Archives Interns. IFRC, Geneva. Open until 17 January 2016

Archives Intern (2 positions)

Date of issue:07-12-2015	Closing date (Geneva time zone):17-01-2016
Duty station:Geneva	Country:SWITZERLAND
Duty station status: N/A	Accompanied status:
Duration:3 months each position	Mission dates: 02 May, 2016 - 29 July, 2016
Category of Staff: Internship	Grade:
Vacancy No:IFRC00787

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

Archives contribute to the organization in three main ways. They foster and facilitate: 1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again. 2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source. 3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.

                               

Job Purpose

The Federation is looking to hire an archival studies student for 13 weeks to work on an archival arrangement and description project. The project will be suitable for a student going into the second year of archives studies. The student must be able to read French, as some of the records are only in French. The student will have to work fairly independently, and often with limited supervision.

           

Job Duties and Responsibilities

- Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives. - Arrange and describe the records, and enter the descriptions into a database. - Assess the physical condition of the records and identify those requiring conservation treatment. - Re-box and re-file the records.

                                                

Education

Completion of first year of archival studies.

           

Experience

Knowledge, skills and languages

Must be able to read French. Ability to speak French is useful but is not essential.

                           

Competencies and values

Competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; Creativity and Innovation; Values: Respect for Diversity; Integrity; Professionalism; Accountability

           

Comments

Applicants may be requested to complete written exercises and/or be interviewed. The basic internship is intended for young people pursuing university level education to gain work experience in the area of their education. The basic intern must meet the following criteria: - Be currently-enrolled in a university or equivalent level, or have graduated recently (normally within 1 year from the date of hiring) in an area that is compatible with the IFRC activities. A minimum requirement is an endorsement letter attesting to the fact that the intern is currently a registered student and will continue to be enrolled for the envisaged period of the internship. Remuneration: - A daily allowance is paid to interns for each day worked at the IFRC at the end of each months (75CHF per day worked). - Costs and arrangements for travel, accommodation, visas, insurance and living expenses are the sole responsibility of interns themselves.

The Federation is an equal opportunity employer.

Archives management assistant, GS-7. African Development Bank, Abidjan. Open until 29 December 2015

Position title: Archives management assistant, CGSP.2

Grade: GS-7

Position N°: 50068816

Reference: ADB/15/177

Publication date: 09/12/2015

Closing date: 29/12/2015

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Objectives

The Corporate Procurement Division (CGSP.2) is entrusted with the strategic, operation and oversight responsibilities for the execution of corporate procurements within the Bank.  Under the auspices of the General Services and Procurement Department (CGSP), CGSP.2 is responsible for the formulation, application of the formulation, application and evaluation of procedures and practices covering purchasing and contracting for goods, works and services for the Bank’s internal operations financed under the Bank’s Administration and Capital Expenditure Budgets.
This position is to develop and maintain systems and procedures for the filing and management of files and records (both physical and electronic) generated in the Corporate Procurement Division, permit easy and timely retrieval and ensure consistency of master data.

Duties and responsibilities

Under the direct supervision of the Division Manager and the IT Procurement Systems Officer, the incumbent is expected to perform the following duties:

1. Maintain physical and electronic records of procurement activities in compliance with the policy requirement for audit trails.
2. Record and file various memos, evaluation forms and results.
3. Assist in the development and the maintenance of knowledge and record systems (e.g. DARMS, share point, etc.) and procedures for the filing and management of procurement documentation in full compliance with the Bank’s Policy on Disclosure of Information.  Ensure that the system is user-friendly and enables easy research and accessibility to documents from everywhere for smooth procurement operations.
4. Assist with timely access to comprehensive procurement records during audit queries.
5. Assist in the development and the maintenance of vendor management database.
6. Assist in the development and the maintenance of SRM e-Procurement application to facilitate ‘paperless’ procurement processes.
7. Assist with the materials data management (MDM) by providing the quality insurance control for the maintenance of the master data.
8. Perform periodic reconciliation of the data recorded in the system.
9. Creation of analytical models using applications or spreadsheets.
10. Compile and maintain statistical records to meet the reporting requirements of corporate procurement activities.
11. Participate in projects of the division related to improving the quality of data or improvement and automation of periodic reports.
12. Assist, as appropriate, to carry out various activities of client management.

