| Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
| OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
| Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
| REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
| Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
| Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
| Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
| Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
| Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date | ||||||||||||||||||||||||||
| Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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Showing posts with label Records and Archives Unit. Show all posts
Showing posts with label Records and Archives Unit. Show all posts
Monday, March 23, 2015
Assistant , G-4 (2 positions). WHO, Geneva. Open until 9 April 2015
Monday, October 17, 2011
Senior Information Resources & Services Assistant (Records & Archives). ADB, Manila. Open until 27 October 2011
Senior Information Resources & Services Assistant (Records & Archives)
Facilities and Asset Management Division, Office of Administrative Services
Closing date: 27 Oct 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
To assist the Records and Archives section of the Information Resources and Services Unit in the management of ADB's records in electronic and paper formats and filing system, as well as in providing training and advice to various departments/offices in ADB headquarters (HQ) and resident missions/representative offices (RMs/ROs) primarily on electronic records and documents management.
Expected Outcomes:
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluate the results of these tests and report the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Advisory and Training
Advises concerned staff in departments/offices in ADB HQ, Board offices and RMs/ROs on various aspects of records management. Provides inputs in developing policies and procedures for ERMS users. Orients and guides staff on various aspects of managing paper and electronic records. Prepares and updates course materials for training programs, including eLearning materials.
Recommends improvements in file maintenance procedures, proposes revisions and other updates to the records management and maintenance manual and subject classification guide. Updates and maintains records database/s.
Trains service providers on document preparation, appraisal and proper disposition of records.
Records Management Audit
Participates in records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned and reflected in the incumbent's work plan.
Educational Requirements:
Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience And Other Requirements:
Work experience
At least 5 years overall experience in library, records and/or information management
Technical knowledge
Sound working knowledge and understanding of ADB's records management system, policies and procedures
Sound working knowledge of digital imaging and electronic documents conversion processes
Sound working knowledge of ADB's ISO 14001/EHSMS 18001 best practices particularly on records management
Proficient in ADB standard software programs and information technologies
People and leadership skills
Able to liaise and work effectively with staff within own work location
Able to work collaboratively with teams as a constructive team member
Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
Deals with routine queries and correspondence in accordance with procedures
Proactively seeks relevant development opportunities and submits for approval
Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
Adjusts style and approach to respect and serve different clients
Conveys messages by asking questions and using different approaches
Identifies when a client issue requires escalation
Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving
Proposes solutions to minimize delays and setbacks in completing work
Reviews all task objectives and achieves core deliverables
Uses time management and organizational skills to promptly complete work to the required standard
Delivers beyond the stated task objectives
Working Together
Consistently works effectively with individuals of different views, culture, nationality, gender, and age
Consistently seeks assistance when requirements are unclear
Provides timely updates on relevant information
Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing
Uses effective written and oral communication in preparing documents, presentations and interactions
Asks questions to understand how to follow up on feedback
Locates relevant information to expedite workflow
Innovation and Change
Adopts new policies, systems and processes in a timely fashion
Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff and senior National Staff
Facilities and Asset Management Division, Office of Administrative Services
Closing date: 27 Oct 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
To assist the Records and Archives section of the Information Resources and Services Unit in the management of ADB's records in electronic and paper formats and filing system, as well as in providing training and advice to various departments/offices in ADB headquarters (HQ) and resident missions/representative offices (RMs/ROs) primarily on electronic records and documents management.
Expected Outcomes:
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluate the results of these tests and report the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Advisory and Training
Advises concerned staff in departments/offices in ADB HQ, Board offices and RMs/ROs on various aspects of records management. Provides inputs in developing policies and procedures for ERMS users. Orients and guides staff on various aspects of managing paper and electronic records. Prepares and updates course materials for training programs, including eLearning materials.
Recommends improvements in file maintenance procedures, proposes revisions and other updates to the records management and maintenance manual and subject classification guide. Updates and maintains records database/s.
Trains service providers on document preparation, appraisal and proper disposition of records.
Records Management Audit
Participates in records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned and reflected in the incumbent's work plan.
