Sunday, September 23, 2012

Information Management Officer, P-4. UN Secretariat, UNEP, Nairobi. Open until 16 November 2012

Job Title: INFORMATION MANAGEMENT OFFICER, P4 Department/ Office: United Nations Environment Programme Duty Station: NAIROBI Posting Period: 11 September 2012-16 November 2012 Job Opening number: 12-IMA-UNEP-24548-R-NAIROBI (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the environmental arm of the United Nations and has its global headquarters in Nairobi, Kenya. Its mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. UNEP’s Medium Term Strategy for 2010-13 identifies 6 priority areas: Climate Change, Disasters and Conflicts, Ecosystem Management, Harmful Substances and Hazardous Waste and Resource Efficiency. The post is located in the Office of Operations in Nairobi duty station. Under the supervision of Senior Information Communication Technology Advisor, the incumbent is responsible to provide following tasks: Responsibilities 1. Information systems and information management and coordination: Coordinate the deployment and institutionalization of the Programme Information and Management System and other web based information applications; Formulate policies, procedures and workflows, objectives and guidelines affecting the development, maintenance and use of the PIMS, UNEP INTRANET, UNEP project related websites and other WEB based information applications; Liaise with professional and technical staff providing information technology services to ensure seamless delivery of the organizational requirements; Monitor the progress of projects in UNEP divisions and offices through PIMS, ensure compliance with Organization-wide standards and the Organization’s KM strategy for recording of all project-related information; Coordinate the restructuring and operation of the UNEP INTRANET and associated websites; Liaise with UNEP divisions to ensure UNEP INTRANET and associated websites are updated timely and to standard, to ensure a proper organizational WEB presence; Evaluate and advise UNEP-KM on proposed strategy and implementation plans. 2. Project management: Track and monitor project progress against plan, requirements, quality measures, standard processes; liaises with users on all aspects and during all phases of development and implementation; Develop cost proposals for contractual services, oversees the technical evaluation of proposals received and manages the contract service; Develop tracking and evaluation programmes to assist in the accomplishment and continuous improvement of the established objectives on KM within the Division. 3. Leadership: Provide professional leadership and work direction to assigned project team; Provide advice in the area of information and knowledge management. 4. Any other duties assigned. Competencies Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. 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; 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 communications; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed. Planning and Organizing: 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. Technology Awareness: Fully proficient computer skills and use of relevant software, particularly as relates to design, websites, internet publishing and document management database. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social sciences or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the university degree. Work Experience A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of other United Nations official languages is an advantage. Assessment Method Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. Special Notice Staff members are subject to the authority of 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 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 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 send an email to, quoting the job opening number in the subject header of your email. 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.

Archivist (Electronic Records), P-3. UNHCR, Geneva. Open until 15 October 2012

Job Title: Archivist (Electronic Records) Job ID: 7674 Location: Geneva, Switzerland Department: DER RECORDS ARCHIVES SECTION APA Location: Geneva, Switzerland Salary Grade: Hardship Level: H P3 Family Type Location: Family -------------------------------------------------------------------------------- Return to Previous Page -------------------------------------------------------------------------------- Duties and Qualifications Archivist (Electronic Records) ORGANIZATIONAL CONTEXT Records are kept to facilitate the on-going work of the UNHCR mission, to provide a highly mobile staff with access to timely information, to facilitate the organization's response to review of UNHCR policy development. UNHCR rapidly adopted information technology and has been introducing new information systems with staggering speed. UNHCR Electronic Document and Records Management System (EDRMS) is the electronic recordkeeping system for all types of electronic records. This system is not, however, the only electronic system that holds records: Intranet, Internet and social media are the preferred way to disseminated information internally and externally, MSRP (supply resources and resource management system), Focus (planning and reporting system), and Progress (Refugee registration system) are UNHCR core systems, while a myriad of other information systems are used across the organization to assist for specific activities. To manage all UNHCR electronic records through their life cycle represents a significant challenge to the Records and Archives Section, but the failure to meet this challenge would result in diminished accountability and a loss of organizational memory. Under the general direction of the Senior Archivist the incumbent is responsible for ensuring that the organization's electronic records are managed through their life cycle in accordance with international archival standards, and for developing and implementing a strategy for appraisal and long term preservation of electronic archives. The incumbent works in close collaboration with the other teams in the Archives and with the Information Technology colleagues. The incumbent supervises the Reproduction Unit. The incumbent participates in the deployment of EDRMS at HQ and the Field and covers the work of the other professional archivist when needed. FUNCTIONAL STATEMENT Accountability - UNHCR electronic records are preserved, protected, and made available in the appropriate format and systems to ensure their authenticity and reliability, integrity and availability during their complete life cycle. Responsibility - Develop and implement a strategy for appraisal and long-term preservation of electronic records and archives. - Develop and implement a strategy for digitalization of physical records with long term value. - Supervise the Reproduction Unit (mass reproduction and digitalization). - Prepare and implement specifications for the maintenance and development and of the EDMS, ERM and Electronic Archives systems. - Prepare and implement specifications for the integration of the EDMS system with other UNHCR applications. - Participate in the elaboration of UNHCR Records Schedules. - Apply retention schedules to UNHCR electronic records. - Participate in the deployment of the EDRMS system. - Cover the work of the Archivists and Senior Archivist when necessary. - Perform other duties as required. Authority - Select long term preservation formats for all type of electronic records. - Select metadata schemas applicable to electronic records. - Define requirements for electronic records management and archival systems. - Implement and approve disposition of records. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations. - At least 8 years (6 years with Advanced University degree) of experience in progressively responsible functions in relation to Archives or record management. Of the 6 years, minimum of 3 years of experience should be in an international environment in the same functional area directly relevant to the current position. - A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives. - A detailed knowledge of and experience with electronic records. - A sound experience in appraisal, disposition and preservation of electronic records. - Familiarity with current information management systems, knowledge of systems operations and operations of database management systems. - Excellent knowledge of English (written/oral/comprehension). DESIRABLE QUALIFICATIONS & COMPETENCIES - Working knowledge of French is highly desirable; knowledge of other UN languages is an asset. Closing Date Please note that the closing date for positions advertised internally in Part II of the September 2012 Compendium is Monday 8 October 2012 and for job openings advertised externally Monday 15 October 2012 (midnight Geneva time).

