowledge of current standards, best practices and trends in digital preservation and digital recordkeeping. Ability to advise on recordkeeping technology based on analysis of organisational objectives. Demonstrable conceptual, analytical and evaluative skills. Ability to conduct research and analysis, and formulate and present recommendations. 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. 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. • Teamwork – Works collaboratively with colleagues to achieve organisational 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 limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. • Managing Performance – Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. • Judgement / Decision-making – Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organisation; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary. Education Advanced university degree in archival science, records management, information management or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of an advanced university degree. Work Experience Minimum of five years of progressively responsible experience in archives management, records management or information management. Experience of managing digital records and archives, including digital preservation, is required. Experience of strict information security regimes is highly desirable. Experience with international tribunals or national courts is desirable. Experience in project management is an asset. Languages English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Working knowledge of French is desirable. Assessment Method There may be a technical test and / or a competency-based interview. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. 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. 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.