Information Management Assistant, G-6. UN Secretariat, DPKO. New York. Open until 14 October 2010

Job Title

INFORMATION MANAGEMENT ASSISTANT, G6

Department/ Office

DEPARTMENT OF PEACEKEEPING OPERATIONS

Duty Station

NEW YORK

Posting Period

14 September 2010-14 October 2010

Job Opening number

10-IMA-DEPT PEACEKEEPING OPERATIONS-16136-R-NEW YORK

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

Organizational Setting and Reporting

The position is located in the Peacekeeping Records Centre. Under the overall supervision of the Chief of Staff and under the direct supervision of the Information Management Officer, the Information Management Assistant oversees the Peacekeeping Records Centre, which manages and archives Department of peacekeeping operations (DPKO) and Department of field support (DFS)'s core set of business records and historical items.

Responsibilities

Archives and Records Management

- Coordinates the regular transfer of scheduled records into the Peacekeeping Records Centre by liaising with DPKO/DFS offices; ensures the completeness and accuracy of transfer documentation; and, provides assistance to staff in transfer preparations.

- Oversees records accessioning operations by supervising staff in receiving transfers; applies retention schedules and links to previous accessions; and, breaks accessions into records series and registers identifiers in the Records Centre's database.

- Manages Records Centre operations by overseeing space allocations and associated accessions and database updating; and, monitors environmental quality controls of storage areas and resolves related problems.

- Applies retention schedules and initiates reappraisals, transfers and disposals in consultation with the Information Management Officer; and, registers actions in the Records Centre's database.

- Oversees secure and non-secure disposals by liaising with the Department of Management Facilities Management Service; prepares background information for the review of the Information Management Officer; supervises the staging of records for disposal; and, updates the Peacekeeping Records Centre database accordingly.

- Undertakes archival arrangement and description projects by researching administrative histories of peacekeeping operations and providing records content analysis for purposes of series description preparation and appraisal determinations; and, arranges records and prepares series descriptions according to General International Standard Archival Description (ISAD(G)).

- Oversees reference and research operations by servicing on-site and remote researchers, including the supervision of Peacekeeping Records Centre staff in records identification, retrieval and reproduction services.

- Provides curatorial and database management for peacekeeping artwork, photograph collections, and awards.

- Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating the Records Centre database.

Documents

- Performs research and document delivery services using a range of specialized commercial databases available through the Peace Operations Intranet, in addition to standard sources and databases.

- Oversees the proper electronic and paper distribution, filing and archiving of all code cables incoming from and outgoing to DPKO- and DFS-led peacekeeping, political and support operations.

- Supports the DPKO Peacekeeping Best Practices Section in the version control of DPKO/DFS official guidance documents; ensures the proper electronic and paper filing of these documents.

- Maintains statistics on service and workload measures.

General

- Performs management functions for the Records Centre team, including performance management and time and attendance management.

- Guides and supervises more junior Records Centre General Service staff in daily operations and special projects.

- Provides administrative support for the Office of the Chief of Staff, and undertakes other duties as assigned.

Competencies

Professionalism: Knowledge of electronic recordkeeping 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.

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.

Core Values

Core Values: Integrity, Professionalism and Respect for Diversity

Education

High school diploma or equivalent.

Work Experience

Seven years of experience in archives or electronic records management or related area. Extensive experience in the use of electronic document and records management systems is required. Solid understanding of taxonomy, records disposition, and records appraisal principles and standards is required. Experience using United Nations records retention schedules is desirable. Understanding of information security principles is desirable. Familiarity with metadata standards is desirable.

Languages

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

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

Competency based interview. Passing the New York Administrative Support Assessment Test is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.

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 post is 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.