Information Management Specialist - Temporary Appointment - New York - P4
Job Number: 498772 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context (Please outline the type of office this position is in, in addition to its supervisor) : This post will be in ITSS – ECM section, reporting to –Senior Project Manager, ECM (with dotted line responsibility to the Chief, KMS).
The Project's goal is to take a systemic approach that introduces and institutionalizes Electronic Content Management (including systems, policies, procedures, standards, guidance, and governance), providing improved search functionality, document and records management, archives management, content management, content reuse and repurposing, and collaboration across UNICEF. As additional benefits it seeks to reduce risks, improve usability of tools, provide significant savings, enable new organizational capabilities and comply with several audit recommendations. These goals will be implemented in keeping with the organizational strategy and information management requirements of stakeholders in various business areas.
Purpose for the job
Under the general guidance of the Senior Project Manager – ECM (with a dotted line responsibility to the Chief, ITSS-KMS), the Information Management Specialist is responsible for developing and implementing information management and governance policies, metadata and classification schemas, information architecture structures (focusing especially on user experience as well as other information management requirements), and other duties including revising and implementing information management policies and procedures focused on the management of electronic documents and records. The incumbent will be primary resource to create guidance and provide expert advice on best practices, techniques and promote adoption and mainstreaming of Enterprise Records and Content Management platforms. The incumbent will be responsible for working with others on the ECM team to establish and implement technical standards for both electronic and physical records. The incumbent will also be responsible for supporting and directing the technical architecture of the centralized solutions for Enterprise Records Management solutions including physical records management with rest of UNICEF's ecosystem (ERP and non ERP transactional systems and collaborative platforms) in conjunction with the ECM team. The incumbent will also support the socialization of UNICEF's ECM systems and procedures by communicating and linking them appropriately with business objectives across the organization, and engaging in appropriate organizational dialogue in in-person and online contexts.
Key functions, accountabilities and related duties/tasks (Please outline the key accountabilities for this position and underneath each accountability, the duties that describe how they are delivered. Please limit to four to seven accountabilities)
Summary of key functions/accountabilities:
The incumbent will work closely within the ITSS Division and with Information\Knowledge Management focal points in other divisions and offices to
1. Support development of strategy, policies, procedures and guidance.
Participate in requirements gathering, planning, evaluation and development of strategies for methods to use, share, manage and preserve/dispose of electronic documents. Take into account all relevant aspects of organizational strategy, including technology strategies, programme strategies, operational strategies, relevant input from other parts of the organization concerning risk management and business continuity, etc. Draft or support drafting of policies and procedures for ECM. Author supporting guidance, communications materials and documentation. Share appropriately, and lead or participate in organizational knowledge sharing and adoption strategy to promote their adoption. Assess and implement various software and automation enhancements to improve Document Management and Records Management within the organization's ECM systems. Support the development of Document and Records Management good practices based on lessons learned, in alignment with organizational strategies.
2. Develop, manage and maintain an enterprise information architecture for supporting document and records management in an electronic environment.
Develop and iterate enterprise information architecture, ensuring correspondence with user/business requirements. Support inclusion of the information architecture in the organization's ECM systems, as appropriate, through configuration and through work with developers. Maintain and update as required. Information architecture development should take into account requirements originating in all aspects of the organization's ECM work, as organized and supported within this team.
3. Develop and support the implementation of document and records management policies, procedures and guidance for both electronic and physical records.
Identify and document existing document/records processes, and take into account identified applicable regulatory document retention requirements. Collaborate with a variety of stakeholders to document, propose and implement business process improvements. Understand and take account of business-focused needs for content discovery, to support key organizational business processes. Set up, configure and implement hierarchical storage management within the organization's ECM systems, including both independently and by a developers. Propose required migration/ disposal strategies for any repositories/archives to be brought into this system. Support operationalization of electronic and physical record filing and disposition. Where required, coordinate and automate bulk scanning and capture to turn hard copy documents and physical records into properly stored electronic copies. Develop approaches to facilitate conversion of paper records to electronic records. Participate in the migration of any legacy records management applications to current UNICEF ECM systems. This work will require frequent management of software/system developers and technical experts.
4. Implement enterprise metadata and taxonomy standards for internal users.
Support the implementation of metadata and taxonomy standards, based on industry good practices, usability requirements, and any relevant work done previously/elsewhere within the organization. Take care to ensure correspondence between standards and user/business requirements. Apply these standards appropriately through ECM and related systems, through configuration, inclusion in standard templates, default application or auto-classification as feasible and appropriate. Maintain and update standards as required to accommodate emerging trends and changes in the organization's technology and business landscape.
Impact of Results (Please briefly outline how the efficiency and efficacy of the incumbent impacts its office/division and how this in turn improves UNICEF's capacity in achieving its goals)
The incumbent's efficiency and efficacy is an essential enabler for the use of ECM across the whole of UNICEF. By utilizing good practices, applying technical expertise, innovating and effectively promoting and guiding the update of effective information management, the incumbent's work will help the organization:
• Save costs, by avoiding duplication of content; reducing time required to generate, organize and store documents and records; and re-utilizing existing documented knowledge and enabling its transparent discovery, as appropriate, across the organization.
• Reduce risks, by helping ensure that essential documents and records are available to the organization, are not lost, are retained for the proper period and are then appropriately archived or disposed.
• Strengthen impact, by making it possible for staff to act on the basis of the 'single version of the truth', i.e. up-to-date policies and procedures, and the most recent documented research and knowledge shared internally.
• Provide the indispensable foundation for efforts at wider exchange of tacit knowledge (staff experience); without a strong basis of managed documentation, knowledge exchange efforts cannot succeed.
Competencies and level of proficiency required (please base on UNICEF Competency Profiles)
Diversity and inclusion
Drive For Results (III)
Working with people (III)
Applying Technical Expertise (III)
Leading And Supervising (III)
Planning And Organizing (III)
VI. Recruitment Qualifications
• An advanced university degree (Master's) in Archival Studies, Records and Information Management, Library Sciences, or related field(s) is required.
• A minimum of eight (8) years of relevant experience in implementing Enterprise Content Management (including EDRM, web/intranet content management, KM and/or DAM) or related systems is required
• Strong experience developing and implementing policies, procedures, documentation and communication materials are required.
• Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
• Prior work experience with taxonomy creation, management and application to information management systems is required.
• Previous hands on experience in electronic and physical records management along with usability/user-centered design is highly desirable.
• Working knowledge of windows OS, IIS web server, SharePoint is desirable.
• Good understanding of MS framework and tools is desirable.
Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Opening Date 29 Aug 2016 Eastern Standard Time
Closing Date 13 Sep 2016 Eastern Standard Time