Document Management Specialist, AST4. EIOPA, Frankfurt. Open until 11 October 2015

STAFF VACANCIES

 
Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA’s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description


Major purpose

The successful candidate will contribute to EIOPA’s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

 Conducting needs assessments to identify document management, records management and archiving requirements;

 Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, andsecure handling of information, as well as ensuring their correct application;

 Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

 Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

 Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

 Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

 Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

 Any other tasks as required.

REQUIREMENTS



Eligibility Criteria

 Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

 Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

 Be entitled to his or her full rights as a citizen;1

 Have fulfilled any obligations imposed by the applicable laws on military service;

 Be physically fit to perform the duties linked to the post.2

1 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

2 Before being engaged, a candidate shall be medically examined by one of the institution’s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

 Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or 3/5

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

 Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

 Proven experience and knowledge in developing document management, records management or archiving policies;

 Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

 Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

 Very good command of oral and written English;

 Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

 Professional work experience in a multicultural environment.

 Knowledge of the European Union Institution’s rules and regulations on document management, records management or archiving;

 Proven experience and knowledge in Microsoft SharePoint technologies;

 Proven experience in liaising with business experts;

 Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

 Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

 Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 
 Being able to have and express a critical view towards own performance and open to learn from experience;

 Examines critically and applies relevant approaches geared towards successful business solutions;

 Contributes to policies development from concept to practical implementation;

 Understands who his/her clients are and what their expectations are;

 Shows commitment towards achieving organisational goals.

Place of employment



Frankfurt am Main, Germany

Function group and grade



AST4

Monthly basic salary



3 875.06 EUR plus specific allowances where applicable*.

Start date



1 December 2015

Contract type and duration



Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list



Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment



1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process



The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 2015.

Information Management Officer, P-4. UNEP, Nairobi. Open until 14 November 2015

Posting Title: INFORMATION MANAGEMENT OFFICER, P4 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: United Nations Environment Programme Duty Station: NAIROBI

Posting Period:

15 September 2015-14 November 2015

Job Opening number:

15-IMA-UNEP-44155-R-NAIROBI (X)

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

Special Notice Appointment against this post is for an initial period of one year and may be subject to extension. 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. 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. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link. Org. Setting and Reporting The United Nations Environment Programme (UNEP), is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This position is located in the Division of Environmental Law and Conventions (DELC), at UNEP's Headquarters in Nairobi, Kenya. DELC is the lead Division charged with carrying out the functions of UNEP in the field of environmental law, governance and related policy issues, including those related to multilateral environmental agreements (MEAs). The post is located in Nairobi duty station. Under the overall supervision of the Director and Deputy Director and day-to-day guidance and supervision of the Head of the Programme Delivery and Management Unit of the Division, the incumbent is responsible for managing the Division's Knowledge Management and Communication priorities. Responsibilities Within delegated authority the incumbent will perform the following duties:- 1. Direct the further development and operation of knowledge management systems at the Division to generate, collect, maintain and disseminate information on environmental law and governance, including MEAs. 2. Take lead in strategy, planning, development and implementation of large, complex communications campaigns in the field of environmental law and governance; develop ways to implement campaigns system-wide and to incorporate the campaign message and themes into all relevant events and products. 3. Develop project proposals and identify sources and seek funding and other assistance for major campaigns. 4. Contribute to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Division's non-current records and archives and delivery of reference services, archival description and systems management. 5. Prepare or oversee preparation of a diverse range of information communications products in support of major campaign initiatives. 6. Coordinate preparation of material for newsletters, periodicals, reports and books and edit drafts. 7. Take the lead in compiling information from various knowledge repositories and web resources 8. Build partnerships and information networks; plan and oversee maintenance of publicly accessible information materials on UNEP; plan and develop outreach activities. 9. Manage publications programme; produce materials for print/electronic/voice/visual media. 10. Manage the day-today operation of the team which include participation in coordination of substantive and administrative activities of the team, interpret and disseminate policy, provide procedural advice, improve reporting systems, handle operational and administrative queries, prepare budget submissions, establish and/or coordinate training programmes and monitor and evaluate results. 11. Evaluate applications and cost-effectiveness of services in relation to technology options and prepare data and recommendations for decision-making. 12. Develop and implement policies and guidelines relating to the preservation of and access to digital archives; retain schedules for incorporation into electronic record keeping systems; transfer, maintain security protocols; and select standards for digitisation of finding aids and record and their electronic dissemination. 13. Perform other duties as may be assigned. Competencies • Professionalism: Knowledge of different aspects of public information and communication. Ability to address a range of issues in the context of political developments, public attitudes and local conditions. Ability to conceptualize, design and implement major information campaigns. Ability to rapidly analyze and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Ability to produce a variety of written communications products in a clear, concise style. Ability to deliver oral presentations to various audiences. 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. • 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. • Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. • Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education Advanced university degree (Master's degree or equivalent) in communication, international relations, international law, public administration, environmental policies/management or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of seven years of progressively responsible experience in public information, environmental law, MEAs, international relations, environmental policies/management, public administration or related area. Languages English and French are the working languages of the UN. Fluency in English (both oral and written) is required for this post. Knowledge of another UN official language is an advantage. Assessment Method Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. 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

