Tuesday, November 29, 2011

Archivist (Reference). UNHCR, Geneva. Open until 3 January 2012

Job Title:
Archivist (Reference)

Job ID:
Geneva, Switzerland
APA Location:
Geneva, Switzerland

Salary Grade: P3
Hardship Level: H
Family Type Location: Family

Eligible Applicants
UNHCR staff members who meet the eligibility criteria in accordance with the Policy and Procedures on Assignments may apply for this position. In addition, for positions at the P-2 and P-3 levels, candidates who have been accepted on the UNHCR International Professional Roster may express their interest by submitting an application.
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the Policy and Procedures on Assignments (IOM/FOM/33/2010 refers).
Duties and Qualifications
Archivist (Reference)

The Archives of the United Nations High Commissioner for Refugees exists to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, the scholarly community, and the general public. Established in 1996, the UNHCR Archives includes material from more than half a century of field operations around the world as well as material from headquarters, predecessor agencies and from individual donors. It occupies about 10 kilometres of shelving space on two basement floors in Geneva's headquarters. Electronic archives, comprising some 8 million documents, are stored and managed in a document management system accessible to authorized staff through Internet.

The UNHCR Archives is committed to promoting the knowledge of UNHCR history, and to making research materials available not only to internal users, but also to external users while balancing researchers' need for access with the needs for confidentiality of persons and institutions whose activities are reflected in the records.

Under the supervision of the Senior Archivist, the Archivist (Reference) is responsible for the appraisal, accession, preservation, arrangement and description of UNHCR archives, the reference services for both staffers and external researchers and the promotion of the Archives contents.

The incumbent of this position supervises one general services staff member and coordinates archival projects with partners, interns and volunteers.

UNHCR documentary evidence of past activities and decisions is preserved, protected, and made available to UNHCR and its global workforce and to external stakeholders.


- Adapt international standards and best practices to UNHCR Archives.
- Appraise UNHCR permanent records and ensure that they are transferred to the corporate Archives at Headquarters for custody.
- Ensure proper preservation of archival materials in all type of formats.
- Arrange and describe UNHCR Archival materials.
- Provide internal and external researchers with access to UNHCR archival records.
- Promote the knowledge and use of UNHCR Archives, internally and externally.
- Collaborate with other services in the Division of External Relations, in the development and organization of outreach activities.
- Liaise with other Divisions, stakeholders and information providers (i.e. Refworld) for a consolidated access and preservation approach for UNHCR archival records.
- Be UNOG Library Focal Point.
- Develop content for learning programmes for internal researchers related to archives.
- Advise on UNHCR's access policy.
- Work closely with the Archivist (Records Management) for a coordinated, systematic management of semi-active and inactive paper and electronic records, including implementation of records schedules.

- Develop and implement strategies, policies, procedures and guidelines for archives.
- Develop content for learning programmes related to archives management.
- Implement records disposition and destruction schedules.
- Advise on the appraisal of UNHCR permanent records.
- Provide access to UNHCR records to internal and external researchers.

Advanced university degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.

Experience: At least six years of experience in progressively responsible functions in relation to Archives. Of the six years, minimum of three years of experience should be in an international environment in the same functional area directly relevant to the current position.

- Knowledge of archival principles, functions, techniques, methods, and standards.
- Experience in arrangement and description, appraisal, disposition and preservation of records in all types of media (e.g. electronic records, films and videos, photos and traditional paper files.
- Experience in organizing outreach activities.
- Experience in archives reference and consultation services.
- Familiarity with current trends in archival research.
- Knowledge of moderns trends on long term preservation on all types of media.

Languages: Excellent knowledge of English (written/oral/comprehension).

- Working knowledge of French and/or other UN languages.

- Knowledge of records management principles.

- Knowledge of enterprise content management suites.

- Familiarity with audio-visual archives.

- Experience with digitalization projects.

