| Posting Title: | Senior Legal Assistant (Senior Archives Assistant), G7 |
| Job Code Title: | SENIOR LEGAL ASSISTANT |
| Department/Office: | Office of Legal Affairs |
| Duty Station: | NEW YORK |
| Posting Period: | 13 November 2017 - 12 December 2017 |
| Job Opening Number: | 17-Legal Affairs-OLA-87987-R-New York (O) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.
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
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.
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.
This position is located in the Office of the Under-Secretary-General for Legal Affairs (OUSG) in the Office of Legal Affairs (OLA). The incumbent reports to the Special Assistant to the Under-Secretary-General.
Responsibilities
Under the direct supervision of the Special Assistant to the Under-Secretary-General of Office of Legal Affairs, the Senior Archives Assistant will be responsible for the following duties:
• Manage the OLA Registry and classify documentation into categories for quick retrieval from Dt-search data base.
• Establish a work plan for the practical implementation of the electronic records and archives management system.
• Review periodically, the contents of files and select material to be discarded or centrally archived. Advise legal officers of the transfer and/or disposal of their records, ensure retention schedules are applied, and that registration and physical aspects of storage transfers meet established standards.
• Make recommendations for the formulation of the office's policies and procedures relating to the records management and archives.
• Participate in the evaluation and testing of document management applications.
• Conduct research for Legal Officers, including searching for precedents whether in the OLA files, databases or elsewhere.
• Review and analyze incoming material and assign appropriate file classification, incorporate new data into a computerized index and establish new file categories as needed.
• Manage, on an ongoing basis, paper-based and electronic documents, including their integration into the automated United Nations information system and conduct regular data quality control checks on bibliographic data.
• Assist the Legal Officer in compiling Legal Opinions for the Juridical Year book.
• Conduct training sessions on Records Management and Archival procedures, for review and new incoming staff and interns.
• Assist in the administration of the Unit and supervision of junior General Service Staff.
Competencies
• Manage the OLA Registry and classify documentation into categories for quick retrieval from Dt-search data base.
• Establish a work plan for the practical implementation of the electronic records and archives management system.
• Review periodically, the contents of files and select material to be discarded or centrally archived. Advise legal officers of the transfer and/or disposal of their records, ensure retention schedules are applied, and that registration and physical aspects of storage transfers meet established standards.
• Make recommendations for the formulation of the office's policies and procedures relating to the records management and archives.
• Participate in the evaluation and testing of document management applications.
• Conduct research for Legal Officers, including searching for precedents whether in the OLA files, databases or elsewhere.
• Review and analyze incoming material and assign appropriate file classification, incorporate new data into a computerized index and establish new file categories as needed.
• Manage, on an ongoing basis, paper-based and electronic documents, including their integration into the automated United Nations information system and conduct regular data quality control checks on bibliographic data.
• Assist the Legal Officer in compiling Legal Opinions for the Juridical Year book.
• Conduct training sessions on Records Management and Archival procedures, for review and new incoming staff and interns.
• Assist in the administration of the Unit and supervision of junior General Service Staff.
• Professionalism: Knowledge of organizational legal framework, relevant legal processes, procedures and terminology for review, examination, preparation and processing of legal documents. Ability to conduct research using diverse legal research sources (including electronic sources on the internet, intranet and other data bases). Ability to review and synthesize information and present findings and recommendations in a required format. Knowledge of information management, classification and retrieval systems. Ability to classify and index materials in an orderly and easily understood manner that is responsive to user demands. Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials. 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. 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.
• 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.
Education
• 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.
High School Diploma or equivalent.
Work Experience
A minimum of ten years of experience in paralegal, conference servicing, research work or related area is required. Experience in the field of archives and records management is required. Experience in supervising the work of junior support staff is desirable. Experience in designing classification systems for information retrieval and adaptation into optical and digital form to meet the needs of the digital age is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, 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 or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
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” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
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” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