Archives/Records Officer. IMF, Washington. Open until 5 October 2012

Archives/Records Officer (Job Number: 1200682) Description Duties and Responsibilities: Under the general supervision of the Senior Archives Officer, the selected candidate will be part of a group of archivists responsible for the management and maintenance of the IMF archives collection. The candidate will participate in the implementation of strategies, policies and procedures for the management of and access to the IMF's collection of twentieth century archives relating to international finance and monetary policies. The archivist will also participate in the development and implementation of procedures to ensure the accessibility, integrity, authenticity and security of IMF archives and their metadata over time, including processing, declassification review, digitization of selected collections, and long-term preservation of archival digital assets. In carrying out these responsibilities, the candidate will: • assemble and analyze information in support of efforts to develop the archives collection; assist in the determination of records of enduring value; and appraise records to evaluate whether they meet the criteria for inclusion in the Archives; • organize and process both paper and born-digital archival materials in accordance with international standards. The process involves (1) collection and analysis of the contextual information necessary to formulate an adequate description of the material, (2) the actual description of fonds or collections according to established standards; • identify archival material eligible for declassification and liaise with the archives officers responsible for this process; • assist in developing and implementing workflows and procedures to ensure the reliability and authenticity of archival materials in all media over time. This task includes the development of forward migration plans for born-digital records of enduring value to ensure that those remain accessible over time; and • assist in establishing requirements for dynamic finding aids on the web and their implementation. Qualifications Qualifications: The candidate must be familiar with international standards for Archives Management and have experience in the application of those standards. For this position, emphasis will be given to selecting a candidate with in-depth knowledge of professional archival standards, methods and procedures in archives management in both paper and electronic form, knowledge of ISAD (G) and RAD archival description standards preferred. Experience in an archival setting along with knowledge of post-WWII history and /or economics is highly desirable. Experience with digital archives management and preservation methods is highly desirable. Prior experience in a multicultural environment is also desirable; in particular an ability to deal diplomatically and effectively with staff of different nationalities. Strong analytical and writing skills and the ability to plan and prioritize work assignments are also desirable. Education: An advanced university degree in Archives Management or a related field of study, plus a minimum of two years of relevant professional experience; or a bachelor's degree in a related field plus a minimum of eight years of relevant professional experience.

Information Management Assistant, G-6. UN Secretariat, OLA, New York. Open until 11 October 2012

