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Tuesday, April 20, 2021

International Consultant, EDRMS project. ADB, Manila. Extended until 27 April 2021

 This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of 
Office of Administrative Services (OAS) provides information resources and services to ADB staff and 
consultants. Our most important project for 2021 is the design and implementation of an EDRMS 
(Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have 
significant impact on overall business of the whole Bank as it aims at bolstering the records management 
functions of SharePoint and establishing a content management platform, including capturing, retention, 
research/retrieval, disposal, and archiving electronic records. 

The main objective of this engagement is to support the EDRMS project and introduce international good 
practice for updating ADB policies and procedures in connection with the project
Scope of Work
The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will 
be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) 
outside duty station could apply until the lifting of the ongoing Community Quarantine in the 
Philippines due to COVID-19. 

Coordination with departments to provide support and guidance on records retention and access. Work 
closely with ITD to develop the system requirements for EDRMS.  

Updating ADB’s policies and procedures for archives and records management is also a fundamental 
deliverable of the assignment.

Training the staff of the Records and Archives Team to keep them abreast with the latest international 
good practice on records management and specially on EDRMS implementation is the third dimension of the 
assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at 
the end of engagement period. 
Detailed Tasks and/or Expected Output
Specifically, the Consultant shall undertake the following:
•	Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of 
records, including departmental file plans in line with the new corporate-level File Plan. 
•	Contribute as a key team member to the design and implementation of EDRMS, including development of 
retention rules, metadata, and workflows.
•	Assist in the supervision of the records management component of the ADB-wide electronic documents 
repository system and make recommendations for improvements as necessary.
•	Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing 
consistency across all departments.
•	Help review and update records management policy and procedures in light of most recent international 
good practice. 
•	Develop and implement an electronic records management training/workshop program for HQ and field 
offices staff.
•	Provide preliminary analysis and supports special studies on various work improvement projects 
initiated by the Unit, particularly in the areas of records and archives management, including 
outsourcing of services.
•	Support the leadership and oversight of ADB's electronic document filing systems.
•	Provide technical support to the Resident Missions on the efficient management of project records 
electronically, including e-file transmissions of delegated project documents.
•	Make 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.
•	Provide input and advice on streamlining and formalizing workflow related to the transfer of paper-
based records from departments to the records center.
•	Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff.
•	Provide records management guidance and technical support to ADB's Departmental Files, assisting 
Departmental File Custodians in all aspects of the work (i.e. records processing, file station 
maintenance, and other duties).
•	Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’
s records and archives management system, and to the EDRMS project in particular.
Minimum Qualification Requirements
•	Master’s degree in records/archives administration, library science, or other information management 
discipline; preferably with advanced training in archives and records management.
•	At least 5 years experience in records management and archives, including 3 years on 
electronic/digital records management.
•	Thorough knowledge of archival operations and preservation techniques.
•	Comprehensive knowledge and understanding of international best practices on records management 
policies and procedures. 
•	Practical experience drafting policies and procedures in the fields of information management, 
archives and records management.
•	Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience 
implementing one at corporate level is an advantage.
•	Advanced SharePoint knowledge, focused specially on records management features.
•	Effective report-writing and communication skills in English.
•	Able to work collaboratively with teams as a constructive team member.
•	Strong oral and written communications skills.
Minimum General Experience
5
Years
Minimum Specific Experience (relevant to assignment)
3
Years

Saturday, April 10, 2021

Supervisor/Information Management Assistant, G-6. EOSG, New York. Open until 15 April 2021

 

Posting Title:Supervisor/Information Management Assistant, G6 (Temporary Job Opening)
Job Code Title:INFORMATION MANAGEMENT ASSISTANT
Department/Office:Executive Office of the Secretary-General
Duty Station:NEW YORK; NEW YORK;
Posting Period:08 April 2021 - 15 April 2021
Job Opening Number:21-Information Management Systems-EOSG-153476-J-New York (R)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG). The incumbent reports to the Chief of the CRU.

