Traineeships in the Information Management Division. ECB, Frankfurt. Open until 7 June 2017

Traineeships in the Information Management Services Division

Reference: 2017-140-TRA

Closing Date for Applications: Wed, 7 Jun 2017

Functional area: Secretariat

Function:The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in librarianship, archives and/or records management to participate in a traineeship in its Information Management Services Division (IMS) for an initial period of up to six months.
IMS is responsible for the following tasks:

• developing, maintaining and guiding the implementation of information management policies and procedures, and providing records management services, including in the area of data protection;
• managing the ECB’s physical and electronic archives and arranging for the disclosure of archived information when required, as well as the disposal of information in accordance with the ECB’s information retention policy;
• managing the ECB library and providing staff with print and electronic publications and information services;
• supporting the further development of enterprise content management and coordinating the selection of systems and tools for: (i) the archives and library, (ii) collaboration, and (iii) document and records management;
• providing related practical training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.

The Division is divided into four teams: Archives, Library, Information Management Policy and Records Management, and Information Management Solutions.
As a Trainee, you will contribute to a selection of the following tasks carried out by the Library, Archives, and Information Management Policy and Records Management teams, according to your expertise:

• assisting in developing and updating the ECB’s information management policies, procedures and guidelines;
• streamlining and raising awareness of staff guidance material in order to encourage adherence to the ECB’s information management policies and procedures;
• compiling an inventory of the ECB’s information-holding systems and helping to assess their compliance with the ECB’s information management policies and procedures;
• quantitative and qualitative monitoring and reporting on information management practices;
• arranging and describing archival or library holdings (including audio-visual material) according to recognised standards;
• acquiring and appraising archives’ material to meet business needs;
• assisting in carrying out sensitivity reviews of archival records;
• specifying and/or testing functional requirements for records management and electronic archives management;
• providing reference services at the Library Welcome Desk using print and electronic resources;
• supporting the development of tailor-made information services to meet business and research needs through the scanning of literature and the use of news monitoring services, online databases, etc.;
• contributing to the Division’s information management projects, for example: digital archiving and preservation, digitisation of media assets, implementation of retention, mobile reading.

Qualifications and experience:You will bring to the role:

• a bachelor’s level qualification in librarianship, information, archives and/or records management or, if your first degree is not in this field, a postgraduate diploma, master’s or higher degree ̶ or enrolment in such postgraduate studies ̶ in any of these subjects;
• an advanced command of English;
• a moderate command of at least one other official language of the EU;
• a working knowledge of MS Office, such as Word, Excel and PowerPoint;
• ideally, knowledge of document management systems, such as OpenText Livelink;
• ideally, knowledge of library management systems, such as Ex Libris Alma.

Competencies:You will also bring with you your ability to: communicate effectively, understand customer needs and provide user-friendly services, work as part of a team, take initiative and innovate, analyse information and organise your own work.

Further Information:Traineeship of six months, with the possibility of an extension to up to 12 months in total in the same business area or elsewhere within the Directorate General Secretariat.
The offices are modern and well equipped, but you will have to share office space.
Some tasks are physically demanding and you may have to work in conditions typical for book and record storage areas, particularly when processing and retrieving material from basements or locations at some distance from the offices.

How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
https://www.ecb.europa.eu/careers/what-we-offer/traineeship/html/index.en.html

Further information on the ECB's traineeships can be found via the above link.

