Records Management Assistant. UNFCCC, Bonn. Open until 29 September 2011

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat
CONSULTANCY
(Individual Contractor)
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COMMUNICATIONS AND KNOWLEDGE MANAGEMENT SERVICES (CKMS) PROGRAMME
Knowledge Management Unit
ANNOUNCEMENT NO: 11/TA22/CKMS
PUBLICATION DATE: 15 September 2011
DEADLINE FOR APPLICATION 29 September 2011
TITLE: Records Management Assistant
DURATION OF Consultancy: as soon as possible until 31 December 2011
DUTY STATION: Bonn, Germany
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Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.
Communications and Knowledge Management Services (CKMS) ensures that Knowledge
Management (KM), and Communications and Media Relations (CMR) services are in place to assist
Parties and the UNFCCC secretariat in managing and disseminating information.
Functions to be performed
Under the direct supervision of the Public Information Officer the individual contractor is
responsible for the front-end application administration of recordkeeping system and the first level user
support for recordkeeping system. She/he supports the roll-out of recordkeeping system to programme
offices and the electronic records migration from shared drives to recordkeeping system In particular,
the incumbent:
1. Supports disposition operations by liaising with records-originating offices to periodically transfer the
scheduled inactive and permanent records to the Records Center by reviewing records and ensuring
the completeness and accuracy of transfer documentation.
2. Guides programmes on the transfer procedures, carry out site visits to offices to advise transfer
preparations and ensure transfer guidelines are adhered;
3. Ensures that records are smoothly transferred from programme areas to the records center, that the
right retention schedules, security level and access control are applied to records, and that the
records are properly organized, packed and labelled;
4. Coordinates access and declassification reviews by screening records for security-classified
materials, preparing declassification review requests and updating database;
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5. Conducts surveys and interviews and gather information for the development of records
management functional toolkits such as the file classification scheme, the metadata scheme and the
security and access classification scheme;
6. Collects information from programmes about their electronic records on the G drive, supports the rollout
of recordkeeping system; carries out mapping of records to be migrated from shared drives to
recordkeeping system, and advises programme which migration tool to use when migrating records;
7. Prepares a variety of written outputs such as statistics and reports on records management activities.
Requirements
• Completed secondary education. Specialized training in information science, records, archives or
library management and knowledge about electronic recordkeeping system is an asset;
• At least five years of relevant experience in documents registration, modern archives management,
record keeping, library, information management or related area;
• The incumbent must be proficient in MS Office: Word, Excel, Access and PowerPoint. Practical
experience in maintaining electronic records for public institutions and in an office support function
using databases is desirable;
• Fluency in written and spoken English. Working knowledge of other United Nations languages
and/or German is an asset.
To apply
Candidates whose qualifications and experience match the requirements, please use the on-line
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.