Information Management Assistant, G-6. UN Secretariat, OLA. New York. Open until 5 January 2011

Information Management Assistant, New York
Closing Date: Wednesday, 05 January 2011

INFORMATION MANAGEMENT ASSISTANT, G6
Department/ Office

OFFICE OF LEGAL AFFAIRS

Duty Station

NEW YORK

Posting Period

6 December 2010-5 January 2011

Job Opening number

10-IMA-OFFICE OF LEGAL AFFAIRS-16867-R-NEW YORK

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

Org. Setting and Reporting

This position is located in the Archive Unit, Office of Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Principal Information Management Assistant.

Responsibilities

Under the direct supervision of the Principal Information Management Assistant of the Archive Unit, the Information Management Assistant will be responsible for the following duties:

Undertake archival arrangement and description projects and operations; classifying documentation into categories for quick retrieval thereby contributing to the efficiency of Legal Officers and the quality of their responses to clients; reading and analyzing incoming material, and assigning appropriate file classification; incorporating new data into a computerized index and establishing new file categories as needed.

Oversee stored records; preparing and arranging records for transfer to commercial storage; applying retention schedules and initiating reappraisals and disposals; registering actions in the Section database; and providing reference service.

On request, conducting research for Legal Officers, whether in OLA files, database, UN documentation or other standard resources and databases.

Assist in the digital records accessioning process and advise on electronic record keeping system standards and compliance; implement procedures in the use of metadata standards for the capture, maintenance and accessioning of digital archives.

Coordinate access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating Section database.

Facilitate the periodic transfer of scheduled records into the Archives by liaising with Secretariat and overseas offices; ensuring the completeness and accuracy of transfer documentation; and providing assistance to Secretariat staff in transfer preparations.

Competencies

PROFESSIONALISM: Knowledge of archive and record management service; maintenance and disposition of records, appraisal and migration management; records preservation and description. Ability to undertake independent research, identify and assess issues and develop accurate retrieval tools for relevant records; Ability to work under pressure and apply practical problem-solving skills as needed. Extensive knowledge of the United Nations policies and procedures for Document Management. Knowledge of computer software relevant for application to archives, library, documentation and record-keeping is required. Ability to identify clients' needs and matches them to appropriate solutions.

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.

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.

Education

High school or equivalent diploma. Training in archives and records management is required.

Work Experience

Seven years of experience in archives, records management and related area. Experience within the UN system is highly 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 French or Spanish 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 and/or other assessment method.

Special Notice

This position is for local recruitment. External applicants will be considered only if no suitable internal candidate is found.

Passing the New York Administrative Assessment Support Test (ASAT) 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 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.

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.