Applicants are accepted from nationals of the Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

Senior Library Assistant, G-6. ODIHR, Warsaw, Open until 6 June 2017

Job Title		Senior Library Assistant
Organization Name		OSCE Office for Democratic Institutions and Human Rights
Location		Warsaw
Grade		G6
Closing Date of application		06-06-2017
No. of Posts		1
Background
		The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. ODIHR was tasked to serve as a collection point for information and statistics on hate crimes, including on forms of violent manifestations of racism, xenophobia, discrimination and intolerance and to report regularly on these issues. The Tolerance and Non-Discrimination Information System (TANDIS) virtual library and the Hate Crime Reporting website (hatecrime.osce.org) were developed as public websites to disseminate information on these issues.  The Senior Library Assistant reports to the Associate Web Editor. The incumbent is responsible for records and information management; for providing research assistance by retrieving information, conducting research in programmatic areas; and for data input, evaluation and verification on the department’s virtual library. The incumbent supports Tolerance and Non-discrimination Department’s (TND) Web Editor and works with the Information Management Assistant to maintain the department’s web and information management tools. The incumbent also assists TND thematic advisors, programme officers and management to identify new and relevant resources and provides research support.
Tasks and Responsibilities
		Under the general guidance of the supervisor, the incumbent performs the following functions: 1. Researching, collecting, summarizing, and disseminating information and resources on tolerance and non-discrimination issues, including: - Researching, collecting and uploading relevant resources (such as reports and publications by OSCE/ODIHR, international organizations, governments, academics and civil society groups) on tolerance and non-discrimination issues, with an emphasis on hate crime; - Preparing briefing and background materials summarizing information on tolerance and non-discrimination issues in consultation with TND’s staff and management; - Maintaining and seeking to develop networks for sharing information and best practices related to documenting tolerance and non-discrimination issues within OSCE/ODIHR and externally. 2. Selecting, maintaining, cataloguing and evaluating documentation for TND’s online platforms, including its virtual library and the Hate Crime Reporting website, including: - Preparing and publishing relevant documentation and resources on TND’s online platforms; - Supporting the modernization of TND’s online platforms by participating in the conceptualization of various technical improvements, overseeing the daily maintenance of the virtual library: - Identifying technical difficulties and supporting the transition to new systems, in collaboration with the web editor, ODIHR IT and external developers. 3. Overseeing TND’s physical and digital collections, including: - Maintaining, organizing and administering the Department's digital and physical collections by cataloguing, indexing and curating physical and digital resources; - Serving as the Department's focal point for records management, ensuring consistency in the application of OSCE/ODIHR procedures across ODIHR; - Ensuring the respect of OSCE guidelines and international best practices in the department's information management. 4. Providing internal training on relevant information management procedures and software as required to internal users. 5. Performs other related duties as assigned.
Necessary Qualifications
		• Completed secondary education supplemented by formal studies in information and library sciences; • Six years of demonstrated working experience with information, knowledge and library management, including use of library management software and other relational databases; • Excellent written and oral communication skills in English; knowledge of other OSCE languages, notably Russian, is desirable; • Demonstrated experience of working in a library, documentation or information centre, emphasis on human rights, law, international affairs is preferred; • Demonstrated knowledge of current library standards for cataloguing, indexing and classifying digital and physical resources; familiarity with latest trends in information and knowledge management; • Experience in providing research support is strongly desired; familiarity with human rights information and content analysis tools is strongly desired; • Experience with tolerance and non-discrimination issues is an asset; • Initiative and sound judgment, strong organizational skills and ability to work in a team; • Excellent communication and analytical skills; • Ability to work under pressure; • Attention to detail and accuracy in keeping databases, managing records and collections is essential. • Demonstrated ability to work in a multinational environment, showing cultural and gender awareness throughout their work.
Required competencies
		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Remuneration Package
		Monthly remuneration, subject to social security deductions, is approximately PLN 8,400. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. Appointments are made at step 1 of the applicable OSCE salary scale.
How To Apply
		If you wish to apply for this position, please use OSCE’s online application link found under http://www.osce.org/employment. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process.  Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Chief Archivist / Chief of Unit, P-4. UNESCO, Paris. Open until 5 June 2017

