Chief, Archives Unit, P-3. ICTR, Arusha. Open until 3 December 2010

Job Title:
Chief, Archives Unit, P3
Department/ Office:
REGISTRY - JUDICIAL SUPPORT SERVICES DIVISION
Duty Station: ARUSHA


Posting Period:
4 October 2010-3 December 2010
Job Opening number:
10-ADM-ictr arusha reg jssd-16685-R-ARUSHA

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

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Responsibilities

Under the direction of the OIC, Judicial Records and Archives Unit, to manage the records and archives programme of the judicial records of the ICTR, including formulating and implementing policies and procedures relating to the management of electronic, audio-visual and paper based records.

1. Manage the daily work of the Judicial Records and Archives Unit and staff, ensuring the continued and uninterrupted functioning of the Unit within CMS. In close collaboration with the CMS Trial Chamber Coordinators, oversee the receipt, registration, distribution, and filing of all judicial records, in both hard copy and electronic format. Ensure that all judicial records are maintained and stored in accordance with established procedures, and security levels are applied to judicial records and all confidential and under-seal material and stored and maintained in accordance with the Rules of Procedure and Evidence.

2. Control the management of TRIM, the electronic record keeping system for ICTR judicial records, and oversee the control of access to the judicial records maintained within the Unit. Assist in the management of archival electronic recordkeeping systems in the ICTR in Arusha and provide professional assistance to recordkeeping staff in Kigali and The Hague. Act as the first point of contact in requests for access to judicial records of all authorized users, including all Parties and other internal users, the Appeals Chamber, and, through the public judicial records database, all external users.

3. Assess staff performance according to general United Nations staff performance appraisal schemes; monitor staff work practices, make recommendations for enhancements, ensure that all JRAU staff have the ability to conform with established procedures, and assess the training needs and coordinate regular training sessions, as required.

4. Develop the budgetary submissions and manage and control the implementation and use of resources, including the review and reporting on Unit requirements for equipment, supplies, services, and staffing resources, and oversee all procurement and recruitment activities.

5. Draft policies, guidelines and procedures relevant to the maintenance and accessibility of judicial records and other archival programs for all ICTR sections. Manage special projects relating to records management and archives at ICTR. Oversee the review and implementation of UN HQ approved disposal schedule for ICTR judicial records. In accordance with UN retention policies, manage the appraisal and transfer of ICTR judicial records to archival facility which will be responsible for the maintenance of the records post-mandate. Liaise closely with UN HQ staff on matters relating to records management and archives.

6. Provide substantive support in the planning, and coordination of Tribunal-wide archival projects to ensure the preservation of the Tribunal’s archival legacy as a part of the ICTR completion strategy. Coordinate the administrative aspects of the Tribunal-wide archiving activities, prepare and present in-house records management and archives training programs for ICTR staff, and provide regular updates to management to assist in the preparation of the ICTR’s reports on legacy issues.

7. Manage the development of storage and preservation strategies for the audio-visual and exhibit collection of the judicial records. Supervise, review and provide technical and administrative oversight on the audio-visual digitization and redaction project and ensure the long-term preservation and public accessibility to the audio-visual holdings of the Judicial Records and Archives Unit.

Other Skills
A demonstrated understanding of the importance of confidentiality and security in a legal environment is required; a familiarity with the cases and work of the ICTR would be a definite asset. Demonstrated sensitivities and an understanding of the realities of working on a team in a multi-cultural environment are required.

Competencies

Core Competencies:
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

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 & 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

Accountability:
-Takes ownership of all responsibilities and honours commitments
-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards
-Operates in compliance with organizational regulations and rules
-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.

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

Creativity:
-Actively seeks to improve programmes or services
-Offers new and different options to solve problems or meet client needs
-Promotes and persuades others to consider new ideas
-Takes calculated risks on new and unusual ideas; thinks "outside the box"
-Takes an interest in new ideas and new ways of doing things
-Is not bound by current thinking or traditional approaches

Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology

Commitment to Continuous Learning:
-Keeps abreast of new developments in own occupation/profession
-Actively seeks to develop oneself professionally and personally
-Contributes to the learning of colleagues and subordinates
-Shows willingness to learn from others
-Seeks feedback to learn and improve

Managerial Competencies:
Vision:
-Identifies strategic issues, opportunities and risks.
-Clearly communicates links between the Organization’s strategy and the work unit’s goals.
-Generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction
-Conveys enthusiasm about future possibilities

Leadership:
-Serves as a role model that other people want to follow
-Empowers others to translate vision into results
-Is proactive in developing strategies to accomplish objectives
-Establishes and maintains relationships with a broad range of people to understand needs and gain support
-Anticipates and resolves conflicts by pursuing mutually agreeable solutions
-Drives for change and improvement; does not accept the status quo
-Shows the courage to take unpopular stands

Empowering Others:
-Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work
-Encourages others to set challenging goals
-Holds others accountable for achieving results related to their area of responsibility
-Genuinely values all staff members' input and expertise
-Shows appreciation and rewards achievement and effort
-Involves others when making decisions that affect them

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

BuildingTrust:
-Provides an environment in which others can talk and act without fear of repercussion
-Manages in a deliberate and predictable way
-Operates with transparency; has no hidden agenda
-Places confidence in colleagues, staff members and clients
-Gives proper credit to others
-Follows through on agreed upon actions
-Treats sensitive or confidential information appropriately

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 that the actions proposed will satisfy the expressed and underlying needs for the decision
-Makes tough decisions when necessary

Core Values

Core Values: Integrity, Professionalism and Respect for Diversity

Education

An advanced university degree in Information/Records Management, or an equivalent discipline. Knowledge of modern records management archival practices in an international judicial setting. A first level degree in Information Management in combination with qualifying expereince in Information management may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years experience in the field of archives management, of which at least two years should be in the United Nations or another international organization. Must have full operational understanding of UN archival principles and procedures; experience in a legal environment and knowledge of judicial processes is a definite asset. Experience in the management of electronic record-keeping and archival systems is required; familiarity with international metadata standards and the management of multi-media records are advantages.

Languages

English and French are the working languages of the ICTR. For the advertised post, excellent drafting and communication skills in English are required. A working knowledge of French would be an assest.

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.
APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

UN staff members must attach copies of their last two Performance Appraisal System evaluations to their applications.

Special Notice

This job opening is also available to candidates at the FS-5 and FS-6 levels. In case an FS-5 candidate is selected, he/she will be appointed at the FS-6 level. An FS-6 applicant, who does not meet the time-in-grade requirement, when selected, will be appointed at the FS-6 level.