Tuesday, May 28, 2013

Information Management Assistant, G-6. ARMS, DM, New York. Open until 8 June 2013

Job Title: Information Management Assistant, G6 Department/ Office: Office of Central Support Services Duty Station: NEW YORK Posting Period: 9 May 2013-8 June 2013 Job Opening number: 13-IMA-DM OCSS-28076-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Archives and Records Management Section, Commercial Activities Service, Department of Management. The Information Management Assistant reports to the Chief of the Archives and Records Management Section. Responsibilities Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Provides ARMS contact for Secretariat Records Management focal points: organizes meetings, and training workshops, disseminates information on records management and other substantive services within the Section to internal and external clients. Evaluates requests for expertise or assistance and sends them to the most appropriate professional staff member within ARMS. Delivers regular Records Management Orientation to new UN staff members • Undertakes the registration and provision of information via telephone, email, or in person to public researchers. Provides outreach support to internal and external clients through awareness raising of the Section's Internet and Intranet and dissemination of information from those sites. Compiles statistics and analyses user numbers and trends for ARMS Internet and Intranet. • Oversees space allocations, responds to emergency disasters and monitors environmental quality controls; arranges for the resolution of problems. • Oversees contractually stored records by facilitating the establishment of contracts and monitoring compliance; coordinates transfers to commercial storage; registers actions in the Section database; and provides reference service. • Oversees archives and records management operations by identifying and planning projects in consultation with Units’ chiefs and in liaison with vendors. • Maintains statistics on service and workload measures. Tracks the Section’s workload statistics which are required for annual reports on budget performance reporting. • Coordinates access and declassification reviews by preparing declassification review requests and updating the Section’s database. • Takes responsibility for all budgetary actions (Regular, support account and extra-budget) coordination, preparation, and reporting, within ARMS and in coordination with the Commercial Activities Service. Seeks inputs for budget submissions. Monitors budget allotments, verifies availability of funds, and ensures necessary approvals and entries in computerized budget systems. Reviews and monitors payment of accounts. • Takes responsibility for the revision and editing of correspondence to ensure completeness and compliance with the UN correspondence rules. Responsible for incoming and outgoing correspondence within and outside the Section, classifies files and retrieves correspondence in the Section's records management system. General • Guides and supervises more junior General Service Staff and periodically, other temporary staff. • Provides administrative support for the Section and Units chiefs and undertakes other duties as assigned. • Orders and ensures shipment of stationery and necessary equipment to various sites. Competencies • Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to work with figures. Ability to draft correspondence. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Ability to demonstrate flexibility, creativity and apply some judgments in assigned tasks. Ability to multi-task, identify priority activities and assignments, make adjustments as needed, uses time efficiently, foresees risks and allows for contingencies when planning. 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. • 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. • 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. Education High school diploma or equivalent. Work Experience A minimum of seven years of progressively responsible experience in the field of archives, electronic record management or administration is required. Other skills/experience: Proficiency in Microsoft applications is required. Experience in using IMIS and IMDIS is desirable. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma. Languages Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by 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. 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 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.

