Information Management Officer, P-4. UN Secretariat, DM. New York. Open until 1 February 2011

Job Title:
INFORMATION MANAGEMENT OFFICER, P4
Department/ Office:
OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station: NEW YORK


Posting Period:
3 December 2010-1 February 2011
Job Opening number:
10-IMA-OFC OF CENTRAL SUPPORT SERVICE-16991-R-NEW YORK

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

Org .Setting and Reporting

This post is located in the Facilities Management Services(FMS), Facilities and Commercial Services Division, Office of Central Support Services, Department of Management. The incumbent directly reports to the Chief Administrative, Finance and Personnel Section.

Responsibilities

Under the direct supervision of the Chief Administrative, Finance and Personnel Section, the information management officer will be responsible for the development and implementation of procedures and systems to manage Capital Master Plan (CMP) related information and will perform the following duties:
• Conduct research and make recommendations relating to the use and applicability of information management technology, in the area of document management, property management, space planning, personnel contract management, occupancy data, and gift management.
• Recommend and implement solutions for file plans, retention schedule, transfer procedure, maintenance, protection and disposal of related records based on needs, business process and workflow.
• Manage information by enforcing security-classification restrictions and ensure the physical security and safety of the Organization’s facilities management systems.

• Design, develop and maintain a master drawing and system documentation repository to record and archive CMP generated specific and general drawings, building codes and operations manuals, to ensure access to reliable authentic records.
• Assess system requirements and participate in the implementation of an Integrated Workplace Management System (IWMS), to facilitate office space and move management in the context of the relocation from swing space and to ensure post CMP readiness. Study and propose solutions to inter connect the IWMS with the Enterprise Resource Planning System (ERP) and Building Management Systems to be installed by the CMP. Develop and implement an information migration strategy.
• Provide guidelines and tools to better track, value, report and overall manage non expendable properties during the CMP.
• Assist with the design and development of a gift management and inventorying system.
• Coordinate CMP related operational matters at the UN garage and participate in the implementation of an automated vehicle identification system and improved billing system,
• Represent the Section as required, advocating facilities management perspectives and standards.
• Perform other duties as assigned.

Competencies

• Professionalism: Knowledge of information management, archival, record keeping and record disposition; knowledge of system design and electronic data maintenance, including appraisal, conservation and migration management. Demonstrated professional competence and mastery of information management trends. Ability to conduct research and analysis, identifying and assessing issues, formulating options and making 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; identifies priority activities and assignments; 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 efficiently. 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 audience; demonstrates openness in sharing information and keeping people informed.

• 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.

Education

Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, or computer engineering. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree

Work Experience

Seven years of progressively responsible experience in information management is required. Experience in archives management, record keeping, or related area is desirable.

Languages

English and French are the working languages of the United Nations. For this position, fluency (both oral and written) in English is required. Working knowledge of French 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 as part of the evaluation of your application for this position, you will be requested to undergo a technical writing exercise, which may be followed by a competency- based interview depending on the result of the test.

Special Notice

• Funding for this post is subject to budgetary approval. The appointment is limited for the duration of the Capital Master Plan (CMP) project. Extension of appointment will also be subject to budgetary approval.
• 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.