Position Competencies
C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing Level 3

Operational Context
Experience in Historical Archives: the incumbent is expected to have experience in accession, arrangement and description, reference services and outreach activities. Although he/she is not expected to be a preservation or conservation specialist, the incumbent should have a general knowledge on preservation issues and conditions for different types of archival medial e.g. paper, audio-visual, graphic materials, digital records. Understanding of the challenges of digital archives and its preservation is also important.

Records Management: the incumbent should be familiar with the management of records during their complete life cycle, from creation, capture and management in records management, appraisal, destruction, accession, preservation and access. The incumbent will be expected to participate in users support.

Multi-task and capacity to organize and prioritize archival work: the post requires a person with a capacity to prioritize and multi-task, and be able to find the right balance between the different activities to be performed: outreach activities, replying to concurrent information requests, arrangement and description projects, training, and covering work of the other Archivists.

Project Management: The incumbent is expected to manage projects with volunteers, consultants, interns, and partners (i.e. researchers, units).

Training and Communication Skills: The incumbent is expected to present projects, train researchers, and promote the Archives in formal and informal ways. The incumbent would train colleagues, researchers and support staff.

Field work: The incumbent should be ready to participate in appraisal missions alone, and be ready to work in warehouses, containers, and rooms full of paper files in any country in the world.

Team work: the incumbent will be part of a team of four archivists, each one with its own specific area of expertise but at the same time very closely interlinked. The incumbent is expected to be ready to share, discuss, train and learn with the colleagues in the search for solutions adapted to UNHCR needs.

Closing Date
Please note that the closing date for Addendum 1 to the September 2011 Compendium is Monday 12 December 2011 for internal vacancies and Tuesday 3 January 2012 for external vacancies (closing date Geneva midnight).

Monday, November 21, 2011

Associate Information Management Officer, P-2. UN Secretariat, ARMS. Open until 25 November 2011


TVA Grade Level P2

Functional Title
Associate Information Management Officer


Occupational Group (See list on last page)
Information Management

Open to
(Current Grade of Applicant)
P/2 - P/3

25 November, 2011

Service/Section: Archives Records Mgmt Section (ARMS)

Estimated Start Date: 01/12/2011

Duty Station: New York Possibility of Extension? YES NO
Duration: up to 30 June 2012 Open to External Candidates? YES NO

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of the Chief, Archives Unit, the Associate Information Management Officer is responsible for the management of projects to describe, digitize and preserve the United Nations archival records according to international standards. The incumbent conducts in particular reference functions by advising internal and external users about archival holdings, and manage declassification projects in compliance with UN policies and practices. He/She maintains
communication with other information and records managers and provides services on archival related issues to all departments.
He/She manages declassification metadata in the Section’s electronic recordkeeping system (TRIM). He/She makes recommendations for enhancement of ARMS website and participates in the maintenance and update of the archives portion of ARMS website. He/She performs other related duties, as required.

• Professionalism – Domains of professional knowledge include the following: the nature of archives, records and recordkeeping; appraisal, arrangement and description of archival records; maintenance and disposition of records, preservation.
Demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and
assessing issues, formulating options and making conclusions and recommendations.
• Planning and Organising – Ability to establish priorities and to plan, coordinate and monitor own work plan and those
under his/her supervision.
• Technological Awareness – In-depth knowledge and experience of relevant technology and its application to archives and recordkeeping.
• Communication – Demonstrable ability to write in a clear and concise manner and to communicate effectively orally.
Ability to prepare reports, formulating positions on issues, articulating options concisely conveying maximum necessary
information, making and defending recommendations. Demonstrated ability to develop and maintain effective work relationships with client groups.
• Teamwork – Demonstrated interpersonal skills and ability to establish and maintain effective working relations

Experience: At least five years of progressively responsible professional experience in modern archives, recordkeeping and/or information management functions. Experience at the international level preferred.
Education: Advanced university degree (Masters Degree) with a specialization in archival or information science, information
systems, social science (history or international relations, esp. in the post-World War II period) or a related field. A first level
university degree with a combination of relevant academic qualifications and experience may be accepted in lieu of the advanced university degree.
Languages: English and French are the working languages of the United Nations Secretariat. For this post, fluency in spoken and
written English is required. Knowledge of a second official UN language is an advantage.
Other Skills: Specialization in the application of information technology to archives and records management.

