Wednesday, November 27, 2013
Information Management Officer, P-3. UN Secretariat, DPKO, New York. Open until 25 January 2014
Job Title: Information Management Officer, P3 Department/ Office: Department of Peacekeeping Operations Duty Station: NEW YORK Posting Period: 26 November 2013-25 January 2014 Job Opening number: 13-IMA-DPKO-31883-R-NEW YORK (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting The position is located in the UN Mine Action Service, Office Rule of Law and Security Institutions, Department of Peacekeeping Operations. The Information Management Officer reports to Chief, Budget and Financial management and reporting Unit. The UN Mine Action Service (UNMAS) serves as UN focal point for all mine-related issues and activities, for more information please visit http://www.mineaction.org/. Responsibilities Within delegated authority, the Information Management Officer will be responsible for the following duties: • Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UNMAS ProFi system and other UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. • Performs business/system analysis, detail user requirement gathering, functionality specifications, technical documentation and user acceptance testing for ProFi and other related applications. • Liaise with ODC/UNOV, a service provider for the UNMAS ProFi system on issues related to maintenance of ProFi, as well as interface with Umoja • Analyses and evaluates new applications, archives and records management systems and makes recommendations for their deployment. • Participates in work process improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support. • Provides user support • Develops training materials and user manuals; trains staff in use of the ProFi system assigned. • Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. • Understands programme budget/accounting, budget formulation/structuring (BAC elements), UN Chart of Accounts (allotments, pre-encumbrances, obligations, expenditures, disbursements), keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section’s storage facilities meet environmental standards. • Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements. • Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with UNOV as a service provider and ITSD/DM and other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff. • Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization. • Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. • Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of ProFi 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. Competencies Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance,; records preservation and description. Knowledge of information technology in relation to Umoja, trust fund administration and field programmes reporting. 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. Planning & 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. 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. Education An advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. Certification in PRINCE2 or PMP project management is highly desirable. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience with large administrative and financial systems is desirable. Experience in the application of UN budgetary and financial policies is desirable. Experience with IMIS processes is desirable. Experience in relational database administration, client-server database architecture and programming in SQL is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Assessment Method Evaluation of qualified applicants may include a substantive assessment, which may be followed by a competency based interview. Special Notice This position is funded for a finite period of one year and extension of appointment is subject to extension of mandate and availability of funds. 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.