Title : CHIEF ARCHIVIST / CHIEF OF UNIT  Domain : Documentation and Library Post Number : KMI 174 Grade : P-4 Organizational Unit : BUREAU OF MANAGEMENT OF SUPPORT SERVICES Primary Location : FR-Paris Recruitment open to : Internal and external candidates Type of contract : Fixed Term Salary : 91 873 Euros   Deadline (Midnight Paris Time) : June 5, 2017 OVERVIEW OF THE FUNCTIONS OF THE POST Under the direct supervision of the UNESCO’s Chief Information Officer (CIO), the incumbent is responsible for the development and implementation of strategies, policies, procedures and guidelines for the Organization's archives, library and records management services. He/she manages the Archives, Library and Records Management Unit (KMI/ALR) as well as its financial and human resources. In particular, he/she will perform the following tasks:   • Plan and manage the Unit’s activities in order to preserve and develop the institutional memory of UNESCO; ensure that the UNESCO Archives functions effectively as the legal deposit for the Organization’s records, documents and publications, both paper and digital; lead records management services by developing, maintaining and enforcing records access and retention policies across the Organization.   • Establish, develop, operate and manage general and specialized library and information services and professional networks; develop policies related to collection, development and management of library materials.   • Enhance the role of the UNESCO’s Archives and Library both within the Organization and towards academic communities and the public by promoting easy and well-structured access to UNESCO’s documentary resources and by developing outreach activities.     • Identify priorities and targeted projects, including projects on preservation, digitization and access to UNESCO’s archival material.   • Build partnerships for the UNESCO’s Archives and Library and ensure fundraising with the purpose of enhancing sustainable preservation of and access to the Organization's archives and records.   • Represent the UNESCO’s Archives and Library in various international and inter-agency activities, such as the ICA, IFLA and UNSEIAC, and the UN Consortium for the acquisition of electronic information.  REQUIRED QUALIFICATIONS EDUCATION • Advanced university degree (Master’s or equivalent) in Information Studies, Library Science, or in a related field of Social and Human Sciences. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.   WORK EXPERIENCE   • A minimum 7 years of progressively responsible relevant experience in the field of archives and records management, of which preferably 3 years acquired at the international level. • Proven experience in managing library and information services. • Experience in digitization projects for documents and multimedia. • Proven experience in leading, managing and motivating staff and teams.   SKILLS/COMPETENCIES   • Excellent knowledge of archival, library and/or document management systems. • Strong conceptual and analytical skills. • Sound judgement and decision-making skills. • Demonstrated leadership and supervisory ability, including the capacity to maintain effective working relations in a multicultural environment. • Proven ability to communicate, advocate and negotiate with staff and stakeholders at all levels within and outside the Organization. • Excellent oral and written communication skills. • Good IT skills.   LANGUAGES   • Excellent/very good knowledge of English or French and good/fair knowledge of the other working language. DESIRABLE QUALIFICATIONS WORK EXPERIENCE   • Experience in archives and records management and/or library, or information services within a UN entity or another international organization. • Experience in fund raising and resource mobilization.   SKILLS/COMPETENCIES • Knowledge of international standards and policy development in the area of Information Studies. BENEFITS AND ENTITLEMENTS CHIEF ARCHIVIST / CHIEF OF UNIT

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UNESCO is committed to promoting geographical distribution (last update) and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.

Administrative Assistant. CERN, Meyrin. Open until 4 June 2017

Administrative Assistant/Assistant(e) administratif(ve)

Are you service oriented and customer focused? Can you multitask? Broaden your administrative skills in an international scientific environment and and meet the challenges of a diverse range of activities by joining a secretariat which provides high-quality service. Take Part!
 

Job Reference: EP-AGS-SE-2017-85-LD

Publication date:

05/05/2017

Closing date:

04/06/2017

Introduction

  

Administrative Assistant in the Experimental Physics Department (EP), Administrative and General Services Group (AGS), Secretariat Support Section (SE).

The Experimental Physics Department's secretariat support section is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties in accordance with the Organization's administrative procedures, including other special contributions such as the participation in events organization.

 

You will join a multi-cultural team with a wide range of skills and expertise - providing services to the members and collaborators of support and experimental groups. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard.

