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Special Notice
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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.
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Org. Setting and Reporting
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This post is located in the
Information and Customer Support Unit, Administrative, Finance and Personnel
Section (AFPS), Facilities Management Services (FMS), Facilities and Commercial
Services Division (FCSD), Office of Central Support Services, Department of
Management. The incumbent reports to the Chief of FMS and directly reports to
the Chief of AFPS, FMS.
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Responsibilities
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Under the overall supervision
of the Chief of AFPS and within delegated authority, the Information Management
Officer will be responsible for the following duties:
• Contributes to
the formulation of FMS strategic direction in terms of information and
communication management, information technologies and customer service.
•
Formulates policies, objectives, procedures and guidelines affecting the
development and maintenance of facilities management records and delivery of
information, customer and system management services.
• Supervises the
Information and Customer Support Unit; carries out managerial responsibilities
at the unit level relating to compliance with administrative requirements,
programme planning, policy and procedure recommendations, budgeting, human
resources and facilities management rules and regulations.
• Conducts
research, assesses and makes recommendations on the applicability of information
technology to facilities management records and archives as well as use of
information systems, particularly in the areas of document management, space
planning and utilization, property management, building management and
enterprise sustainability analysis and reporting.
• Develop policies,
guidelines and procedures in keeping with technological developments, e.g.,
strategy for long-term preservation and retrievability of electronic records.
• Recommends and implements solutions for the management of facilities
related records based on needs, business process, workflow, technical
architecture and information resources analysis; makes recommendations relating
to information management practices, improvement and implementation strategies,
resource requirements, file plans, retention schedules and procedures for
transferring records; organizes and maintains UN records; preserves and
disposes, identifies and protects vital records.
• Evaluates and pilots
emerging technologies (including software applications and associated hardware)
to develop strategies for integrating records created in diverse systems;
ensures facilities management records and requirements are integrated into
enterprise systems, migration strategies are sound and facilities related
applications are adequately interfaced with such systems.
• Serve as the
focal point for Umoja activities, particularly in support of data collection,
validation, migration, maintenance and continued integrity.
• Evaluates
applications and cost-effectiveness of services in relation to technology
options and prepares data and recommendations for decision-making.
•
Provides technical services by evaluating hardware and software requirements,
recommends purchases, tracks requisitions and monitors expenditures; oversees
installation of hardware and applications in coordination with OICT; maintain
all systems supporting the management and provision of facilities services at
UNHQ; ensures that technical problems are resolved expeditiously; and oversees
the implementation of electronic recordkeeping systems.
• Ensures the
preservation of information assets with continuing value by appraising records
according to their administrative, legal, financial and/or historical value,
develops and implements appropriate retention schedules with records-originating
offices, and monitors compliance with the requirement to transfer inactive
records to Headquarters.
• Develops and implements policies and guidelines
relating to the preservation of and access to digital archives by establishing
metadata requirements; retains schedules for incorporation into electronic
recordkeeping systems; transfers, maintains security protocols; and selects
standards for digitisation of finding aids and records and their electronic
dissemination.
• Manages information security by enforcing
security-classification restrictions; facilitates declassification reviews by
liaising with records-originating offices; and ensures the physical security and
safety of the Organization’s records.
• Represents the Section, as
required, in departmental offices and at working groups, task forces and other
fora.
• Participates in the planning and organizing of training on
information management
• Evaluates the performance of vendors and certifies
invoices, as necessary.
• Performs other duties as assigned.
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Competencies
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Professionalism: Knowledge of
information management, archival, record keeping and record disposition.
Knowledge of system design and electronic data maintenance, including appraisal,
conservation and migration management. 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.
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.
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.
Performance Management: Delegates
the appropriate responsibility, accountability and decision-making authority;
makes sure that roles, responsibilities and reporting lines are clear to each
staff member; accurately judges the amount of time and resources needed to
accomplish a task and matches task to skills; monitors progress against
milestones and deadlines; regularly discusses performance and provides feedback
and coaching to staff; encourages risk-taking and supports creativity and
initiative; actively supports the development and career aspirations of staff;
appraises performance fairly.
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Education
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Advanced university degree
(Master’s degree or equivalent) in information science, information systems,
computer engineering, archival or related field. A first-level university degree
in combination with two additional years of qualifying experience may be
accepted in lieu of the advanced university degree.
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Work Experience
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A minimum of seven years of
progressively responsible experience in information management or related area
is required. Experience in data management, network solutions, application
implementation, development of IT solutions, modern archives management, record
keeping, library, or related area is desirable.
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Languages
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English and French are the
working languages of the United Nations Secretariat. For this post, fluency in
English (both oral and written) is required. Knowledge of another United Nations
official language is an advantage.
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Assessment Method
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Evaluation of qualified
candidates may include an assessment exercise which may be followed by
competency-based interview.
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United Nations Considerations
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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.
Candidates will be
required to meet the requirements of Article 101, paragraph 3, of the Charter as
well as the requirements of the position. The United Nations is committed to the
highest standards of efficiency, competence and integrity for all its human
resources, including but not limited to respect for international human rights
and humanitarian law. Candidates may be subject to screening against these
standards, including but not limited to whether they have committed, or are
alleged to have committed criminal offences and/or violations of international
human rights law and international humanitarian law.
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No Fee
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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
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