Information Management Assistant, G-5. UNEP, Nairobi. Open until 21 January 2011

Information Management Assistant, Nairobi
Closing Date: Friday, 21 January 2011

Job Title

INFORMATION MANAGEMENT ASSISTANT, G5
Department/ Office

UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station


NAIROBI

Posting Period

22 December 2010-21 January 2011

Job Opening number

10-IMA-UN ENVIRONMENT PROGRAMME-17391-R-NAIROBI

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

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. This post is located in the OZONE Secretariat, Office of the Executive Director (OED) in UNEP. Under the overall supervision of the Senior Administrative Officer and the direct and joint supervision of the Programme Officer for Reporting, Data and Analysis and the Communications Officer, the incumbent will perform the following tasks:

Responsibilities

1. Archives and Records Management: Undertakes basic Local Area Network (LAN) administration duties; Provides standard and Archives and Records Management-specific applications support and applications/LAN troubleshooting for Secretariat staff; Conducts end-user training relating to standard electronic record keeping systems; Assists in editing Section web page. 2. Documents Management: Liaises with the Division of Conference Services with respect to preparation, reproduction and distribution of documents and publications; Assists in ordering and following-up on shipment of documents, reference materials, stationery and necessary equipment to various sites; Provides document delivery services as required; maintains the main Ozone Secretariat Website and Information Technology related tasks; Assists in occasional installation of software, updates, patches, testing and support; Performs troubleshooting of the computers within the Ozone Secretariat and fixing the problem or escalating the call to a senior Information Technology officer for further diagnosis; Assists in routine administration, operation, technical support and monitoring of the Secretariat's server system in the absence of computer systems Support Assistant; Provides occasional maintenance of the Secretariat' s web site; Acts as the computer systems backup staff in the absence of the Computer systems Support Assistant. 3. Pre-meeting work: Assists in the preparation and dispatch of letters of invitation and meeting documentation, and transmitting the same electronically; Assists colleagues by performing informal translation of some incoming correspondence in French and Spanish. 4. In-session servicing: Provision of specialized services related to distribution of documents in hard copy and in electronic format: Assists in the provision of IT assistance to delegates at paperless meetings; Assists the Database Manager and other IT Officers in organizing and posting documents during the meetings; Responds to general queries from meeting participants on documentation and IT issues. 5. Post-session arrangements: Dispatch of meeting reports, list of participants and other documents generated at the meetings; Perform other relevant duties as assigned.

Competencies

Professionalism: Demonstrate professional competency in database management (development/maintenance), cataloguing and publishing for production of various documents, publications and reports. Experience in website maintenance. Ability to respond to changing requirements and assignments; ability to apply good judgement in context of assignments given.

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.

Client orientation: Ability to identify clients' needs and appropriate solutions; ability to establish and maintain productive partnerships with clients.

Education

Completion of Secondary school is required. Additional technical training in the field of computer systems operations and technical issues, web design and maintenance is desirable.

Work Experience

A minumum of 5 years of relevant experience in computer systems operations, computer troubleshooting and fixing hardware and software problems is required. Experience in Microsoft office, other types of database, reports generating applications is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in oral and written 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

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

1. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

2. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. 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 resubmit the application, if necessary. If the problem persists, please send an email to recruitment@unon.org, quoting the job opening number in the subject header of your email.

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.