Cover Letter
Signed PAS Periods: 2009-10 - 2010-11

Contact Name: Eriko Takahashi Email Address: takahashi@un.org
Copy (cc): Paola Casini Email Address: casinip@un.org

Please choose from this list of Occupational groups:
Civil Affairs
Civilian Police
Conference Services
Drug Control and Crime Prevention
Economic Affairs
Electoral Affairs
Human Resources
Human Rights
Humanitarian Affairs
Information Management
Information Systems and Technology
Legal Affairs
Management and Programme Analysis
Political Affairs
Population Affairs
Production Service and Transport Work
Programme Management
Public Administration
Public Information
Science and Technology
Social Affairs
Social Sciences

While this temporary assignment will provide the successful applicant with an ideal opportunity to gain new work
experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Internal candidates for this purpose is defined as staff members currently serving under 100 series appointment who have
been recruited after a competitive examination under staff rule 104.15 or after the advice of a Secretariat joint body under
staff rule 104.14. External applicants may be considered when it is not possible to identify suitable internal candidates of
the same department/office.
Please note that external candidates are generally not entitled to be appointed at the advertised level of this temporary
vacancy and will therefore be graded in accordance with the current recruitment guidelines. This means that the grade
may be at a lower level than that of the advertised level of the post.
For information on the provisions for special post allowance, please refer to ST/AI/1999/17.

Friday, November 11, 2011

Information Management Officer (Training), P-3. DSS, New York. Open until 1 January 2012

Job Title:
Department/ Office:
Duty Station: NEW YORK

Posting Period:
2 November 2011-1 January 2012

Job Opening number:

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

Org. Setting and Reporting

The position is located in the Information Management Section(IMS), Field Support Service (FSS) of the Department of Safety and Security. The incumbent reports to the Information Management Officer.


Within delegated authority, the Information Management Officer will be responsible for the following duties:
• Provides advisory services on knowledge and information management practices for training actors at headquarters and in the field, including needs and business process analysis; information management policies and procedures, with an emphasis on technological applications, incl. learning management systems and e-learning delivery platforms; and records preservation and disposition, including through the UNDSS records Management System (TRIM) and Learning Management System (Moodle);
• Researches, analyses and evaluates new applications of information technology to learning and training, training records management, and knowledge management, including virtual Communities of Practice, and makes recommendations for their deployment.
• Participates in record-keeping and training data management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of data management application improvements and new systems; provides user support.
• Develops detailed system and other functional specifications and standards from the knowledge and information management perspective and user documentation for new systems, including virtual communities of practice, e-learning and learning management systems.
• Develops training materials and user manuals; trains staff in use of, deployment and maintenance of knowledge and information management systems for security training.
• Evaluates adequacy of existing knowledge management and reference tools for security training.
• Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Department.
• Collaborates with DSS teams and Headquarters training focal points to ensure that knowledge and information management tools and web presences are regularly used, contain relevant, updated and accurate data and information on peacekeeping training.
• Participates in developing client outreach strategies for headquarters and the field 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.
• Performs other related duties, as required.


•Professionalism: Knowledge of information and knowledge management, record keeping and record disposition, in particular as it relates to training. 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.
•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.
•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.


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 five years of progressively responsible experience in information and/or knowledge management or related area. Experience in including the design, roll out or maintenance of learning management systems and/or training is highly desirable. Prior experience in the United Nations, preferably in a UN field mission, is highly desirable.


English and French are the two working languages of the United Nations. For this post, English is required. Knowledge of French is highly desirable, and knowledge of another UN language is an asset.

Assessment Method

As part of the evaluation of your application for this position, you may be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.

Special Notice

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.

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.