Selection Criteria

Including desirable skills, knowledge and experience

1. A minimum of a Bachelor’s Degree or its equivalent in Documentation, Archiving, IT document management systems or related discipline.
2. A minimum of five (5) years of progressively relevant and practical experience with some practical knowledge of the environment in the international organizations.
3. Strong customer service and interpersonal skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
4. Sound knowledge of archival principles, practices and ethics of archival profession.
5. Demonstrate strong technical competencies related to provision of records management programs and services (incl. capturing, organizing, describing, providing access to, storing, protecting, and disposing records) for both physical and electronic archives. 
6. Solid analytical competencies and excellent use of Bank standard software (Word, Excel, ECM DARMS, SAP).
7. Strong knowledge in data entry.
8. Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
9. Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.

NB: This Position does not attract international Terms and Conditions of Employment. (Incumbents of the Position will be considered as Local Staff and will not have International Status).

Information Management Specialist (Records Management). ECB, Frankfurt. Open until 17 December 2015

Information Management Specialist (Records Management)

Reference: 2015-278-EXT

Closing Date for Applications: Thu, 17 Dec 2015

Functional area: Secretariat

Function:The Information Management Services Division (IMS) of the European Central Bank’s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, the IMS Division is responsible for:

• developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;

• managing the ECB’s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB’s information retention policy;

• managing the ECB library and providing staff with print and electronic publications and information services;

• supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;

• providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.

The IMP team is also responsible for developing, maintaining and raising awareness of the ECB’s information management policies and practices and for providing the ECB’s business areas and ESCB committees with records management advice and guidance.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB’s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:

• providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
• drafting and disseminating written guidance on document and records management topics;
• implementing the ECB’s filing and retention plan, including the mapping of folders to the ECB’s filing plan;
• reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
• conducting monitoring activities, as well as reporting on compliance with the ECB’s information management policies, procedures and guidance;
• identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
• facilitating the controlled move of physical records to the custody of the ECB’s Archives;
• contributing to information management projects and initiatives;
• acting as Data Protection Coordinator and keeping abreast of data protection developments;
• sharing best practices and helping to achieve consistency across the IMP team.

Qualifications and experience:Applicants must have the following knowledge and competencies:

• a bachelor’s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
• at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
• knowledge of records management principles and practices;
• knowledge and experience of electronic document management system(s), ideally Open Text ‘Content Server’;
• awareness of and interest in the role and functioning of the ECB would be an asset.
• an advanced command of English;
• a good knowledge of at least one other official language of the EU;
• a working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Competencies:The successful candidate will have the following behavioural competencies:

• analytical skills – an ability to analyse the information aspects within business processes;
• communication skills (oral and written) – communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;

• customer handling skills– providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
• team-working skills –Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
• adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;

• seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
• achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
• handles sensitive information in a discreet manner, thereby respecting confidentiality rules.

Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.

The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.

How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.



Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.

Applications are accepted from nationals of Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

This position has been allocated to salary band: E/F

Stagiaire, Archives Filmées. ICRC, Geneva. Open until 9 December 2015

L'unité bibliothèque et archives publiques du Comité International de la Croix Rouge à Genève (CICR) recherche un-e stagiaire pour ses archives filmées.

Nous recherchons des personnes ayant un fort intérêt pour les archives et la documentation et/ou désirant poursuivre une carrière dans ce domaine et possédant un titre universitaire ou HES. Un intérêt pour les questions touchant à l'humanitaire est essentiel.

Activités liées :

• Catalogage dans le logiciel documentaire ADLIB (rédactions en français et en anglais / indexation, selon les règles de catalogages spécifiques)
• Recherches en réponse à des demandes internes ou externes.
• Soutien des utilisateurs du logiciel dans leurs recherches.
• Participation aux réunions des archives audiovisuelles et de l'unité bibliothèque et archives publiques.

Tâches spécifiques :

• Effectuer une recherche dans le fonds et rédaction d'une note de synthèse.

Compétences requises :

• Intérêt pour la gestion d'un fonds audiovisuel numérisé
• Maîtrise de l'anglais et du français
• Aisance avec les outils bureautiques et l'apprentissage de nouveau logiciel documentaire.
• Esprit d'équipe, flexibilité, curiosité, autonomie, rigueur et précision
• Bon sens de l'organisation et des priorités.
• Sens du service

Conditions :

• Stage rémunéré à plein temps (100%), le pourcentage est non négociable
• Durée du stage: 11 mois
• Début du stage: 18 janvier 2016
• Délai de postulation: 9 décembre 2015

Les candidat-e-s intéressé-e-s et remplissant les critères ci-dessus peuvent envoyer leur dossier (CV et lettre de motivation) à l'adresse e-mail avarchives@icrc.org jusqu'au 09.12.2015.(Sujet: Stage Archives filmées). Contact stage archives filmées : Mme Marina Meier
Merci de noter que le stage déroulera à Genève et qu'aucune participation au logement n'est donnée. Seuls les candidats retenus pour des entretiens seront contactés, avant la fin de l'année. Merci de noter que le CICR n'est pas en mesure de couvrir les frais de voyage ou de logement. Cependant, les entretiens peuvent se faire par téléphone ou par Skype.

Associate Archivist (Records Management), P-2. UNHCR, Geneva. Open until 23 November 2015

TERMS OF REFERENCE

Associate Archivist (Records Management)

Position Title: Associate Archivist (Records Management)

Organisation: UNHCR (administered by UNOPS)

Contract Type/Level: UNOPS International – Equivalent of P2 Level

Section/Unit: Records and Archives Section (Records Management)

Duty Station: Geneva, Switzerland

Duration: 01/01/2016- 31/12/2016

Closing Date: 23/11/2015

Background Information:

In order to address the risks related to unmanaged digital records and to be prepared to address the question of

medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads

the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR

document and electronic records management system.

The incumbent is managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring that the

organization's records are managed through their life cycle in accordance with international standards and

regulations as a foundation for the governance and accountability of the organization. The incumbent is also

participating in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent

works in close coordination with the Associate Archivist Field in Copenhagen, and DIST.

Organizational context:

Records and Archives Section sits within the Division of External Relations (DER).

Duties and Responsibilities:

Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ in place that captures, protects and provides access to authorised staff and

stakeholders to authentic records, and ensures that in the future UNHCR and its HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

 Develop and update records and archives management guidance material such as guidelines,

instructions and procedures;

 Implementation of records and archives management guidance material;

 Conduct classroom training;

 Assist units and offices to organize, manage and share information and coordinate HQ requirements for

compliance in the Field;

 Analyze business needs, provide advice, define, implement and update file plans and unit profiles

including retention for the offices;

 Implement and sustain e-SAFE;

 Ensure correct access/permissions and governance;

 Supervise the maintenance of workspaces and access groups;

 Coordinate network of Focal Points in HQ and facilitate workshops;

 Participate in Field missions;

 Participate in the management of e-SAFE related projects with DIST and external parties.

Essential Minimum Qualifications and Professional Experience Required:

Education

Advanced university degree in records and archival management; or in history or related discipline with

concentration in records and archival management; or in information management, history or related disciplines

with additional training as provided by universities and/or professional archival associations

Work Experience

At least 4 years of experience in progressively responsible functions in relation to records management in a

large organisation that deals with both sensitive and non sensitive materials. Of the 4 years, minimum 2 years of

experience should be in an international environment in the same functional area directly relevant to the current

position.

Experience with Enterprise Content Management systems with Records Management capacity

Language

 Fluency in English (required).

 Fluency in French or another UN language (desirable).

Required Competencies:

 Judgement and Decision Making

 Analytical Thinking

 Technological Awareness

 Planning and Organizing

 Change Capability and Adaptability

 Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the

persons of concern to UNHCR (desirable).

Location:

The selected candidate will report to the Senior Archivist (Records Management).

Applications:

Interested applicants should submit their letter of motivation and Personal History Form (P11), including

testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating “Associate Archivist (UNOPS)” in the

subject of the email.

P11 forms are available on www.unhcr.org/recruit/p11new.doc

Closing date for receipt of applications: Tuesday, 23 November 2015

Associate Archivist (Records Management), P-2. UNHCR, Copenhaguen. Open until 17 November 2015

					Job Title:
						Associate Archivist (Records Management)
	Job ID: 11662 Location: Copenhagen (HQ), Denmark APA Location: Copenhagen (HQ), Denmark
					Salary Grade:				Hardship Level:	H
						P2
					Family Type Location:	Family
	Eligibility Information Operational Context   Current Situation 1 UNHCR Records and Archives Section is undertaking a programme to roll out records management globally. The current staff in Records and Archives Section has the capacity to sustain HQ and the Europe Region and the global roll-out needs more resources. Under the supervision of a P4 Senior Archivist the Global Records Management and e-SAFE Support Unit is created in Copenhagen, being responsible for the global roll-out. HQ support will be managed from Geneva. Desirable Attributes 1 The incumbent is expected to have experience in implementation of electronic records management systems in an international environment and project management. The incumbent also needs sound operational knowledge and experience of office automation. Ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines is also important. The incumbent should be a good communicator with strong interpersonal and negotiation skills. Fluency in English is a requirement and working knowledge of a second UN language is desirable. Working and Living Conditions 1   Security Considerations 1 The incumbent will go on mission to regions which require security clearance. Additional Factors 1   Job Description Duties and Qualifications Associate Archivist (Records Management) ORGANIZATIONAL CONTEXT The Archives of UNHCR exist to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public. In order to address the risks related to unmanaged digital records and to be prepared to address the question of medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR document and electronic records management system. The incumbent is to manage the implementation of a global records management system, which ensures that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization. The incumbent also participates in the management of e-SAFE related projects. Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent works in close coordination with the Associate Archivist HQ in Geneva and DIST. FUNCTIONAL STATEMENT Accountability UNHCR operation in the Field has a global records management program in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory. Responsibility - Develop and update records and archives management guidance material such as guidelines, instructions and procedures. - Ensure implementation of records and archives management guidance material. - Develop and update blended training courses for records and archives management for different target groups and coordinate with Global Learning Centre and external partners. - Facilitate training sessions. - Manage the global records management programme and e-SAFE roll-out. - Assist units and offices to organize, manage and share information. - Analyse business needs, provide advice, define and update file plans and unit profiles. - Sustain e-SAFE and ensure correct access/permissions and governance. - Coordinate the maintenance of workspaces and groups. - Coordinate network of Field Super Focal Points and Focal Points in the regions and facilitate workshops. - Prepare and participate in Field missions. - Coordinate and monitor digitization projects. - Liaise with and coordinate actions with DIST and ICT responsible in regions and offices. - Participate in the management of e-SAFE related projects with DIST and external parties. Authority - Implement procedures and guidelines for records management in HQ. - Implement recordkeeping systems for offices in HQ. - Decide on the content and methodology of learning programmes related to records management for HQ. - Act as functional administrator of UNHCR Enterprise Document and Records Management System e-SAFE. - Develop and implement records disposition and destruction schedules. - Authorize records destruction. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations. - At least 4 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Of the 4 years, minimum 2 years of experience should be in an international environment in the same functional area directly relevant to the current position. - Experience with Enterprise Content Management systems with Records Management capacity. - Sound operational knowledge and experience of office automation and electronic records management. - Excellent knowledge of English and working knowledge of another UN language. DESIRABLE QUALIFICATIONS & COMPETENCIES - Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR - Proficiency in other UN languages, preferably French. Position Competencies C001L2 - Accountability Level 2 C002L2 - Teamwork & Collaboration Level 2 C003L2 - Communication Level 2 C004L2 - Commitment to Continuous Learning Level 2 C005L2 - Client & Result Orientation Level 2 C006L2 - Organizational Awareness Level 2 M002L2 - Managing Performance Level 2 M003L2 - Judgement and Decision Making Level 2 X001L2 - Analytical Thinking Level 2 X003L2 - Technological Awareness Level 2 X005L2 - Planning and Organizing Level 2 Closing Date Please note that the closing date for all vacancies in Add.1 to the September 2015 Compendium is Tuesday 17 November 2015 (midnight Geneva time).