Photo archivist intern. UNDP, New York. Open until 16 September 2015

Photo Archivist Intern
Location :	New York, UNITED STATES OF AMERICA
Application Deadline :	16-Sep-15
Additional Category	Management
Type of Contract :	Internship
Post Level :	Intern
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	21-Sep-2015
Duration of Initial Contract :	2 months
Expected Duration of Assignment :	2 months

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 177 countries, working with them on their own solutions to global and national development challenges. At UNDP, external and internal communication—nationally, regionally and globally—is critical to achieving both development results and business objectives. Skillful communication broadens the impacts of new policies, helps governance reforms take root, and attracts and fosters strong partnerships. The Office of Communications at UNDP is at the forefront of advancing online communications and outreach within the organization and is seeking a graduate student with an interest in developing institutional archives with a focus on processing, cataloging, and curating the physical and digital photographic assets of UNDP.

Duties and Responsibilities

The interested candidate will: Assist the Communications team in the classification of photographic slides from 1950 to 2000; Verify and cross-checking metadata; Assist the Photo Editor in creating consistent metadata records; Edit/re-touch images when necessary; Ensure consistent filing and labeling, apply preservation criteria to individual assets; Make recommendation for publishing photos on social media and web; Assist with other related tasks as needed.

Competencies

Strong organizational skills and the ability to multi-task; Basic Photoshop/Illustrator skills; Advanced knowledge of metadata; Attention to detail; Responsible, responsive, and enthusiastic; Interest in global issues and the United Nations; Able to work in a multi-cultural environment and be aware of political sensitivities.

Required Skills and Experience

Education: Enrollment in a graduate degree programme in development, communications, public or business administration, information management, digital photography, or related fields preferred. Experience: Experience with digital archives and photography is a must; Web experience is an asset. Language: Fluency in written and spoken English (Additional knowledge of French/Spanish is of benefit). Availability: Must be available at least three days per week. Conditions: UNDP internship programme does not provide a salary or remuneration for the internship; All the expenses connected with the internship will be borne by the intern, sponsoring Government or institution; UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship; The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed; Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship or for six months immediately following the expiration date of internship; The intern must provide proof of enrollment in health insurance plan; Interns are not staff members and may not represent UNDP in any official capacity; Only those students who will return to their studies upon completion of their internship assignments are eligible. The successful candidate will be required to: Bring a certificate from her school that s/he is enrolled in a Master's programme; Have a valid visa to work in the US. For more information on UNDP Internship, please visit this page.

Click here for important information for US Permanent Residents ('Green Card' holders).

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.

Information Management Officer, P-3. MINUSMA, Bamako. Open until 19 September 2015

Posting Title: Information Management Officer, P3 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: United Nations Multidimensional Integrated Stabilization Mission in Mali Duty Station: BAMAKO

Posting Period:

4 September 2015-19 September 2015

Job Opening number:

15-IMA-MINUSMA-47844-F-BAMAKO (M)

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

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. Org. Setting and Reporting This position is located in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), Bamako. Information Management Officer reports directly to the Administrative Officer under the overall guidance of the Deputy Director of Mission Support (DDMS). Information Management Officer provide guidance and governance on Information Management Strategy and activities; ensure set up of Archives of new mission’s Information Management Unit follow standards; design and develop efficient and sustainable processes and systems for collection, processing and access to the mission’s information assets. Responsibilities Within delegated authority, the Information Management Officer (Chief Records and Archives Unit) will be responsible for the following duties: GENERAL • Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. • Facilitate mission-wide coordination and prioritization of information management initiatives in support of the Mission mandate and priorities • Establish and implement a framework for information governance • Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment. • Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support. • Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems. • Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned. • Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. • Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section’s storage facilities meet environmental standards. • Manages archival processing activities • • Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to MINUSMA staff. • Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. • Participates in developing client outreach strategies and in their implementation. • Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. • Performs other related duties, as required. Competencies • PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and 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. • PLANNING AND 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. • CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. • 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 willingness to learn new technology. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, 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. Work Experience A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required. Knowledge of French is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by informal interview. 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

Executive Associate (Communication & Records), G-7. WHO, New Delhi. Open until 15 September 2015