 

You will have the opportunity to broaden your knowledge in new areas, and discover domains where excellence is the key driving factor. Specific training is available, as well as support for professional development to foster your skills and develop your talents.

 

Functions

As Administrative Assistant, you will participate in the daily management of the secretariat office with special emphasis on information, communication and organizational duties.

 

You will:

 

• Act as first line support concerning the visiting physicists' queries in contact with relevant services inside and outside CERN.
• Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.
• Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation.
• Contribute in the update of the CERN databases and web sites, in collaboration with the User Office and the Institutes.
• Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information.
• Make sure that CERN's different rules and procedures are respected and correctly applied in different situations.
• Replace other assistants during their absences.

 

Qualification required

Technical certificate or general secondary education in an administrative field, or equivalent.
 

Experience and competencies

The experience required for this post is:

 

• Demonstrated experience in an administrative service or secretariat, preferably in an international environment.
• A proven experience in the hospitality management field will be considered as an asset.

 

The technical competencies required for this post are:

 

• Customer service.
• Secretarial service.
• Archiving and records management: scientific information and document management.
• Use of Office software packages: knowledge of Sharepoint software would be an advantage.

 

The behavioural competencies required for this post are:

 

• Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
• Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality.
• Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
• Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
• Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.

 

The language competencies required are:

 

• Spoken and written English and French: ability to understand and speak both languages in professional contexts as well as the ability to prepare/draft and/or translate accurate texts in both languages.

 

Eligibility conditions

Employing a diverse and international workforce is a CERN core value and central to our success. We welcome applications from all Member States (link is external) irrespective of gender, age, disability, sexual orientation, race, religion or personal situation.

 

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 04.06.2017.

 

By applying here, you allow CERN to consider your application for any position it considers relevant with respect to your profile. Please ensure you update your profile regularly with any relevant information and that you inform the recruitment service if you wish your file to be removed from the database.

 

Note on Employment Conditions

We offer a limited-duration contract for a period of 2 years. Limited-duration contracts shall terminate by default on their date of expiry.
Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Information Management Assistant, G-5. UN HQ, DM. ARMS. Open until 10 May 2017

Posting Title:	Information Management Assistant, G5
Job Code Title:	INFORMATION MANAGEMENT ASSISTANT
Department/Office:	Office of Central Support Services
Duty Station:	NEW YORK
Posting Period:	11 April 2017 - 10 May 2017
Job Opening Number:	17-Information Management Systems-DM OCSS-77523-R-New York (O)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                   

Special Notice

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 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.

               

Org. Setting and Reporting

This position is located in the Archives and Records Centre in the Archives and Records Management Section, Office of Central Support Services. The incumbent will directly report to the Chief of the Archives and Records Centre.

                

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management
Provides standard and ARMS-specific applications support and applications troubleshooting for Section staff.
Conducts end-user training relating to standard electronic record-keeping systems in Secretariat offices.
Edits Section web page, ensuring HTML layout is correct.
Registers Section’s incoming and outgoing records in electronic record-keeping system.
Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
Oversees internal records retrieval, loan, reproduction and staff clearance operations.
Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
Participates in maintaining the Section’s reference database.

Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.

General
Conducts research as requested by more senior staff.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.

               

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 necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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.

Communication: 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; demonstrates openness in sharing information and keeping people informed.

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

Five years of experience in archives, electronic records management or related area is required. Experience in information systems administration, database management and VM server maintenance is highly desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

United Nations Considerations

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

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.

Records Assistant - Filing, G-5. EOSG, UN HQ, New York. Open until 16 April 2017

Posting Title:	Records Assistant - Filing, G5
Job Code Title:	STAFF ASSISTANT
Department/Office:	Executive Office of the Secretary-General
Duty Station:	NEW YORK
Posting Period:	29 March 2017 - 16 April 2017
Job Opening Number:	17-Administration-EOSG-76933-R-New York (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

            

                                    

Special Notice

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

This position is located in the Central Records Unit of the Executive Office of the Secretary-General.