Courts IT Consultant. Commonwealth, Kigali. Open until 31 May 2013

Courts IT Consultant Reference: PG/RWA/0622 Location: Rwanda Duration: 10 person days Closing Date: 31 May 2013 Project Background Reform of Justice Sector in Rwanda began in 2004. The focus was on clearing the backlog of cases that had accumulated, some dating back more than 20 years. In collaboration with key international partners good progress has been made in this respect and the back log is expected to be cleared by end of 2013. The judiciary, with the Supreme Court as its lead institution, has driven the reform of the justice sector. With demands on the justice system increasing all the time, there is a need to put in place an effective and efficient system that can manage the expected volume of cases coming through the system. The Strategic Plan of the Supreme Court (2009 - 13) seeks to address this and by doing so contribute to the wider goals of the Government of Rwanda Vision 2020 and the Economic Development and Poverty Reduction Strategy (EDPRS). The implementation of this plan has lead to an overhaul of the human resources within the judiciary. This has involved and will continue to involve the recruitment of young, newly qualified court officers. Though motivated and talented, these new recruits require training and mentoring from experienced practitioners particularly in court management and administration and the use of electronic tools to support these processes. Currently, several electronic systems are in place through the support provided by other partners (UNDP, Netherlands, USAID), these include: the Electronic Filing System (EFS); the Electronic Records management System (ERMS); the Legal Information Portal (LIP). Though useful and functional, these systems are not integrated and are not currently used to their fullest potential. Project Purpose The project aims to enhance the operational effectiveness of the Supreme Court of Rwanda with regard to electronic case management in order to ensure that justice is administered fairly, effectively and efficiently and that it is fully accessible to the people of Rwanda. The project will lay the foundations for the establishment of a responsive and accessible justice system in Rwanda which will increase confidence in the justice system among the population and also among domestic and foreign investors. This will provide the basis for Rwanda’s continued social and political development and economic growth. Scope of work Following an initial general assessment by a court administration expert, we now require an IT specialist, with particular experience in court administration systems, to conduct a technical review of the IT applications currently in place in the Supreme Court of Rwanda and the human capacity available to support these systems. It is expected that the Consultant will undertake: ■Reviewing and analying IT applications currently in place in the Supreme Court of Rwanda and the human capacity available to support these systems. ■Preparing a report regarding the feasibility of upgrading the existing IT tools (including the Electronic Filing System, the Electronic Records Management System and the Legal Information Portal) to perform as an effective and efficient electronic case management system. ■Collaborating with appropriate court staff, liaise with local software engineers as necessary to develop understanding of current and future development requirements. ■Defining the capacity building that is required throughout the judiciary (principally registrars and IT officers) in order to ensure that staff are fully equipped to utilise the IT tools available and liaise appropriately with local software engineers. Subsequent interventions (where necessary) will be agreed according to the report. Outputs (Deliverables) It is expected that this intervention will result in the production of a comprehensive assessment report that gives detailed analysis of the IT applications currently in use and provides a platform on which senior management of the judiciary can make informed decisions regarding the development of an electronic case management system. Implementation Arrangements The expert will work closely with Commonwealth Secretariat Advisers in delivering this technical assistance. The Consultant will be based at the Supreme Court of Rwanda in Kigali for up to three weeks and will report to the Secretary General of the Supreme Court. The consultant will work closely with staff already involved in the reform process. Qualifications and Experience ■Degree in relevant subject ■Minimum 10 years’ experience in corporate IT project management and implementation ■Experience of managing IT projects in courts and of case management systems in particular ■Experience in programming ■Experience of working with software developers ■Fluent in English ■Strong communication and report writing skills ■International experience would be an added advantage ■Knowledge of French language would be desirable

Saturday, May 4, 2013

Records Management Consultant. OSCE, Vienna. Open until 23 May 2013

Job Title Records Management Consultant Organization Name OSCE Secretariat Location Vienna,AT Grade Closing Date of application 23-05-2013 No. of Posts 1 Background Please note that this is a consultancy assignment for approximately 22 days duration starting in June and ending in December 2013. The Central Records and Documents Management (CRDM) unit is part of the Office of the Secretary General. CRDM is responsible for developing, implementing and overseeing the records management framework and programme within the OSCE. It ensures the capture, distribution, storage and management of records in accordance with accepted standards and best practices. Tasks and Responsibilities CRDM is looking for a Records Management professional to assist with the development of a file plan (records classification scheme) and retention schedule for the OSCE Secretariat. These tools should indicate vital records and confidential records series. The consultant’s role will be to define the methodology, provide guidance, review findings and provide feedback on the file plan and retention schedule developed by CRDM at the end of the project. In close collaboration with the Chief, Records Management, the consultant will perform the following duties: Defining the methodology for developing the file plan and retention schedule; Developing a project plan to be undertaken by CRDM; Developing the general structure and content for workshops, which CRDM will conduct with business units; Piloting a maximum of two workshops and reviewing findings to ensure that correct strategy is in place; At the conclusion of workshops, reviewing CRDM’s proposed file plan and retention schedule and providing feedback and guidance; Submitting a final report detailing the tasks performed and recommendations for implementing the file plan and retention schedule. Necessary Qualifications University degree in archival science, records management or a related field; A minimum of ten years of relevant professional experience; Experience in developing file plans and retention schedules; Advance knowledge in records management standards and best practices; Strong analytical and problem-solving skills; Ability to meet deadlines and work under time pressure; Professional fluency in English; Computer literacy; Ability to work with people of different nationalities, religions and cultural backgrounds; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities. Remuneration Package Remuneration will depend on the selected consultant’s qualifications and experience and be in accordance with OSCE established rates. How To Apply If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment. If you are not a national of a participating State, you must apply by submitting an offline application form which can be found under http://www.osce.org/employment/21. The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply. Please be aware that the OSCE does not request payment at any stage of the application and review process.