Friday, July 24, 2015

Records Management Assistant, G-5. UNFCCC, Bonn. Open until 31 July 2015

Records Management Assistant, G-5

Administrative Services (AS) Programme

Knowledge Management Unit


for application 31 July 2015


number VA 15/024/AS

Expected date

for entry on duty As soon as possible

Duration of

appointment One and half year

with possibility of



Station Bonn, Germany


Publication date: 02 July 2015, Post number: FCA-2946-G5-001

The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the

political process to address Climate Change. The Convention secretariat supports the Convention

and its Kyoto Protocol by a range of activities, including substantive and organizational support to

meetings of the Parties.

The mandate of the Administrative Services Programme is the overall facilitation, support and

guidance to programmes and the secretariat at large in the utilization and management of the human,

financial and other resources for the continued implementation of the core work and the mandated

activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the

facilitation of crosscutting common services and functions. Responsibilities include the development,

implementation and compliance monitoring of administrative policies and procedures for the UNFCCC

secretariat in the areas of finance, budget, human resources, procurement, travel and general


Where will you be working

The Records Management Assistant post is located in the Records Management sub programme

which is accountable for providing records management services throughout the secretariat.

What will you be doing

Under the general guidance of the Chief, Knowledge Management and the direct supervision of the

Records Management Officer, you will be responsible for the following functions:

Provision of records management support and advice

Managing the inactive record center

User support and training

Maintenance of existing record management databases

You will have the following responsibilities:

1. You will provide record management support and advice to records-creating offices by:

advising on records management procedures in organizing and managing UNFCCC

information assets, records preservation and disposition;

handling records transfer processes;

liaising with records-creating offices on the disposal of records;

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applying retention schedules so that registration and physical aspects of records

transfers meet established standards.

2. You will maintain existing record management databases by:

providing reference services, including conducting complex searching;

supporting the review and analysis of business functions and activities;

maintaining a complete and updated business classification scheme (BCS) and related

RM toolkits.

3. You will manage the daily operation of the inactive records center by:

providing records retrieval services;

being responsible for the physical security and safety of the organization’s records and

ensuring the efficient and safe use of storage space;

coordinating with facility management for repository maintenance;

conducting environmental quality controls and arranging for the resolution of problems;

coordinating with staff in relevant administrative offices to procure archival supplies and


4. You will provide user support and training by:

supporting users on the application of the records management toolkits and

recordkeeping system;

delivering staff training on basic records management tools;

assisting in preparing training materials, user guides and searching aids.

5. You will perform any other job related activity as required, including maintaining records

management operational statistics.

What are we looking for

Educational background




Completed secondary education.

Specialized training in information science, records, archives and library

management, and knowledge about electronic recordkeeping system.


Required: At least five years of relevant experience at office support level in documents

registration, modern archives management, record keeping, information

management or related area.

Language skills



Fluency in written and spoken English.

Working knowledge of other United Nations languages and/or German.

Specific professional knowledge



Proficiency in MS Office (Word, Excel, Access, PowerPoint) as well as

Sharepoint 2010 or 2013

Practical experience in maintaining electronic records for public institutions

using an electronic records management system is desirable.

Job related skills

Required: Good communications skills.

Ability to deliver basic records management presentation and training.

Ability to deal with highly sensitive information.

Good research and analytical skills.

What is the selection process

You may be invited for assessment of your technical/professional knowledge. If successful you may

be invited for the final stage of the selection process, which consists of a competency based interview

to assess the skills and aptitudes required to successfully perform the functions of the post. The

following set of competencies for this particular post will be applied: Applying Professional Expertise,

communicating with impact, being responsive to clients and partners, working with teams

How to apply:

Candidates, whose qualifications and experience match what we are looking for, should use the online

application system available at

Please note:

1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up

an appointment at the duty station in Bonn are at the expense of the applicant.

2. We will confirm receipt of your application. However, only candidates under serious consideration

and contacted for an interview will receive notice of the final outcome of the selection process.

3. Indicative net annual salary: Euro 36,584, plus other UN benefits as indicated in the link below:

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