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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.
- These posts
are financed by the Support Account for Peacekeeping Operations. Extension of
appointment will be subject to budgetary approval.
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Org. Setting and Reporting
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This position is located in
the Peacekeeping Management Unit, Office of the Chief of Staff, Department of
Peacekeeping Operations (DPKO) and Department of Field Support (DFS). Under the
overall supervision of the Chief of Staff, the incumbent reports directly to the
Senior Programme Officer of the Office of the Chief of Staff, DPKO/DFS.
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Responsibilities
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Within delegated authority,
the Information Management Officer will be responsible for the following duties:
•Head and manage the work of the Peacekeeping Information Management
Unit.
•Support the Chief of Staff in ensuring effective integration and
management of DPKO and DFS
and Field Missions in the area of Information
Management and records management.
•Develop and maintain peacekeeping
policies, procedures, and standards affecting the
development and
maintenance of the DPKO, DFS and Field Missions information management,
records, and archives .
•Provide policy and strategic advice on information
management and peacekeeping record
keeping practices based on needs,
business process, workflow, technical architecture and
information
resources analysis; make recommendations relating to peacekeeping information
management practices, improvement and implementation strategies, resource
requirements,
file plans, retention schedules and procedures for
transferring records to the section; organize
and maintain UN records;
preserve and dispose, identify and protect vital records; and, inform
management policies and procedures, with an emphasis on technological
applications .
•Conduct policy-oriented research and drafting on the
applicability of information technology to
records and archives using data
from internal and external sources to develop peacekeeping
policies,
guidelines and procedures in keeping with technological developments, e.g.,
strategy
for long-term preservation and retrievability of electronic
records .
•Plan, implement and support programmes for the delivery of
integrated information and data to
support DPKO-DFS monitoring and
decision-making, including the creation of dissemination of
data
visualizations, information fact sheets and IM tools and products .
•Monitor
the progress of cross-cutting Information Management projects in DPKO, DFS and
Field
Missions to ensure compliance with peacekeeping standards and
guidelines.
•Assess and makes recommendations relating to the use of
information systems from the
record keeping perspective. Provide reliable,
up-to-date research and specifications for
information management technology
and innovations applications relevant to records
management and archives .
•Support the Chief of Staff in his/her role as Chair of the Information
Management Committee
(IMC) and assist the Chief of Staff in the
organization, prioritization and review of resource
requests for DPKO/DFS
Information Management initiatives.
•Ensure the preservation of information
assets with continuing value by appraising records
according to their
administrative, legal, financial and/or historical value, develop and implement
appropriate retention schedules with records-originating offices, monitor
compliance with the
requirement to transfer inactive records to
Headquarters, and, where applicable, identify non-
core records for
transfer to commercial storage and manages commercial storage contracts .
•Develop and implement policies and guidelines relating to the preservation
of and access to
digital archives by establishing metadata requirements;
retain schedules for incorporation into
electronic recordkeeping systems;
transfer, maintain security protocols; and select standards
for digitisation
of finding aids and records and their electronic dissemination.
•Manage
information security by enforcing security-classification restrictions;
facilitate
declassification reviews by liaising with records-originating
offices; and ensure the physical
security and safety of the Organization’s
records .
•Evaluate and pilot emerging technologies (including software
applications and associated
hardware, e.g., document/correspondence
management products, imaging and digitisation
systems and optical disk
storage media) to develop strategies for integrating records created in
diverse systems into an electronic recordkeeping system; to plan and develop
migration
strategies for archival preservation of electronic records; and,
to develop and maintain expertise
necessary to advise Secretariat offices in
the management of electronic records .
•Carry 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 .
•Represent the
Unit and DPKO/DFS, as required, at working groups, task forces and other fora,
on information management issues and records management, advocating
recordkeeping
and/or archives perspectives and standards .
•Deliver
training on peacekeeping information management and records management policies
and procedures .
•Evaluate the performance of vendors and certifies
invoices, as necessary .
•Guide, train and supervise professional and
general service staff in the various records
information management
functions .
•Perform other duties as assigned
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Competencies
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•Professionalism: Knowledge of
information management, archival practices, data management, record keeping and
record disposition. Knowledge of electronic data maintenance, including
appraisal, migration management, records preservation and description. 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.
•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 communication; tailors language, tone, style and format to match
audience; demonstrates openness in sharing information and keeping people
informed.
•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.
•Managing Performance: 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.
•Leadership: Demonstrated professional leadership, including
ability to integrate knowledge with broader strategic, policy, and operational
objectives and to identify key strategic issues, opportunities and risks;
demonstrated ability to provide leadership and take responsibility for
incorporating gender perspectives into substantive work; commitment to the goal
of achieving gender balance in staffing.
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Education
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Advanced university degree
(Master’s degree or equivalent) in archival, information science, information
management , social science or related field. A first-level university degree in
combination with 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, modern archives
management, record keeping or related area is required. Experience with UN or
international standards on information security classification is desirable.
Experience in peacekeeping information management is desirable.Experience in
managing complex information management projects or programmes involving senior
managers as stakeholders 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 is required. Knowledge of a second official UN 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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Job openings posted on the
Careers Portal are taken off at midnight (New York time) on the deadline
date.
Applications are automatically pre-screened according to the
published evaluation criteria of the job opening on the basis of the information
provided by applicants. Applications cannot be amended following submission and
incomplete applications shall not be considered. The selected candidate will be
subject to a reference checking process to verify the information provided in
the application.
Applicants are urged to follow carefully all
instructions available in the online recruitment platform, inspira. For more
detailed guidance, applicants may refer to the At-a-Glance on "The Application
Process" and the Instructional Manual for the Applicants, which can be accessed
by clicking on “Manuals” on the upper right side of the browser on
Inspira.
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
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