No Fee


Archivist/Records Manager, AST3. European University Institute, Florence. Open until 5 December 2011

Florence, 2/11/2011

coupled with a notice for an

Nature of post: 1 temporary post - grade AST3 – Archivist/ Records Manager
Unit to which post is attached: Historical Archives of the European Union

Duration of contract: four years, renewable initially for a fixed period of up to two years. Any further renewal will be for an indefinite period.

Description of duties: The staff member, under the supervision of the Director of the Historical Archives, will be in charge of receiving, arranging, describing, indexing and publishing on the web European institutional archives, and will perform reference service at
the Archives desk. In addition to these duties the employee will be required to manage the records management system of the EUI (RAME), including the following tasks:
- Drawing up or updating, for each administrative unit and academic department, a classification scheme, retention schedule and management tools for current and intermediate archives; providing archiving support to other EUI units;
- Selecting, filing and describing the current and intermediate EUI archives, in both electronic and paper format;
- Developing and monitoring the evaluation and preservation protocols for ensuring that historically valuable documentation will continue to be available in the long term;
- Identifying and selecting which data in existing EUI recordkeeping systems need to be converted to EDMS (Electronic Document Management System).
- Providing support to IT specialists
* in preparing a comprehensive digital and recordkeeping strategic plan for ensuring the long-term viability, security and accessibility of the EUI’s digital information in compliance with RAME procedures and internationally-recognized archival principles;
* in assessing and monitoring an EDMS.

A. Eligibility criteria
• Being a national of the European Union, or a national of third countries having acquired the status of long term resident on the basis of the EU Directive 2003/109/EC;
• Post–secondary education attested by a diploma, or secondary education attested by a diploma and appropriate professional experience of at least three years;
• Good knowledge of two languages of the European Union.

B. Selection criteria
• Knowledge of records management, attested by a diploma, or equivalent professional experience;
• Experience in the use and implementation of Electronic Document Management Systems (Documentum, LiveLink, SharePoint, Alfresco, etc.);
• Knowledge of international standards for archival description (ISAD and ISAAR);
• Good knowledge of English;
• Ability to work as part of a multinational team in an international environment.

• Work experience in a university or research environment;
• Knowledge of additional languages of the European Union, particularly French.

Selection process:
Candidates shortlisted by the Selection Board will be invited for
• a language test
• a computing test
• an interview, enabling assessment of the candidate’s ability to carry out the tasks of the posts and to work in an international academic institution
Assessment on the basis of qualifications and marking of tests:
Marking: 0 to 20 for the assessment on the basis of qualifications;
Marking: 0 to 20 for the language test;
Marking: 0 to 20 for the computing test;
Marking: 0 to 40 for the interview by the Selection Board.

The net monthly salary:
The net monthly salary after taxes is approx. Euro 2,900. In addition, when conditions as laid down by the Statutes are applicable, there are family allowances - household allowance,
dependent child allowance, education allowance – and expatriation allowance (approx. 16% of salary).
The European University Institute is an academic institution set up in 1972 by the Member States of the European Union charged with research and postgraduate training in Law, Economics, History and Civilisation and Political and Social Sciences with special reference to Europe. The Institute is not an EU Institution, but an intergovernmental organization,
funded directly by signatory states, partly by the European Commission and to some extent through external funding (http://www.eui.eu).
The European University Institute is an equal opportunity employer.
Applications must be submitted electronically using the IUE/6/2011 online application form.
Applications received by e-mail, fax or post will not be considered.
The name of the appointed candidate and, if applicable, of candidates included in the reserve list will be published on the EUI Web site. By submitting their application, candidates acknowledge and give their explicit consent to this procedure, according to the Data
protection regulation in force at the EUI (President’s Decision n. 32 of 27 November 2008).
Contacts: E-mail: applyjob@eui.eu

Pasquale FERRARA

Monday, November 7, 2011

Senior Information Management Assistant, G-7. UNICEF, New York. Open until 21 November 2011