Educational Requirements:
Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience And Other Requirements:
Work experience
At least 5 years overall experience in library, records and/or information management
Technical knowledge
Sound working knowledge and understanding of ADB's records management system, policies and procedures
Sound working knowledge of digital imaging and electronic documents conversion processes
Sound working knowledge of ADB's ISO 14001/EHSMS 18001 best practices particularly on records management
Proficient in ADB standard software programs and information technologies
People and leadership skills
Able to liaise and work effectively with staff within own work location
Able to work collaboratively with teams as a constructive team member
Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
Deals with routine queries and correspondence in accordance with procedures
Proactively seeks relevant development opportunities and submits for approval
Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
Adjusts style and approach to respect and serve different clients
Conveys messages by asking questions and using different approaches
Identifies when a client issue requires escalation
Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving
Proposes solutions to minimize delays and setbacks in completing work
Reviews all task objectives and achieves core deliverables
Uses time management and organizational skills to promptly complete work to the required standard
Delivers beyond the stated task objectives
Working Together
Consistently works effectively with individuals of different views, culture, nationality, gender, and age
Consistently seeks assistance when requirements are unclear
Provides timely updates on relevant information
Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing
Uses effective written and oral communication in preparing documents, presentations and interactions
Asks questions to understand how to follow up on feedback
Locates relevant information to expedite workflow
Innovation and Change
Adopts new policies, systems and processes in a timely fashion
Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff and senior National Staff
Tuesday, March 15, 2011
Associate Information Resources and Services Officer (Records and Archives). ADB, Manila. Open until 24 March 2011
Associate Information Resources and Services Officer (Records and Archives), Manila
Job Purpose:
To provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR).
Expected Outcomes:
Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:
Administrative Support
- Assists the Unit Head, OAFA-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
- Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, electronic documentation, including outsourcing of services.
- Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
- Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
- Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
- Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
- Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAFA-IR, Director, OAFA and/or PD. OAS.
- Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with OAFA-FM.
- Coordinates training in the Unit, verifies work effectiveness, decorum and punctuality; and provides information for staff performance evaluation.
- Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of BPHR.
Supervision of Central Files and Archives Program
- Supervises ADB's Central Files by providing support to assistant (Central Files) in monitoring and supporting Central File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
- Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
- Supports the leadership and oversight of ADB's electronic document filing systems.
- Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
- Ensures environmental, intellectual, and physical control over ADB's archival collection.
- Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
Others
- Performs other duties as may be assigned and reflected in the incumbent's workplan.
Educational Requirements:
Bachelor's degree in archives administration, library science, or other information management discipline; preferably with advanced degree.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years experience in information management disciplines
Technical knowledge
- Thorough knowledge of archival operations and preservation techniques.
- Comprehensive knowledge and understanding of ADB's established records management policies and procedures.
- Comprehensive knowledge of ADB's electronic systems for the storage and retrieval of documents.
- Effective report-writing and communication skills in English.
People and supervisory skills
- Able to work collaboratively with teams as a constructive team member.
Strong oral and written communications skills.
Core Competencies:
Application of Technical Knowledge and Skills
Applies updated advancements in own knowledge area to relevant tasks
Applies knowledge and practical skills to independently perform some complex tasks
Conveys the need to use updated project approaches
Client Orientation
Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
Proposes options to clients that may better meet their needs than current approaches
Defines and delivers to agreed standards with clients
Achieving Results and Problem Solving
Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
Self-monitors achievement of results according to work plans
Identifies different stakeholder needs and desired outcomes when planning for outcomes
Independently solves problems and makes recommendations
Working Together
Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing
Checks with audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution
Independently amends and clarifies messages and documents
Innovation and Change
Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff (IS) and senior National Staff (NS)
Job Purpose:
To provide diverse administrative and coordination support in the day-to-day supervision of the Records & Archives group of the Information Resources and Services Unit (OAFA-IR).
Expected Outcomes:
Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:
Administrative Support
- Assists the Unit Head, OAFA-IR in planning the yearly work program by providing information about past year's accomplishments, future needs, and available resources.
- Provides preliminary analysis and supports special studies on various work improvement projects initiated by the unit, particularly in the areas of records and archives management, electronic documentation, including outsourcing of services.
- Provides input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments.
- Makes recommendations for upgrading the storage and retrieval mechanisms currently used by the unit, with a view toward the disposal of records that have microfilm or electronic facsimiles.
- Provides input and advice on streamlining and formalizing workflow related to the transfer of paper-based records from departments to the records center.
- Assists in the supervision of the records management component of the ADB-wide electronic documents repository system and makes recommendations for improvements as necessary.
- Prepares periodic reports on budget planning and monitoring, progress on major tasks, overtime utilization and activities and indicators of the Unit as required by the Unit Head, OAFA-IR, Director, OAFA and/or PD. OAS.
- Reviews ADB-wide requirements for filing facilities, and coordinates the layout of file rooms and installation of appropriate equipment with OAFA-FM.
- Coordinates training in the Unit, verifies work effectiveness, decorum and punctuality; and provides information for staff performance evaluation.
- Coordinates and serves as a resource speaker for Records Management Seminars organized by the Training Section of BPHR.
Supervision of Central Files and Archives Program
- Supervises ADB's Central Files by providing support to assistant (Central Files) in monitoring and supporting Central File Custodians in all aspects of their work (i.e. records processing, file station maintenance, and other duties).
- Ensures effective cooperation with user Department and Offices by coordinating with concerned staff on records management requirements of the organization unit.
