Records Management Officer, P-3. UNOG, Geneva. Open until 24 December 2010

Job Title:
RECORDS MANAGEMENT OFFICER, P3
Department/ Office:
OHCHR
Duty Station: GENEVA


Posting Period:
25 October 2010-24 December 2010
Job Opening number:
10-ADM-OHCHR-16819-R-GENEVA

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

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Org .Setting and Reporting

The position is located in General Administrative Services Section, Programme Support and Management Services. The incumbent reports to the Head of the General Administrative Services Section.

Responsibilities

Under the direct supervision of the Head of the General Administrative Services Section and with guidance from the OHCHR Archiving Committee and the UNOG Registry, Records and Archives Unit, the incumbent performs the following responsibilities relating to recordkeeping, archiving, and information management:
• Provides advisory services on recordkeeping and archiving practices, including needs and business process analysis, organization and maintenance of OHCHR information assets, records preservation and disposition, and information management policies and procedures.
• Evaluates the adequacy of existing records management procedures and processes in OHCHR. Develops and implements a recordkeeping and archiving policy and establishes procedures and work processes in liaison with records-originating offices across the organization and in accordance with UN rules and regulations. Establishes organization-wide file plans for printed and electronic versions of documents and other media, and oversees the adherence to such file plans.
• Establishes retention schedules, ensures they are meeting established UN standards, and oversees the adherence to such schedules. Manages the physical aspects of records transfers by overseeing OHCHR archives and liaises with records-originating offices regarding the transfer and/or disposal of their records to OHCHR and other UN archives. Ensures that OHCHR storage facilities meet environmental standards.
• Establishes a culture of knowledge on information management, recordkeeping and archiving across OHCHR, contributes to the establishment of recordkeeping focal points in records-originated offices, and works closely with such focal points.
• Develops and maintains a training programme on recordkeeping and archiving for new and existing staff.
• Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment. Participates in evaluation, implementation and testing of such systems, and provides user documentation and user support.
• Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards, produces descriptive inventories, and prepares mark-up of descriptive inventories for electronic dissemination.
• Advises internal and external users about records holdings and accessibility, maintaining communications with other information management networks and records and archives specialists, and supervises retrieval and reproduction activities. Maintains access and declassification standards by liaising with records-originating offices regarding access to security-classified materials.
• Assists in programme administration, including the provision of assistance to or supervision of other staff members, formulation of contracts, and budget development. Supports senior staff members in meetings as required. Prepares correspondence and reports as required, and develops and distributes guidelines. Performs other duties as required.
• Understands, keeps up with, and applies preservation techniques and strategies for records across all media, including printed and electronic records.

Competencies

Professionalism: Knowledge of records management, archiving and information management. Ability to demonstrate conceptual, analytical and evaluative skills, to conduct independent research and analysis, to identify and assess issues, and to formulate opinions and make recommendations. Shows pride in work and achievements, demonstrates professional competence and mastery of subject matter, is conscientious and efficient in meeting commitments and achieving results, and shows persistence when faced with difficult problems or challenges.
Communication: Speaks and writes clearly and effectively, listens to others, correctly interprets messages from other and responds appropriately. Demonstrates openness in sharing information and keeping people informed. Tailors language, tone, style and format to match audience. Demonstrates effective presentation and training skills.
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 and uses time effectively.
Client Orientation: Considers all those to whom services are provided as clients and seeks to see things from their 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 clients.
Technological Awareness: Keeps abreast of available technology and actively seeks to apply technology to appropriate tasks. Knowledge of document management software, including databases and retrieval systems. Understands applicability and limitation of technology to the work of the office. Shows willingness to learn new technology.

Education

Advanced university degree (Master’s degree or equivalent) in archival information science, library studies, records management, 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 five years progressively responsible experience in modern archives management, recordkeeping, library, information management, or related area

Knowledge of computer technology, including database management, is essential.

Languages

Good working knowledge of English is required.
Working knowledge of French is required.

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

Written assignment for shortlisted candidates.
Competency based interview.

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.

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.