Job Title: INFORMATION MANAGEMENT ASSISTANT, G6 Department/ Office: Office of Legal Affairs Duty Station: NEW YORK Posting Period: 4 September 2012-11 October 2012 Job Opening number: 12-IMA-OLA-25160-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Treaty Section, Office of Legal Affairs. The incumbent will be under the general supervision of the Information Management Officer and the immediate supervision of the Information Systems Officer. Responsibilities Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties: • Facilitates the maintenance, periodic update and transfer of treaty records into the Archives by liaising with Secretariat offices; ensures the completeness and accuracy of transfer documentation; provides assistance to the Treaty Section staff in transfer preparations and recall of documents from Archives. • Provides database management support for digitized documents and archival photograph collections. • Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases. • Maintains statistics on service and workload measures. • Oversees records accessioning operations; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database. • Prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section archives inventory records. • Manages archival/record digitization arrangements and description operations by collaborating in identifying, planning, undertaking, as required, and overseeing such operations in consultation with the Section information management team and in liaison with contractual vendors, if present. • Ensures completeness and accuracy of submissions of legal instruments received. • Ensures that requests for translations of treaties and treaty actions in English and French are promptly submitted to the translation unit of DGACM; reviews and files the translations prepared by DGACM in electronic format. • Performs general web-publishing responsibilities. • Monitors incoming documents workflow and web-publishing server transactions. • Provides guidance to more junior General Service Staff. • Provides administrative support to the Section. • Performs other duties as assigned. Competencies Professionalism –Knowledge of electronic record keeping and relevant information systems. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Demonstrates strong communication (oral and written) skills. 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Accountability - Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away. Work Experience A minimum of seven years of experience in archives, electronic records management, or related area. Knowledge of image/text processing and content management tools (digital image processing applications, Microsoft Word, Documentum content management systems) is desirable. Experience in legal research is also desirable. Languages English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. A very good working knowledge of French is desirable. Assessment Method Evaluation of qualified candidates may include a competency-based interview. Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. 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.

Tuesday, September 11, 2012

Information Management Specialist. International Olympic Committee, Lausanne. Open until 1 November 2012

JOB DESCRIPTION Main responsibilities - Contribute to managing key information according to the processes, and be responsible for the optimisation and evolution of its management, according to strategic developments and business needs - Manage legal and financial information (contracts, invoices, etc.) - Manage reference information - Perform a regular analysis of and proactively propose developments and solution - Manage the flow of incoming and outgoing information - Design and optimise information flow and processes; develop and follow filing plans and an information structure and site plan - Contribute to or manage the section’s projects, prepare roadmaps, and plan and follow up on the implementation of deliverables - Contribute to the operational management of corporate applications; act as the back-up person to the business applications manager - Contribute to establishing transparent information management within the IOC environment, more specifically within business applications - Contribute to the adoption of information management best practices at the IOC - Provide optimal support and a high-quality service vis-à-vis internal and external requests; reply to the requests and provide help to users Training; language and IT competences - Further education or equivalent (university, HES [specialised college] or equivalent) - Significant, pertinent experience in the area of information management (5 years) - Significant experience of electronic document management tools for Enterprise Content Management, such as Livelink, Documentum and SharePoint - Experience of other platforms, such as SAP, enterprise portals, extranets, etc. would be an advantage - Significant project management experience - Good understanding of and ability to embrace new trends, be they technological or service-related, would also be an advantage - A good understanding of process cartography along with good analytical competences - Very good written and spoken knowledge of French and English Technology and Information Department Function : Information Management Specialist Mission ► Contribute to guaranteeing the availability, integrity and capitalisation of the IOC’s information and knowledge ► Contribute to and/or lead information and knowledge management projects ► Coordinate some activities related to information sources management ► Ensure optimal integration between information management and applications Each employee is responsible for the smooth running of his or her section and for keeping his or her competences up to date in line with the IOC’s training policy. In addition, each employee may be asked to take on responsibilities other than those required by the job if particular circumstances so require. Status : Manager Function level : 5N Activity level : 100% Reporting to : Manager, Information Sources and Assets Management Replaced when absent by : ] Technical, organisational and personal competences - Ability to manage project management tools (putting in place a working structure, defining objectives, timetabling, coordinating teamwork, communication, etc.). - Ability to manage and formalize processes. - Keen sense of priorities for efficient management of projects and deliverables; ability to multi-task; diligence in following up files - Ability to organise their own schedule and use internal and external resources to meet expectations - Demonstrate good judgment in decision-taking - Sense of confidentiality and communication of information in an appropriate way - Rigorous professional ethics; sense of initiative; ability to work in a dynamic environment while respecting deadlines - Attention to detail and ability to solve problems in a creative way - Good knowledge of project management tools and of the methodology used for project planning - Ability to participate actively in developing joint objectives, getting involved and using their ability to respect the contributions of all the members of a team - Attention to detail - Ability to consider character differences as an added value and to interact with all types of people in aconstructive way Behaviour and attitude - Respect the internal rules of conduct and all instructions and procedures in place (i.e. Information Security, Code of Ethics, etc). - Excellent command of the corporate tools and follow the internal user rules (LiveLink, Outlook, etc.) - Full collaboration and knowledge transfer - Discretion and loyalty; professional ethics - Positive attitude, open-mindedness and enthusiasm - Diplomacy, tact and discretion essential - Ability to work in a team - Precision, speed and efficiency in performing tasks - Flexibility concerning working hours in general, and resistance to stress - Autonomy and sense of initiative