Information Management Officer, P-4. DPKO, Field Missions. Open until 7 March 2011

Information Management Officer, P-4 --------------------------------------------------------------------------------

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-425114-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 United Nations field missions. Depending on the mission structure, the Information Management Officer will report to the mission's Chief of Staff, the Director or Chief of Mission Support, or the Chief, General Services Section. Responsibilities: Under the delegated authority of the mission's Director or Chief of Mission Support, the Information Management Officer has the following responsibilities: Ensures that the field mission's activities and institutional memory are adequately documented and that paper and electronic records of continuing value are regularly transferred to United Nations Headquarters. Ensures that the paper and electronic records of short- and mid-term value housed in the mission's offices and records facility are managed and protected in accordance with industry best practise, including, but not limited to, best practise for vital records management, paper and digital records preservation, and access rights management. Establishes and implements a framework for the mission's information governance. 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. Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives. Provides advisory services mission-wide on recordkeeping and information management practises based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping and information management practises, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records to the mission's records centre; identifies and protects vital records; and informs management policies and procedures, with an emphasis on technological applications. Monitors the progress of projects in client offices, ensures compliance with organisational and departmental standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference. Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping system; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise mission offices in the management of electronic records. 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. Manages information security by enforcing security-classification restrictions; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the mission's records. Takes a leading role in developing new mission intranet content, administration and ongoing content management. Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management. Develops a client training and outreach strategy and programme and coordinates its implementation. Represents the mission's Information Management Unit, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards. Guides, trains and supervises professional and general service staff in the various records and information management functions. Leads and directs a team of information management staff. Performs other duties as assigned.

Competencies
Professionalism - Knowledge of information management, archival, recordkeeping 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
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science 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 seven years of progressively responsible experience in modern archives management, recordkeeping, library, information management or related area.

Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official 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