- Supports the leadership and oversight of ADB's electronic document filing systems.
- Supports the oversight of ADB's archives program and handles identifying, conserving, and protecting ADB's information heritage stored in the archives repository.
- Ensures environmental, intellectual, and physical control over ADB's archival collection.
- Promotes the importance and use of archival materials through public awareness programs, exhibits, and other promotional activities.
Others
- Performs other duties as may be assigned and reflected in the incumbent's workplan.
Educational Requirements:
Bachelor's degree in archives administration, library science, or other information management discipline; preferably with advanced degree.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years experience in information management disciplines
Technical knowledge
- Thorough knowledge of archival operations and preservation techniques.
- Comprehensive knowledge and understanding of ADB's established records management policies and procedures.
- Comprehensive knowledge of ADB's electronic systems for the storage and retrieval of documents.
- Effective report-writing and communication skills in English.
People and supervisory skills
- Able to work collaboratively with teams as a constructive team member.
Strong oral and written communications skills.
Core Competencies:
Application of Technical Knowledge and Skills
Applies updated advancements in own knowledge area to relevant tasks
Applies knowledge and practical skills to independently perform some complex tasks
Conveys the need to use updated project approaches
Client Orientation
Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
Proposes options to clients that may better meet their needs than current approaches
Defines and delivers to agreed standards with clients
Achieving Results and Problem Solving
Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
Self-monitors achievement of results according to work plans
Identifies different stakeholder needs and desired outcomes when planning for outcomes
Independently solves problems and makes recommendations
Working Together
Maintains collaborative relationships within the Department
Works effectively with diverse colleagues in own and other Divisions and Departments
Flexibly alters positions and adjusts previously stated points of view to support the group consensus
Follows through on team priorities in the absence of a team leader
Communication and Knowledge Sharing
Checks with audience's level of understanding and awareness of required follow up actions
Consistently seeks and addresses feedback on own performance
Creates knowledge products endorsed for wider distribution
Independently amends and clarifies messages and documents
Innovation and Change
Actively supports work improvement and/or organizational change by work and deed
Develops and adopts change plans to support Division initiatives on which one works
Considers current and future client needs in proposing ideas
Vocalizes early support for change
Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
Supervisor: Designated International Staff (IS) and senior National Staff (NS)
Wednesday, April 28, 2010
Information Management Officer, P-3. UN Office at Geneva. Open until 18 June 2010
Information Management Officer, P-3
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DEADLINE FOR APPLICATIONS: 18 Jun 2010
DATE OF ISSUANCE: 19 Apr 2010
ORGANIZATIONAL UNIT: United Nations Office at Geneva
DUTY STATION: Geneva
VACANCY ANNOUNCEMENT NUMBER: 10-IMA-UNOG-424354-R-GENEVA (G)
Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination. 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.
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Responsibilities
Under the supervision of the Chief, Registry, Records and Archives Unit, UNOG Library, the incumbent is responsible for: 1. ELECTRONIC RECORDS MANAGEMENT(ERM): - Participates in the planning, implementation and management of an electronic records management system for UNOG services; - Participates in the establishment of policies and procedures for electronic records management at UNOG; - Ensures the accurate capturing, storage, data entry, security and retrieval of and access to the records in the system; - Coordinates with the relevant IT Services regarding system administration of the ERM system; - Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems; - Researches, analyses and evaluates new applications of information technology to archives and records management, specifically digitization projects, and makes recommendations for their deployment; - Participates in recordkeeping improvement and digitization 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. 2. IMPLEMENTATION OF RECORDS MANAGEMENT PROCEDURES AND POLICIES: - Provides advisory services on recordkeeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications; - Manages electronic records accession and disposition functions by applying the life-cycle concept to information assets, including records appraisal by liaising with records-originating offices regarding the transfer and/or disposal; - Manages archival processing activities by overseeing adherence to preservation, international archival description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements; - Performs reference functions by advising internal and external users about electronic records holdings and accessibility; - 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. 3. OUTREACH AND TRAINING FOR ELECTRONIC RECORDS MANAGEMENT: - Participates in developing client outreach strategies and in their implementation; - Participates in the UNOG Library's Knowledge Management programmes; - Designs and implements training programmes for groups and individual UNOG staff; - Provides advisory services and consultations on electronic records management. 4. ASSISTANCE TO CHIEF OF UNIT: - replaces chief of unit during absences - assists chief of unit directly in any archives or library-related task and acts as deputy.
