Information Management Assistant, G-7. UNON, Nairobi. Open until 12 November 2014

INFORMATION MANAGEMENT ASSISTANT, G7    Job Code Title:   SENIOR LIBRARY ASSISTANT Department/ Office:     United Nations Office at Nairobi Duty Station: NAIROBI

Posting Period:

13 October 2014-12 November 2014

Job Opening number:

14-IMA-UNON-36827-R-NAIROBI (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. 2. 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. Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Support Services Service, Division of Administrative Services, UNON. The incumbent will report directly to the Chief, Mail Pouch and Archives Unit and, within delegated authority, assist in the following duties: Responsibilities A. Archives and Records Management : (1) Participates in and provides professional leadership and information planning by contributing recordkeeping and/or information management requirements. (2) Provides advisory services on recordkeeping practices, including: organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures. (3) Researches, analyses and evaluates new applications of information technology to records management and makes recommendations for their deployment. (4) Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned. (5) Manages records accession and disposition functions. (6) Performs and supervises reference functions. (7) Reviews and recommends enhancements to information systems. (8) Oversees new technologies in information management ensuring the efficiency of developed tools. (9) Maintains access and declassification standards and implements access and declassification determinations. (10) Participates in developing client outreach strategies and in their implementation. B. Documents: (1) Performs research and document delivery services. (2) Orders and ensures shipment of documents, reference materials, stationery and necessary equipment to various sites. (3) Maintains statistics on service and workload measures. C. General: (1) Guides and supervises more junior General Service Staff. (2) Provides administrative support for the section and unit chiefs. D. Performs any other duties as may be assigned. Competencies PROFESSIONALISM: Shows pride in work and in achievements; 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. 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 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 Education Completion of secondary education or equivalent is required. Additional technical training in information management is highly desirable. Work Experience A minimum of ten years of relevant experience in the field of information management or related area. Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. A good working knowledge of French is desirable. Knowledge of another UN official language is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview. 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. 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. 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.