Senior Information Management Assistant (OPSCEN), EMOPS, G-7, New York

Vacancy No: E-VN-2011-001944
Duty Station: New York
Country: United States of America
Region: NY HQ Job Level: G-7
Position#: 00071795
Application Close: 21-Nov-11
Contract Type: Long-term Staff (FT)

Purpose of the Position
UNICEF's Emergency Operations Centre (OPSCEN) provides 24/7 global information and communications services to support UNICEF staff around the world. OPSCEN relies upon well-organised information management (IM) systems to maximize its efficiency and effectiveness. A key component of OPSCEN's IM strategy is "COSMOS", an information management system that unifies diverse data sources, using Microsoft SharePoint application. COSMOS is currently in development and, in 2012, it will form the foundation for OPSCEN's IM processes.

Under the supervision of the OPSCEN Deputy Manager, and in collaboration with all OPSCEN team members, the OPSCEN Senior IM Assistant will be responsible for developing, streamlining and maintaining OPSCEN's information management system with a focus on maximising the features of COSMOS.


Key Expected Results
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and tasks.

1. OPSCEN daily operations are supported by information management policies, procedures, processes and systems.
- Develops standard operating procedures (SOPs) to support good IM practices, with a focus on standardised protocols for labeling, filing and archiving documents and e-mails.
- Provides ongoing trainings and briefings to OPSCEN team members to build IM capacity and to support adherence to OPSCEN IM SOPs.
- Carries out ongoing checking of labeling, filing and archiving actions carried out by OPSCEN team members to ensure quality control and adherence to IM SOPs.

2. OPSCEN's information management system, COSMOS, is developed, updated and maintained.
- Ensures ongoing uploading of data to COSMOS databases.
- Generates weekly and monthly statistical reports to calculate number and types of operation carried out in COSMOS.
- In collaboration with OPSCEN team members, develops COSMOS through SharePoint's customisable "out-of-the-box" features.

3. OPSCEN's intranet site is developed, updated and maintained.
- In collaboration with OPSCEN Deputy Manager and OPSCEN team members, develops OPSCEN's intranet site.
- Upon request of the OPSCEN Deputy Manager, uploads new content to OPSCEN's intranet site.
- Provides ongoing review of site to identify bugs and/or errors and implements corrective actions in a timely fashion.

4. OPSCEN's database of key UNICEF staff is maintained and updated on a daily basis.
- Maintains contact database with accurate and up-to-date contact information for approximately 3,000 key UNICEF staff around the world.
- Tracks staff movements (R&R, leave, mission, deployment, change of duty station, retirement, etc.) and updates contact database accordingly.
- Produces monthly statistical reports to calculate number and types of database operation carried out in COSMOS.

5. OPSCEN has on file up-to-date emergency contact lists for all UNICEF offices, with special focus on countries with highest security levels.
- Develops and implements system for ensuring the filing of up-to-date emergency contact lists for all UNICEF offices, with a focus on maintaining the most recent records for countries with highest security levels.
- Ensures tracking of emergency contact list expiration dates, and follows up with offices for which emergency contact lists are soon to expire.
- Files emergency contact lists according to OPSCEN IM SOPs, cross-references key staff with contact database and updates accordingly.
- Produces monthly reports concerning status of emergency contacts lists, with particular attention paid to countries with highest security levels and those for which lists are about to expire or have expired.

6. OPSCEN's e-mail distribution lists are maintained and updated to ensure correct targeting of OPSCEN's information products.
- Reviews on an ongoing basis the contents of OPSCEN's distribution lists and updates, as appropriate.
- Upon request of OPSCEN Deputy Manager, and in consultation with EMOPS Humanitarian Field Support Section, creates new distribution lists for specific emergencies.

7. Maps displaying UNICEF staff and premises with emergency- or security-related overlays are produced in a timely fashion
- Maintains database of GPS coordinates of all UNICEF offices and guesthouses and, where appropriate, private staff residences.
- Creates accurate and timely maps, displaying locations of offices, current locations of staff and other security- or emergency-related data, as appropriate.

