Information Management Systems Assistant, G-5. UNON, Nairobi. Open until 14 January 2012

Job Title:

INFORMATION MANAGEMENT SYSTEMS ASSISTANT, G5

Department/ Office:

United Nations Office at Nairobi


Duty Station:

NAIROBI


Posting Period:

15 December 2011-14 January 2012


Job Opening number:

11-IMA-UNON-22045-R-NAIROBI (O)


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


Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN office in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Staff Administration Section (SAS) within the Human Resources Management Service (HRMS) in the Division of Administrative Services, UNON.


Responsibilities

Under the general supervision of the Chief, SAS and the Supervisor, Records Management Unit (RMU), the incumbent's responsibilities will be as follows:

1. Management and maintenance of staff members’ official status files:
• Providing standard and Archives and Records Management Section-specific applications support and applications;
• Editing RMU and SAS web page contents, ensuring correct information is posted;
• Conducting end-user training relating to Staff Administration electronic records keeping system, i.e. Staff critical documents system and UN Archive and Records Management’s electronic record keeping system;
• Maintaining the Section’s paper-base and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation;
• Opening and closing of official status files;
• Receiving new incoming correspondence and updating the staff members’ official status files with the same;
• Overseeing internal records retrieval, loaning through developed and maintained electronic records loaning system in e-room;
• Reviewing official status files for purposes of weeding the in-active files, which should be transferred to the archives;
• Creating and maintaining official status files inventory for easy retrieval and reference purposes;
• Providing relevant technical support of information services.

2. Updating of staff members’ critical documents in the database:
Receiving staff members’ critical documents from Human Resources Assistants, sorting them accordingly and uploading them in the database;

3. Storage and maintenance of archived files:
• Ensuring that files in the archives are stored and maintained according to professional archiving methods and practices for easy access and retrieval;
• Retrieving and availing files to clients upon request;
• Filing incoming correspondence;
• Labelling of the archive shelves;
• Supporting disposition operations on transfer procedures and documentation; analyzing retention schedules and precedents in support of dispositions decisions;

4. Performing other related duties as may be assigned.


Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Demonstrated ability to apply good judgement in the context of assignments given; shows pride in work and in achievements; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise, is willing to learn from others; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Identifies priority activities and assignments and adjust priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed.


Education

Completion of secondary education is required. Supplemental training in information management is desirable.


Work Experience

A minimum of five years of relevant experience is required, of which three should be in records management.


Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official language will be an advantage.


Assessment Method

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


Special Notice

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 in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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 has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application if necessary.


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

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS