Information Management Officer, P-3. UN Secretariat. DPKO. New York. Open until 6 September 2010

Job Title:
INFORMATION MANAGEMENT OFFICER, P3
Department/ Office:
OFFICE OF THE UNDER-SECRETARY-GENERAL - DPKO
Duty Station: NEW YORK


Posting Period:
8 July 2010-6 September 2010
Job Opening number:
10-IMA-dpko ousg-15696-R-NEW YORK
Org .Setting and Reporting

This position is located in the Peacekeeping Information Management Unit in the Office of the Chief of Staff for the Department of Peacekeeping Operations and the Department of Field Support.
http://www.un.org/en/peacekeeping/dpko.shtml
http://www.un.org/en/peacekeeping/dfs.shtml

Responsibilities

Develops and revises records management policy, procedures and standards for the Departments of Peacekeeping Operations and Field Support (DPKO-DFS) at the United Nations Headquarters and for DPKO- and DFS-led field operations.

Provides advisory services to DPKO-DFS and its field operations on various recordkeeping issues, including: information sensitivity, classification and handling; organization of peacekeeping and field support information assets; records sentencing and disposition; electronic recordkeeping; and digital information asset storage, retrieval and migration.

Supervises staff responsible for the declaration, filing, and disposition of core headquarters records maintained in the Peacekeeping Records Centre, Office of the Chief of Staff DPKO-DFS.

Develops detailed system and other functional specifications and standards from the recordkeeping perspective.

Evaluates adequacy of existing document and records management systems and tools. Implements new technologies in information management to ensure efficient access to information by DPKO-DFS and its field operations.

Participates in recordkeeping improvement projects in DPKO-DFS and its field operations, contributing to feasibility studies, systems analysis, design, development and implementation.

Trains staff in the use of document management systems, recordkeeping systems, and Departmental and Organizational information management policies and standards; develops training materials and user manuals; provides user support.

Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.

Maintains DPKO-DFS access and declassification standards by liaising with Departmental and field operation offices regarding decisions on access to and declassification of sensitive peacekeeping and field support information.

Facilitates knowledge sharing in United Nations records management issues through the administration of the Peacekeeping Records Management Community of Practice, a global network of United Nations records management specialists and focal points.

Supports the Offices of the Under-Secretaries-General for Peacekeeping and Field Support in the development and implementation of document and records management initiatives.

Supports the Chief, Peacekeeping Information Management Unit, in the administration of the DPKO-DFS information governance programme.

Assists in programme administration, including supervision of more junior professional staff, development of the training budget, development of the programme budget, etc.

Performs other related duties, as required.


Competencies

Core Competencies:
Professionalism:
Knowledge of information management, recordkeeping, and archives management principles and standards.
Knowledge of electronic records management, including description, sentencing, appraisal and migration management.
Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process.
Excellent problem solving skills.
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 the 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

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

Advanced university degree (Master’s degree or equivalent) in information science, archival science, library science, or related area. 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 five years of progressively responsible experience in modern recordkeeping, archives management, library science, information management or related field. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.

Languages

Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage

United Nations Considerations

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). The United Nations Secretariat is a non-smoking environment.

Assessment Method

Kindly note that you may, as part of the evaluation of your application for this position, be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.

Special Notice

- 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.
- These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. The appointment of staff will also be limited to service on posts financed by the Support Account.

No Fee

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.