8. Data regarding security/conflict, politics/international relations and environmental/ meteorological trends are synthesised into timely and informative reports.
- In collaboration with other OPSCEN team members, reviews existing sources regarding security/conflict, politics/international relations and environmental/meteorological trends.
- Develops distribution lists containing contact information concerning UNICEF colleagues with specific regional and thematic information needs .
- Regularly reviews key data sources, consolidates updates into regional and thematic reports and distributes to appropriate distribution lists.

9. Effective working relations are maintained with other agencies engaged in security- and emergency-related information management
- Liaises with UN Secretariat, UNDSS, UNOCHA and other UN agencies for purposes of data sharing (e.g. GPS coordinates, security level data, etc.)
- Participates in interagency emergency- and security-related IM coordination meetings.

10. Any other assigned information management, administrative and back-up responsibilities are carried out.

Qualifications of Successful Candidate
- Completion of Secondary School; University level courses in information management, information technology or any other related field of discipline relevant to the job an asset.
- Seven years of relevant work experience with both national and International work experience in administration, information management, information technology and geographic information systems .
- Fluency in English required; fluency in another UN language desirable.

Competencies of Successful Candidate
- Communicates effectively to varied audiences, including during formal public speaking.
- Able to work effectively in a multi-cultural environment.
- Sets high standards for quality of work and consistently achieves project goals.
- Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
- Demonstrates and shares detailed technical knowledge and expertise.
- Sets clearly defined objectives and plans activities for self, own team or department.
- Ensures that team or department follows relevant company policies and procedures.

Post advertisement has been extended due to a change in the minimum requirements of the position - the UN ASAT examination is not a mandatory requirement for this position.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Information Management Assistant, G-4 (archives). ISDR, Geneva. Open until 16 November 2011

Information management assistant (archives), G-4

Only candidates under serious consideration will be contacted.
UNISDR does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of UNISDR and requesting the payment of a fee, please immediately contact isdr@un.org When applying for a UNISDR vacancy by e-mail, please apply only through this site.


Location: Geneva

Close date: 16 Nov 2011

Job description
Post Number: 519027

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

Summary of Main Duties

This post is located in Information Management Unit, of the United Nations International Strategy for Disaster Risk Reduction secretariat (UNISDR). Under the supervision of the Senior Coordinator and in collaboration with the UNISDR Librarian and PreventionWeb Managing Editor, the incumbent will shoulder the following responsibilities:

- Assist the Information Management Unit in the development of the UNISDR Archives according to standards, practices and procedures including: review of existing files, validating content for quality control, scanning relevant content to produce PDF files, preparing titles and abstracts for archived content, adding other metadata to content, posting of all content to the archival database.
- Liaison with relevant UNISDR staff to determine relevance of information to archive
- Assist in drafting an Archival procedures manual
- Update relevant information on the UNISDR intranet
- Support organization of meetings, including preparations of agenda, attendance lists, invitations, arrangement of venues and accommodation, taking minutes and other related activities.

Core Competencies


- Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.


- Speaks and writes clearly and effectively

Planning and Organizing

- Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments, adjusts priorities as required.

Qualifications and Experience

- Completion of secondary school or its equivalent commercial school.
- At least four years of progressively responsible experience in the field of information management and/or administrative services in disaster risk reduction, humanitarian affairs or related fields, of which preferably two within the United Nations.
- Knowledge of the United Nations system, staff rules and regulations, as well as administrative policies an advantage.
- Knowledge of automated information systems as applied to information networks.
- Experience in using scanning equipment is desirable.

Knowledge of Languages

- Fluency in oral and written English.
- Knowledge of spoken and written French or Spanish desirable.

How to apply
Applicants are requested to transmit their Personal History Profile, letter of motivation (and two latest PAS reports for UN staff) by email to isdr.vacancies@un.org

Contract type
Duration: 4 months
Additional information available here: