Background
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UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
About the Region and/or Section: UN Women Headquarters, New York, NY, U.S.A.
About the Position: Archival and Records Management Consultant.
Impact of Results: Implementation of a records managements and archival system across the organization and in line with our business continuity plan.
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Duties and Responsibilities
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Summary of Key Functions:
- Develop records management and archiving policy; paper and electronic/digital materials;
- Develop a step-by-step plan for collection, cataloguing, utilization, retrieval and management of archiving materials;
- Work with IT section on the library and archiving database development so that exploration of materials in the data base is easy for users;
- Conduct on-the-job capacity enhancement trainings in information management and archiving. Technical consultant will utilize the best practice in information management and archiving.
Description of Functions:
- Address how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies to electronic documents such as emails, Word documents, PowerPoint presentations and Excel spread sheets, as well as hard copy paper documents;
- Review and revise where needed current policies and procedures (POM) addressing relevant issues such as the type of documents that are needed to be retained, where they are to be stored, how long they are to be retained (retention schedule), how they are to be handled, and related responsibilities; including categorization of different types of documents and specification on what should be saved and where;
- Prepare a roadmap for the implementation of a records management and archival system across the organization.
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Competencies
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Core values and Guiding principles:
Integrity
- Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
Professionalism
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work;
- Cultural sensitivity and valuing diversity;
- Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Core competencies:
Ethics and Values
- Demonstrate and safeguard ethics and integrity;
- Organizational Awareness;
- Demonstrate corporate knowledge and sound judgment;
- Development and Innovation;
- Take charge of self-development and take initiative.
Work in teams
- Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
- Communicating and Information Sharing;
- Facilitate and encourage open communication and strive for effective communication;
- Self-management and Emotional Intelligence;
- Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
Conflict Management
- Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
- Continuous Learning and Knowledge Sharing;
- Encourage learning and sharing of knowledge;
- Appropriate and Transparent Decision Making;
- Demonstrate informed and transparent decision making.
Functional competencies:
- Substantial experience in library, archiving and cataloging development;
- Ability to conduct trainings on archive development and maintenance;
- Well developed interpersonal skills and sensivitiy to local custom and traditions;
- Good management skills;
- Strong strategic and creative thinking;
- Promotes the vision, mission and strategic goals of the project.
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Required Skills and Experience
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Education:
- Master’s degree or equivalent in Library and Information Science or relevant field with equivalent practical experience.
Experience:
- Minimum of 8 years of relevant experience in undertaking archive and information/records management exercises;
- Previous work experience with UN or other development agencies in archive and records management is highly desirable.
Language
- Fluency in written and spoken English is required;
- Knowledge of the other UN working knowledge is an asset.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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