Associate Information Management Officer, FS-6. UN, DPKO Field Missions. Open until 7 March 2011

Associate Information Management Officer, FS-6 --------------------------------------------------------------------------------

DEADLINE FOR APPLICATIONS: 07 Mar 2011
DATE OF ISSUANCE: 06 Jan 2011
ORGANIZATIONAL UNIT: Field Missions Administered by DPKO
DUTY STATION: Multiple D/S
VACANCY ANNOUNCEMENT NUMBER: 11-IMA-PMSS-425118-R-MULTIPLE D/S




Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info


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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Responsibilities
Organisational Setting and Reporting Relationships: These positions are located in field missions administered by DPKO. Associate Information Management Officers usually report to a senior officer or to a unit chief. Responsibilities: Within delegated authority, the Associate Information Management Officer will be responsible for the following duties: Participates in and provides professional leadership to mission-wide strategic information planning by contributing recordkeeping and/or information management requirements to inter-component committees and working groups, and liaising with other information managers and information technology service providers throughout the Secretariat. Provides advisory services on recordkeeping practises, including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. Researches, analyses and evaluates new applications of information technology to records management and makes recommendations for their deployment. Participates in recordkeeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of recordkeeping application improvements and new systems; provides user support. Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems. Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned. Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the mission's storage facilities meet environmental standards. Performs and supervises reference functions by advising internal users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff. Evaluates adequacy of existing records management, information management and reference tools to support business operations, including senior management decision-making. Reviews and recommends enhancements to information systems to ensure compliance with Secretariat and departmental records and information management policies and standards. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the mission area. Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. Assists in the implementation of a framework for the mission's information governance. Participates in mission intranet content management, administration and ongoing development. Performs other related duties, as required.

Competencies
Professionalism - Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and 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; is motivated by professional rather than personal concerns; 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. Planning& Organising - 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. 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.


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QUALIFICATIONS

Education
High School Diploma or equivalent plus a combination of relevant certification/diploma or other academic qualifications/training in recordkeeping or related areas in information management.

Work Experience
A minimum of six years of progressively responsible experience in modern archives management, recordkeeping, library, information management or related area.

Languages
Fluency in spoken and written English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language, or local language is an advantage.

Other Skills



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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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.

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.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.


How to apply

All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.

Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.

To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.


After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.


In completing the PHP, please note that all fields marked with an asterisk must be completed.


UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.

E-mail: staffing@un.org,

Fax: 1-212-963-2800