Competencies
PROFESSIONALISM : Sound knowledge of information management and/or technology, with specialization and experience in archival or information science. Domains of professional knowledge include the following: the nature of records and record keeping, including records in electronic media; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge of research practices and trends, specifically in electronic records management. Demonstrated experience in business analysis; demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, making conclusions and recommendations. COMMUNICATION: Demonstrated experience in communicating to varied audiences on records management principles; demonstrated networking abilities; speaks and writes clearly and effectively; listens to others; correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrated openness in sharing information and keeping people informed. ACCOUNTABILITY : Takes ownership of all responsibilities and honoring commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules, specifically concerning confidential information; 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. TECHNOLOGICAL AWARENESS : Solid computer skills particularly in using relevant technology and its application to archives and record keeping; demonstrated experience in ICT applications for electronic records management; sound knowledge of digitization technology; keeps abreast of available technology; understands applicability and limitations of technology to records management; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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QUALIFICATIONS
Education
Advanced university degree in records management, in archives or information management.
Work Experience
At least 5 years of progressively responsible experience in archives, record keeping or information management functions of which a minimum of 2 years in electronic records management.
Languages
English and French are the working languages of the United Nations. For this post, very good knowledge of English and working knowledge of French is required.
Other Skills
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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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to apply
All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.
Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.
1.To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.
2.After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.
3.In completing the PHP, please note that all fields marked with an asterisk must be completed.
4.UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.
E-mail: hrms@unog.ch,
Fax: 41-22-917- 0074
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DEADLINE FOR APPLICATIONS: 18 Jun 2010
DATE OF ISSUANCE: 19 Apr 2010
ORGANIZATIONAL UNIT: United Nations Office at Geneva
DUTY STATION: Geneva
VACANCY ANNOUNCEMENT NUMBER: 10-IMA-UNOG-424354-R-GENEVA (G)
Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination. 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.
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Responsibilities
Under the supervision of the Chief, Registry, Records and Archives Unit, UNOG Library, the incumbent is responsible for: 1. ELECTRONIC RECORDS MANAGEMENT(ERM): - Participates in the planning, implementation and management of an electronic records management system for UNOG services; - Participates in the establishment of policies and procedures for electronic records management at UNOG; - Ensures the accurate capturing, storage, data entry, security and retrieval of and access to the records in the system; - Coordinates with the relevant IT Services regarding system administration of the ERM system; - Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems; - Researches, analyses and evaluates new applications of information technology to archives and records management, specifically digitization projects, and makes recommendations for their deployment; - Participates in recordkeeping improvement and digitization 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. 2. IMPLEMENTATION OF RECORDS MANAGEMENT PROCEDURES AND POLICIES: - Provides advisory services on recordkeeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications; - Manages electronic records accession and disposition functions by applying the life-cycle concept to information assets, including records appraisal by liaising with records-originating offices regarding the transfer and/or disposal; - Manages archival processing activities by overseeing adherence to preservation, international archival description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements; - Performs reference functions by advising internal and external users about electronic records holdings and accessibility; - 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. 3. OUTREACH AND TRAINING FOR ELECTRONIC RECORDS MANAGEMENT: - Participates in developing client outreach strategies and in their implementation; - Participates in the UNOG Library's Knowledge Management programmes; - Designs and implements training programmes for groups and individual UNOG staff; - Provides advisory services and consultations on electronic records management. 4. ASSISTANCE TO CHIEF OF UNIT: - replaces chief of unit during absences - assists chief of unit directly in any archives or library-related task and acts as deputy.
Competencies
PROFESSIONALISM : Sound knowledge of information management and/or technology, with specialization and experience in archival or information science. Domains of professional knowledge include the following: the nature of records and record keeping, including records in electronic media; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge of research practices and trends, specifically in electronic records management. Demonstrated experience in business analysis; demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, making conclusions and recommendations. COMMUNICATION: Demonstrated experience in communicating to varied audiences on records management principles; demonstrated networking abilities; speaks and writes clearly and effectively; listens to others; correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrated openness in sharing information and keeping people informed. ACCOUNTABILITY : Takes ownership of all responsibilities and honoring commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules, specifically concerning confidential information; 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. TECHNOLOGICAL AWARENESS : Solid computer skills particularly in using relevant technology and its application to archives and record keeping; demonstrated experience in ICT applications for electronic records management; sound knowledge of digitization technology; keeps abreast of available technology; understands applicability and limitations of technology to records management; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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QUALIFICATIONS
Education
Advanced university degree in records management, in archives or information management.
Work Experience
At least 5 years of progressively responsible experience in archives, record keeping or information management functions of which a minimum of 2 years in electronic records management.
Languages
English and French are the working languages of the United Nations. For this post, very good knowledge of English and working knowledge of French is required.
Other Skills
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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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to apply
All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.
Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.
1.To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.
2.After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.
3.In completing the PHP, please note that all fields marked with an asterisk must be completed.
4.UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.
E-mail: hrms@unog.ch,
Fax: 41-22-917- 0074
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