UN Secretariat, DM (UMOJA). Information Management Officer, P-4. Open until 20 June 2010

Information Management Officer, P-4
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DEADLINE FOR APPLICATIONS: 20 Jun 2010
DATE OF ISSUANCE: 21 Apr 2010
ORGANIZATIONAL UNIT: Department of Management
DUTY STATION: New York
VACANCY ANNOUNCEMENT NUMBER: 10-IMA-DM-423834-R-NEW YORK


The post is subject to General Assembly approval.


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
Umoja is an initiative that aims to transform the United Nations Secretariat to enable high-quality, cost-effective service delivery to support the execution of evolving mandates everywhere the Organization operates. Umoja, which means 'unity' in Swahili, will unite the many support and administrative entities throughout the Secretariat, including in peacekeeping and field missions, through re-designed and common processes for the management of all financial, human and physical resources; a single integrated information system; and training of staff. Umoja transcends organizational, geographical and functional barriers, fostering a culture of transparency, accountability, empowerment, sharing and unity across the Secretariat. Under the supervision of the Team Lead, Central Support Services (CSS)/Umoja, and within the delegated authority, the ERP Information Management Officer will be responsible for the following duties: Contributes to the formulation of overall records management policies, procedures, objectives and guidelines to support the development and implementation of Umoja, including the development of records classification, retention and information security and access policies, procedures and guidelines, in accordance with the Archives and Records Management Service (ARMS) and UN requirements. Monitors the progress of projects in client offices, ensures compliance with Umoja's standards and guidelines and provides assistance in identifying consultants as required and associated projects' Terms of Reference. Assesses and makes recommendations relating to the use of ERP technology from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to the management of electronic records and archives. Develops strategies for integrating records created in existing legacy systems into the Umoja system or in accordance with an appropriate disposal strategy; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise Umoja and its clients in the management of electronic records. 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 digitisation of finding tools and records and their electronic dissemination. Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value, develops and implements appropriate retention schedules with records-originating offices, liaises with ARMS on the development and approval of retention schedules. Advises Umoja staff and clients on policies, guidelines and procedures and strategies for long-term preservation and retrievability of electronic records. Provides advisory services to Umoja staff and clients on recordkeeping practices based on needs, business processes, workflow, technical architecture and information resources analysis; determines recordkeeping requirements as part of business process analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, records classification, retention schedules; identifies and protects vital records. Advises and implements information security in compliance with the Secretariat security-classification policy. Participates in the Umoja client outreach strategy and programme and coordinates its implementation from a recordkeeping perspective. Represents the Umoja CSS Team, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards. Participates in the planning and organizing of recordkeeping training for Umoja staff and clients. Performs other duties as assigned.

Competencies
Professionalism: Knowledge of information management, archival, record keeping and record disposition. 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. Keeps abreast of available technology. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.


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QUALIFICATIONS

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

Work Experience
A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.

Other Skills
Familiarity with records and archive management operating systems and ERP, such as, SAP or other comparable systems implementation is desirable. Proficiency in MS Project and MS Office applications including Visio is desirable.


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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: staffing@un.org,

Fax: 1-917-367-0524