The primary role of the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG) is to be the repository of all official correspondence addressed to the Office of the Secretary-General.

               

Responsibilities

Within delegated authority and under the direct supervision of the Head of Central Records Unit (CRU), the Records Assistant is expected to contribute to the work of the Unit as follows:

- Engages in management of paper records for the EOSG;

- Files returned cases according to the File Classification Scheme;

- Updates the File Classification scheme as necessary;

- Distributes morning cables;

- Prepares folders and boxes for records transfer;

- Provides required service to both internal and external customers of the Unit;

- Performs ad hoc duties as may be required.

               

Competencies

Professionalism: Knowledge of and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of records management profession; ability to search the database, select and summarize data required; Ability to exercise tact and discretion in dealing with confidential matters; Ability to identify issues, formulate opinions, make conclusions and recommendations. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed. Works collaboratively with colleagues to achieve organizational goals; 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.


Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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.

               

Education

High school diploma or equivalent.

               

Work Experience

A minimum of five years of relevant experience in administrative services, such as data-entry, secretarial and general support functions or related field is required. Work experience within the United Nations or other similar large international organization is required. Experience working with an extensive File Classification Scheme and catalog system is required; Experience handling and organizing large volumes of paper and electronic records in a fast paced office is desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

United Nations Considerations

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

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.

Records Assistant - Cataloguer, G-5 (2 posts). EOSG, UN HQ, New York. Open until 16 April 2017

Posting Title:	Records Assistant - Cataloguer (2 posts), G5
Job Code Title:	STAFF ASSISTANT
Department/Office:	Executive Office of the Secretary-General
Duty Station:	NEW YORK
Posting Period:	31 March 2017 - 16 April 2017
Job Opening Number:	17-Administration-EOSG-76928-R-New York (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Special Notice

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.

Secretariat staff members selected for a position in the Executive Office of the Secretary-General (EOSG) will retain their current contractual status and they will not retain their right of return to their current post. Those with current appointments limited to a specific Department, Office or Mission and will be given similar appointments limited to service in the EOSG. Likewise, external candidates who are selected will be given appointments limited to service in the EOSG. Staff members are reminded of the provisions contained in ST/SGB/2016/8 ("Placement of staff members serving in the Executive Office of the Secretary-General"), and if covered within the scope of that bulletin, may be placed laterally to any vacant position in any organizational unit or duty station.

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

These positions are located in the Central Records Unit of the Executive Office of the Secretary-General. The primary role of the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG) is to be the repository of all official correspondence addressed to the Office of the Secretary-General.

               

Responsibilities

Within delegated authority and under the direct supervision of the Head of Central Records Unit (CRU), the Records Assistants are expected to contribute to the work of the Unit as follows:

• Engages in the processing of all in-coming correspondence addressed to the Secretary-General, Deputy Secretary-General, Chef de Cabinet, and the Deputy Chef de Cabinet;

• Assists with content analysis of all in-coming correspondence;

• Undertakes correspondence logging and filing using the document management system;

• Provides required service to both internal and external customers of the Unit;

• Provides guidance and assist in the supervision of junior Support Staff as required;

• Performs ad hoc duties as may be required.

               

Competencies

Professionalism: Knowledge of and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of records management profession; ability to search the database, select and summarize data required; Ability to exercise tact and discretion in dealing with confidential matters; Ability to identify issues, formulate opinions, make conclusions and recommendations. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed. Works collaboratively with colleagues to achieve organizational goals; 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.


Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Planning and 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.

               

Education

High school diploma or equivalent.

               

Work Experience

A minimum of five years of relevant experience in administrative services, such as data-entry, secretarial and general support functions or related field is required. Experience working within the UN system or similar large international organization is required. Experience working with an extensive File Classification Scheme and catalog system is required. Experience handling and organizing large volumes of paper and electronic records in a fast paced office is desirable.

                

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

United Nations Considerations

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

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.