Staff Assistant (Records) / Records Assistant. IMF, Washington. Open until 6 November 2015

Staff Assistant (Records)/ Records Assistant - Legal Department (

(Job Number:

 1500945)

Description

 

The Legal Department (LEG) is looking for a contractual Staff Assistant (Records)/ Records Assistant to provide a full range of administrative and records management assistance to staff and supporting various projects in the department. The Records Assistant works under the supervision of the Records Officer of the Legal Department:

 

The successful candidate's duties may include, but will not be limited to:

 

• Provide research and reference services to LEG staff seeking information and documents contained in the Legal Records. This involves performing timely searches of the records holdings by using departmental databases, Fund-wide electronic repositories, and other resources as appropriate.
• Effect prompt incorporation into the LEG records database, citations, keywords (subject terms), abstracted titles, and departmental routing information for all hard copy or electronic documents directed to Legal Records for archival storage.
• Maintain the Legal Records holdings (paper and electronic) in accordance with established guidelines, including consulting with the Records Officer on which incoming documents are to be retained, ensuring timely and appropriate filing of retained documents into various records collections, and securing the information in Legal Records from unauthorized use.
• Assign physical file categories to retained documents.
• Assist the Legal Records Officer in implementing the established procedures for the digitization of archival material.
• Provide assistance on initiatives to simplify and streamline document processing procedures, refining classification schemes, and adjusting retention schedules for proper life-cycle management of departmental files.

 

Qualifications

 

The successful candidate is expected to possess educational qualifications that would typically include a university degree in a related field of study, supplemented by a minimum of one year of work experience in records management, documents management, and/ or archives management.

 

In addition, the candidate should have:

- Proven ability to work under pressure and meet short deadlines associated with the provision of reference services.

- Excellent computer skills, including experience in working with records management and/or documents management software.

- Ability to organize own work and work with minimum supervision while also working cooperatively as part of a team.

- Excellent attention to details and excellent organizational and communication skills.

Knowledge of Spanish and/or French would be helpful.

 

Please note you must reside in the Washington Metro area to be considered for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Associate Information Management Officer, P-2. UN Secretariat, ARMS, New York. Open until 3 November 2015

Posting Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER (Temporary Job Opening)
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	DEPARTMENT OF MANAGEMENT
Duty Station:	NEW YORK
Posting Period:	27 October 2015 - 03 November 2015
Job Opening Number:	48997

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

 

Special Notice

This temporary position is available through 14 March 2016. Owing to the temporary funding nature of this position, recruitment, selection or extension of appointments against this position will be subject to budgetary approval. There is no expectancy, legal or otherwise, of renewal or conversion to any other type of appointment in the Secretariat of the United Nations.

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.

 

Org. Setting and Reporting

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of an Information Management Officer, the encumbent is responsible for the identification and maintenance of digital archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards.

              

Responsibilities

He/she manages records accession data related to Peacekeeping Operations in the ARMS electronic record-keeping system. He/she facilitates the appraisal of digital records with permanent archival value and makes recommendations for the storage, permanent preservation and future access of digital archives. He/she supervises Support Staff in implementing the related tasks as well as other related duties, as required.