The primary role of the Central Records Unit is to receive, register and efficiently process all correspondence addressed to EOSG stakeholders. The CRU acts as an official repository of EOSG records and performs retrieval functions. The Unit also undertakes variety of information management and business process improvement projects.

Responsibilities

Within delegated authority and under the direct supervision of the Chief of the Central Records Unit (CRU), the Information Management Assistant is expected to perform the following duties:

•Assists the Chief of CRU in the overall management and administration of the Unit, including provision of substantive and administrative support in managing priorities and workflows.

•Assists in overseeing work of office support staff (Records Assistants) and managing performance; organizes, plans, controls, coordinates and oversees the daily activities of the Records Assistants to ensure efficient and effective processing of EOSG correspondence and equitable distribution of work; trains office support staff in relevant procedures; monitors completion of work on daily basis; regularly reports on workload statistics; takes full responsibility for time management and scheduling on behalf of the Head of CRU with appropriate consultation.

•Assists in managing other activities and work processes to ensure that management directives
and decisions are properly carried out and services are delivered timely; identifies and brings sensitive and urgent issues to the attention of the Chief of CRU.

•Screens, prioritizes and distributes for logging all incoming correspondence, monitors and clears the SGCentral shared e-mail account; decides, according to existing procedures on the appropriate course of action for various messages, including logging for action, logging for information, forwarding to other offices, Departments, Funds and Programmes; performs database searches to retrieve correspondence; provides backup support to the Records Assistants in logging correspondence when and as needed; exercises quality control function for all correspondence logged by the CRU staff in the Unite Correspondence; receives, handles, processes and classifies sensitive information.

•Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and enquiries both within the EOSG and from outside, including from external entities and Member States; Coordinates extensively with service units and liaises frequently with colleagues from other EOSG Units and other Departments.

•Establishes/improves standard operating procedures on correspondence distribution, information management, use of information systems and maintenance of data in the EOSG to ensure smooth functioning of the Unite and the other document and information management (paper and electronic) systems.

•Liaises with the ICT Service Provider with regards to any technical IT-related issues, including databases and email systems performance issues.

•Manages, updates and further develops internal databases and spreadsheets; maintains the Unite Docs access and distribution groups in iNeed system to ensure data is up-to-date.

•Provides IT training to EOSG end-users, including on the use of standard databases and systems, including Unite Docs and Umoja.

•Provides Unite Docs/Correspondence troubleshooting services to EOSG end-users, including identification of problems and solutions and/or liaising with the OICT to ensure prompt resolution of the problem.

• Contributes to the preparation of data sets, being responsible for the acquisition and initial cleaning of data from primary and secondary data systems and documents data sets used.

• Contributes to the creation and maintenance of databases, contributes to data collection projects products, tools and processes to extend the capabilities of client offices.

•Oversees information management and business process analysis projects to enhance management and flow of EOSG's information and correspondence.

•Serves as Officer-in-Charge (OIC) in the absence of the Chief, CRU.

•Performs other related work as and when necessary.

Competencies

Professionalism:
A thorough knowledge 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 information and records management field as well as Unite documents/content management system (Docs and Correspondence); Expert knowledge of O365 suite applications, including SharePoint Online and the FileNet-based applications; ability to search databases, select and summarize information is required. Ability to exercise tact and discretion in dealing with confidential matters; Ability to handle and manage sensitive information and knowledge of the organizational policies on that matter; Efficiency in meeting commitments, observing deadlines and achieving results. Demonstrated use of initiative and creativity to effectively attain objectives. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to interpret and analyze a wide variety of data and information. Uses analytical skills and experience to assist in organizing, managing, and disseminating of information with attention to detail and accuracy Speaks and writes clearly and effectively. Ability to work well with written text, undertake research and gather information from standard sources. Knowledge of the United Nations standard editorial and correspondence guidelines and manuals. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. .

Planning 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.

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.

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.

Managing Performance:
Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Judgement / Decision Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years of relevant experience in information/records management/data entry and analysis such as working with file classification schemes, catalogue systems and large, complex databases is required.
Experience in preparation of and cleaning datasets, and preparation of analytical reports is required.
Experience working in a high-level office, such as EOSG or in a similar setting, in and international organization, managing information is required
Expert knowledge of O365 suite applications, including SharePoint Online and the FileNet-based applications is required.
Operational experience, including troubleshooting, with documents and information management systems like Unite Docs or Correspondence or similar systems is desirable.
Experience working in information management projects, including development and implementation of file classification schemes is desirable.

Languages

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

Assessment

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

Special Notice

This position is temporarily available for an initial period of 365 days with possible extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

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.Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

Tuesday, April 6, 2021

International Consultant, EDRMS project. ADB, Manila. Open until 20 April 2021

This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of 
Office of Administrative Services (OAS) provides information resources and services to ADB staff and 
consultants. Our most important project for 2021 is the design and implementation of an EDRMS 
(Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have 
significant impact on overall business of the whole Bank as it aims at bolstering the records management 
functions of SharePoint and establishing a content management platform, including capturing, retention, 
research/retrieval, disposal, and archiving electronic records. 

The main objective of this engagement is to support the EDRMS project and introduce international good 
practice for updating ADB policies and procedures in connection with the project
Scope of Work
The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will 
be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) 
outside duty station could apply until the lifting of the ongoing Community Quarantine in the 
Philippines due to COVID-19. 

Coordination with departments to provide support and guidance on records retention and access. Work 
closely with ITD to develop the system requirements for EDRMS.  

Updating ADB’s policies and procedures for archives and records management is also a fundamental 
deliverable of the assignment.

Training the staff of the Records and Archives Team to keep them abreast with the latest international 
good practice on records management and specially on EDRMS implementation is the third dimension of the 
assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at 
the end of engagement period. 
Detailed Tasks and/or Expected Output
Specifically, the Consultant shall undertake the following:
•	Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of 
records, including departmental file plans in line with the new corporate-level File Plan. 
•	Contribute as a key team member to the design and implementation of EDRMS, including development of 
retention rules, metadata, and workflows.
•	Assist in the supervision of the records management component of the ADB-wide electronic documents 
repository system and make recommendations for improvements as necessary.
•	Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing 
consistency across all departments.
•	Help review and update records management policy and procedures in light of most recent international 
good practice. 
•	Develop and implement an electronic records management training/workshop program for HQ and field 
offices staff.
•	Provide preliminary analysis and supports special studies on various work improvement projects 
initiated by the Unit, particularly in the areas of records and archives management, including 
outsourcing of services.
•	Support the leadership and oversight of ADB's electronic document filing systems.
•	Provide technical support to the Resident Missions on the efficient management of project records 
electronically, including e-file transmissions of delegated project documents.
•	Make 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.
•	Provide input and advice on streamlining and formalizing workflow related to the transfer of paper-
based records from departments to the records center.
•	Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff.
•	Provide records management guidance and technical support to ADB's Departmental Files, assisting 
Departmental File Custodians in all aspects of the work (i.e. records processing, file station 
maintenance, and other duties).
•	Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’
s records and archives management system, and to the EDRMS project in particular.
Minimum Qualification Requirements
•	Master’s degree in records/archives administration, library science, or other information management 
discipline; preferably with advanced training in archives and records management.
•	At least 5 years experience in records management and archives, including 3 years on 
electronic/digital records management.
•	Thorough knowledge of archival operations and preservation techniques.
•	Comprehensive knowledge and understanding of international best practices on records management 
policies and procedures. 
•	Practical experience drafting policies and procedures in the fields of information management, 
archives and records management.
•	Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience 
implementing one at corporate level is an advantage.
•	Advanced SharePoint knowledge, focused specially on records management features.
•	Effective report-writing and communication skills in English.
•	Able to work collaboratively with teams as a constructive team member.
•	Strong oral and written communications skills.
Minimum General Experience
5
Years
Minimum Specific Experience (relevant to assignment)
3
Years

Saturday, April 3, 2021

Records and Information Management Officer, P-4. Office of the IIIM-Syria, Geneva. Open until 7 April 2021

 

Posting Title:Records and Information Management (TJO), P4 (Temporary Job Opening)
Job Code Title:INFORMATION MANAGEMENT OFFICER
Department/Office:Office of the IIIM-SYRIA
Duty Station:GENEVA
Posting Period:09 March 2021 - 07 April 2021
Job Opening Number:21-Information Management Systems-IIIM-SYRIA-151582-J-Geneva (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located within the Information Systems Management Section (ISMS) of the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM), located in Geneva, Switzerland. The Information Management Officer (Records and Information Management) will support the development and implementation of a tailored information governance framework for the Mechanism in line with United Nations standards and best practices and will be under the direct supervision of the Chief of ISMS and the overall direction of the Deputy Head.

Responsibilities

Within delegated authority, the Information Management Officer (Records and Information Management) is responsible for the following duties:

- Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the IIIM’s records and archives and delivery of reference services, archival description and systems management.
- Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
- Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
- Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
- Provides advisory services IIIM-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and drafts and informs relevant Information Governance strategies, policies and procedures, with an emphasis on technological applications.
- Attends IIIM Management Team meetings as required to update and advise on IIIM records management matters.
- Participates in record-keeping improvement 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.
- Evaluates and pilots established and emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, classification and information protection systems) to develop strategies for integrating records created in diverse systems into electronic recordkeeping systems; to plan and develop migration strategies for archival preservation of both electronic and paper records and to develop and maintain expertise necessary to advise the IIIM in the management of electronic records.
- Manages archival processing activities by overseeing adherence to preservation, international bibliographic, 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 program requirements.
- Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
- Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware; ensures that technical problems are resolved expeditiously; and oversees the implementation of the IIIM’s electronic recordkeeping systems.
- Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value; manages records accession and disposition functions by applying the life-cycle concept to information assets by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; and supervises General Service staff in implementing related tasks.
- Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies.
- Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitization of finding aids and records and their electronic dissemination.
- Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials; implements access and declassification determinations; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the IIIM’s records.
- Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
- Develops client outreach strategy and programme and coordinates its implementation.
- Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
- Develops training materials and user manuals; trains staff in the use of the recordkeeping system assigned. Evaluates the performance of vendors and certifies invoices, as necessary.
- Assists in program administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the program budget, etc.
- Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of enterprise content management systems. Knowledge of information management, archival, record keeping and record disposition, including in connection with legal, judicial or investigative proceedings, with their associated considerations, e.g. legal hold, preservation and disclosure obligations, and eDiscovery. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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.

• 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.

• 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.

• 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.

Education

Advanced university degree (Master’s degree or equivalent) in archival, information science, library science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven (7) years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
A minimum of five years of progressively responsible experience in electronic records management is desirable.
Experience implementing UN Secretariat records management requirements is desirable.
Experience configuring Microsoft SharePoint is desirable.
Experience with Microsoft Advanced Information Management is desirable.
Experience with Microsoft Dynamics is desirable.
Experience in an international criminal law setting is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of Arabic is desirable. Knowledge of another UN official language is also desirable.

Assessment

Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

Special Notice

• The temporary position is intended to fill the functions of short-term duration for 364 days with an estimated start date as soon as possible.
• The duration of the appointment is subject to the availability of funds.
• Fulfillment of the responsibilities of this position may necessitate engagement with material and/or information that may be distressing.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position.
• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further "stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…" Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.