Information Management Officer, P-3. UN Office at Geneva. Open until 18 June 2010

Information Management Officer, P-3
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DEADLINE FOR APPLICATIONS: 18 Jun 2010
DATE OF ISSUANCE: 19 Apr 2010
ORGANIZATIONAL UNIT: United Nations Office at Geneva
DUTY STATION: Geneva
VACANCY ANNOUNCEMENT NUMBER: 10-IMA-UNOG-424354-R-GENEVA (G)


Priority consideration for vacancies at the P3 level will be given to internal candidates and candidates who have passed a competitive examination. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.


Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info


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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Responsibilities
Under the supervision of the Chief, Registry, Records and Archives Unit, UNOG Library, the incumbent is responsible for: 1. ELECTRONIC RECORDS MANAGEMENT(ERM): - Participates in the planning, implementation and management of an electronic records management system for UNOG services; - Participates in the establishment of policies and procedures for electronic records management at UNOG; - Ensures the accurate capturing, storage, data entry, security and retrieval of and access to the records in the system; - Coordinates with the relevant IT Services regarding system administration of the ERM system; - Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems; - Researches, analyses and evaluates new applications of information technology to archives and records management, specifically digitization projects, and makes recommendations for their deployment; - Participates in recordkeeping improvement and digitization projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; - Provides user support. 2. IMPLEMENTATION OF RECORDS MANAGEMENT PROCEDURES AND POLICIES: - Provides advisory services on recordkeeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications; - Manages electronic records accession and disposition functions by applying the life-cycle concept to information assets, including records appraisal by liaising with records-originating offices regarding the transfer and/or disposal; - Manages archival processing activities by overseeing adherence to preservation, international archival description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements; - Performs reference functions by advising internal and external users about electronic records holdings and accessibility; - Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. 3. OUTREACH AND TRAINING FOR ELECTRONIC RECORDS MANAGEMENT: - Participates in developing client outreach strategies and in their implementation; - Participates in the UNOG Library's Knowledge Management programmes; - Designs and implements training programmes for groups and individual UNOG staff; - Provides advisory services and consultations on electronic records management. 4. ASSISTANCE TO CHIEF OF UNIT: - replaces chief of unit during absences - assists chief of unit directly in any archives or library-related task and acts as deputy.

Competencies
PROFESSIONALISM : Sound knowledge of information management and/or technology, with specialization and experience in archival or information science. Domains of professional knowledge include the following: the nature of records and record keeping, including records in electronic media; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; and knowledge of research practices and trends, specifically in electronic records management. Demonstrated experience in business analysis; demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options, making conclusions and recommendations. COMMUNICATION: Demonstrated experience in communicating to varied audiences on records management principles; demonstrated networking abilities; speaks and writes clearly and effectively; listens to others; correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrated openness in sharing information and keeping people informed. ACCOUNTABILITY : Takes ownership of all responsibilities and honoring commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules, specifically concerning confidential information; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. TECHNOLOGICAL AWARENESS : Solid computer skills particularly in using relevant technology and its application to archives and record keeping; demonstrated experience in ICT applications for electronic records management; sound knowledge of digitization technology; keeps abreast of available technology; understands applicability and limitations of technology to records management; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.


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QUALIFICATIONS

Education
Advanced university degree in records management, in archives or information management.

Work Experience
At least 5 years of progressively responsible experience in archives, record keeping or information management functions of which a minimum of 2 years in electronic records management.

Languages
English and French are the working languages of the United Nations. For this post, very good knowledge of English and working knowledge of French is required.

Other Skills



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The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.


How to apply


All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.

Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.

1.To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.


2.After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.


3.In completing the PHP, please note that all fields marked with an asterisk must be completed.


4.UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.

E-mail: hrms@unog.ch,

Fax: 41-22-917- 0074