              

Competencies

Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to archives and records management (particularly electronic record-keeping and digital curation). Ability to identify issues, analyze and participate in the resolution of issues/problems. Is able to use different analytical and data analysis tools; shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology

 

Education

A first-level university degree in archives and records management or information technology.

 

Work Experience

A minimum of two years of progressively responsible experience in archives and records management or information technology. (No experience is required for candidates who have passed a United Nations Competitive Recruitment Examination.)

 

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.

 

Assessment Method

Evaluation of qualified candidates may include an assessment exercise which may 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.

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.

Information Management Assistant, G-6. UN Secretariat, ODA, The Hague. Open until 28 October 2015

Posting Title: INFORMATION MANAGEMENT ASSISTANT, G6 (Temporary Job Opening) Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Office for Disarmament Affairs Duty Station: THE HAGUE
					Posting Period:
									15 October 2015-28 October 2015
			Job Opening number:
								15-IMA-ODA-49740-J-THE HAGUE (R)
							United Nations Core Values: Integrity, Professionalism, Respect for Diversity
	Special Notice The selected staff member needs to be released immediately to take up this position. Org. Setting and Reporting This position will be located in the Investigations Office of the Organisation for the Prohibitions of Chemical Weapons-United Nations Joint Investigative Mechanism (JIM), established by Security Council resolution 2235 (2015). This position will be based in The Hague. The JIM is established for a period of one year. This temporary job opening is until 31 December 2015, subject to extension. The Information Systems Assistant reports to the Chief of the Office and coordinates with the Information Management Officer. Responsibilities • Monitors and oversees the Records Management System (RMS) operations in receiving documents; applies the defined retention schedules and links to previous documents; oversees archival operations by identifying, planning and overseeing projects. • Maintains contractually stored RMS by facilitating and monitoring compliance; prepares and arranges records for transfer between the OPCW FFM and the JIM; applies retention schedules and initiating reappraisals and disposals in consultation with archivists; and provides reference service. • Acts as focal point for receipt and processing of end users’ service requests and troubleshooting inquiries. • Assists the JIM in reference and research operations by servicing on-site and remote staff/experts; performs records identification, retrieval and reproduction services. • Performs task as first responder in Information Technology (IT) and RMS related issues, provides basic technical support on relevant hardware, software systems, and its related applications. • Installs application IT and RMS systems software and hardware according to users’ work requirements and access rights. • Provides technical assistance, audio-visual equipment for conferences and meetings. • Provides technical support in design, development, implementation and maintenance of customized application; works with Information Management Officer on the definition and specification of user requirements; tests and modifies prototype application software; deploys and maintains software systems. • Supports end users in the creation and maintenance of new and existing software solutions; assists in preparation of technical and user documentation, as well as in drafting of training materials. • Provides support on IT and RMS matters, including security, data integrity and recovery; • Conduct the inventory of assets; safeguard the assets and associated records; initiate disposals and write-off actions. • Maintains regular contact with users, liaise with UN’s central IT and UN Archives and Records Management staff, and provides support as required. • Conducts research on new technologies and best practices; keeps abreast of developments in the field; assists in testing and evaluating new products and technologies. • Performs other related duties as required. 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. Good technical skills in providing IT and AR management support; Knowledge of web development and basic programming skills. Ability to respond to changing requirements and assignments. Ability to apply good judgment in providing user assistance. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements; demonstrates professional competence; 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. •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. •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. •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 great interest and willingness to learn new technology. Education High school diploma or equivalent. Work Experience A minimum of seven years of progressively responsible experience in information technology, web development, archives and electronic record management, or related area. Experience in web content management, data/records management is desirable. Knowledge of cloud computing technologies is desirable. Foundation certification in archiving and project management best practices is desirable. Experience in carrying out tasks necessary for the opening and the functioning of the Unit/Section is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. Assessment Method United Nations Considerations 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. 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. 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” hyper-link on the upper right side of inspira account-holder homepage. Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date. 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.