Documentation Officer, P-3. UNEP, Montreal. Open until 20 July 2012

Job Title: DOCUMENTATION OFFICER, P3 Department/ Office: United Nations Environment Programme Duty Station: MONTREAL Posting Period: 21 May 2012-20 July 2012 Job Opening number: 12-LAN-UNEP-24013-R-MONTREAL (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the United Nations system's 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. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for 'sustainable development'. One of the key agreements adopted at Rio was the Convention on Biological Diversity (CBD). The Convention establishes three main goals: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by UNEP. Under the supervision of the Head of the Implementation and Technical Support (ITS) Division, and in collaboration with relevant staff members, the incumbent will be responsible for managing documentation and knowledge for client needs by performing the following duties: Responsibilities a) Provide a strategic plan for managing documentation and knowledge at the CBD Secretariat with a view to preserving institutional memory, capturing and sharing knowledge, and offering modern professional documentation services to all the clients, the Secretariat staff, CBD Parties and other stakeholders. The strategy should address how legacy, current and future CBD content be effectively managed; b) Define standards and procedures for managing documentation and other key information resources in line with UN procedures; c) Devise and maintain a comprehensive classification system for managing content relevant to the Convention based on professional practices (e.g. typology, taxonomy, thesaurus, common vocabularies, metadata, keywords, etc), in coordination with UN Terms and taking into account the need for translation in all United Nations languages; Introduce modern practices for document production, publication and dissemination such as e-publishing, print-on-demand, drop-shipping, etc, with a view to streamlining operations, reducing environmental impact, and increasing outreach to targeted audiences; d) Provide expert guidance towards the establishment of a modern user-friendly documentation management system that streamlines documentation workflow and related processes; e) Manage the structure and organization of the Secretariat’s file sharing system to ensure consistency, easy access to information in well-defined locations, and enforcement of naming conventions; f) Undertake a review of major substantive CBD documents in order to update their bibliographic records, with abstracts and metadata; g) Organize the physical and on-line storage and preservation of documentation and related materials; h) Provide appropriate training to Secretariat’s staff to enable them to easily share and retrieve information and knowledge through the systems in place; i) Develop and manage the CBD collection by systematically acquiring books, periodicals, and other relevant documents; j) Respond to external requests for documentation; k) Liaise internally with relevant staff members and teams on matters related to documentation and knowledge management; l) Supervise the information assistant, or any contributing staff member, who will provide support to some of the above tasks; m) Perform other related duties as assigned. Competencies Professionalism: Demonstrated ability to provide sound professional expertise in the field of documentation and knowledge management. Capacity to organize and classify information from a variety of sources; Understanding of knowledge management principles, practices and systems. Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Planning and Organizing: Ability to plan projects and organize activities, work to tight deadlines, handle concurrent requests, and manage conflicting priorities. Ability to organize and classify a high volume of diverse information and content. Technological Awareness: In-depth knowledge and understanding of document management systems, including library, archiving and classification systems. Sound knowledge of content organization and knowledge sharing principles. Awareness of modern on-line related services and resources. Education Advanced university degree (Master's degree or equivalent) in information management, library science or related area, preferably with a specialization in environmental information and/or knowledge management. 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 experience in establishing and maintaining a dynamic and user-friendly documentation management system or libraries, with at least two years of experience in knowledge management with a global dimension, preferably in the area of environment. Some international experience 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 and Spanish is desirable. Assessment Method The evaluation of qualified applicants may include an essay assessment exercise which may be followed by a competency-based interview. 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. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line 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 seek technical assistance through the Inspira “Need Help?” link. 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.