Vacancy Notice No: SE/RO/GS/2015/18 Title: Executive Associate (Communication & Records) Grade: G7 Contract type: Fixed-term Appointment Duration of contract: Two years	Date: 25 August 2015 Application Deadline: 15 September 2015                       Duty Station: New Delhi, India Organization unit: SE/DAF Director - Administration & Finance (SE/DAF) / SE/ASO General Support Services (SE/ASO) SE/CMR Communication & Records
OBJECTIVES OF THE PROGRAMME : To provide administrative assistance to Administrative Services Officer (ASO) in the entire range of activities of the Communication and Records unit.
Description of duties: Under the general supervision of the ASO, the incumbent will lead the Communication & Records (C&R) team and perform the following duties: 1. Supervise, review and evaluate work of staff assigned; 2. Coordinate communications related activities comprising dispatch and receipt of diplomatic pouches, commercial mail/telegrams, telefaxes/faxes, distribution of mail/materials received and switchboard operations; 3. Oversee filing related work such as classification, recording, routing, filing of correspondence/documents etc., and orderly maintenance of SEARO officials archives; 4. Certify for payment all expenditures, on air/surface freight of diplomatic pouches/other material, on mail/telegrams, on telex/faxes, telephones, e-mail etc; 5. Determine comparative cost-effectiveness of alternative modes of communication options continuously; 6. Monitor maintenance of various UN/WHO Address Lists, Secretary's Guide Books, internal telephone directly and their timely updating; 7. Prepare correspondence, reports/evaluations, justifications on C&R related administrative/special tasks of general/confidential nature; 8. Ensure proper training of staff in alternative operational areas of C&R, for effective backstopping/replacement when require; 9. Advise senior administrative staff on C&R operations, technology up gradation options, streamlining procedures, staff performance, etc; 10. Participate in discussion/meetings to evaluate/revise procedures/practices, assesses their impact and recommends follow up actions; 11. Brief international personnel on Communication and Records operations in SEAR; 12. Plan budget for procurement of relevant services 13. Back-charge of the cost of services rendered to technical units and UN agencies 14. Maintain relevant imprest petty cash account 15. Initiate or oversee relevant GSM functions such as HR actions for all staff in the unit, procurement functions like APW and LTAs with supplier, creation of purchase orders (POs); uploading of invoices in GSM for final settlement; and monitoring and updating the POs for sufficient funds' 16. Oversee in-house printing of documents, reports, books, visiting cards, bulk photocopying and all related actions including supplies and equipment. 17. Focal point for records management and change management including updating of manuals, standard operating procedures, corresponding implementation, spearheading e-filing/archiving initiatives, etc. 18. Perform any other duties as required
REQUIRED QUALIFICATIONS
Education: Essential: Completion of Secondary School education Desirable: University degree is an asset. Training/experience in business administration or orientation in communications/records operations. WHO only considers higher educational qualifications obtained from an accredited institution (please refer to http://www.whed.net/)
Skills: Functional Knowledge and Skills: - Thorough knowledge and understanding of a wide range of administrative policies and procedures, WHO rules and regulations; - Well-developed management and supervisory skills; - Ability to write and speak well, essential communication skills - Knowledge of communications/records-related policies/procedures; - Knowledge of document management and archiving automated systems. - Knowledge of Enterprise Content Management. Competencies: 1. Teamwork 2. Respecting and promoting individual and cultural differences 3. Communication 4. Producing results 5. Creating an empowering and motivating environment Other Skills : - IT skills: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable. - Proficiency in content management, archiving and document management.
Experience: Essential: At least seven years of progressively responsible work experience in administration/programme areas. Desirable: Experience in area of communication/records/printing in WHO/UN/international organization; Ability to carry out supervisory responsibilities
Languages: Excellent knowledge of written and spoken English and Hindi.
Additional Information: NOTE: In addition to position-specific test, external candidates will be required to qualify mandatory tests in English language and computer skills. A written test, using computer, will be held for the short-listed applicants. The performance in written test will decide applicant's eligibility to appear in the interview. The written test for shortlisted candidates will tentatively be held during the week starting 21 September - 1 October 2015. Candidates are advised to make themselves available during that week. External candidates will be contacted only if under serious consideration; This position is subject to local recruitment and will be filled only by a national of India, willing to relocate within commutable distance. Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance. Please visit the following websites for detailed information on working with WHO: http://www.who.int - To learn more about WHO's operations http://icsc.un.org - Click on: Quick Links > Salary Scales > by date
Annual salary: (Net of tax) INR 10, 29, 146 at single rate
This vacancy notice may be used to fill other similar positions at the same grade level.
A written test and interviews may be used as a form of screening
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Information Management Assistant, G-6. OLA, UN Secretariat, New York. Open until 15 September 2015

Posting Title: Information Management Assistant (Temporary Job Opening), G6 (Temporary Job Opening) Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Office of Legal Affairs Duty Station: NEW YORK

Posting Period:

8 September 2015-15 September 2015

Job Opening number:

15-IMA-OLA-47871-J-NEW YORK (T)

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

Special Notice This position is available for a period of six months with possibility of extension. Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. "Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat." Notes: • A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. • Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. • Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. • The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. • Please note that 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. • For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. • The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English Org. Setting and Reporting This position is located in the Archive Unit, Office of Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Principal Information Management Assistant. Responsibilities Under the direct supervision of the Principal Information Management Assistant of the Archive Unit, the Information Management Assistant will be responsible for the following duties: • Analyze and prepare records for digitization; apply classification to records for filing, access and retrieval. • Assist Legal Officers in research queries and retrieval of records and archives. • Manage physical and digital records according to their file plan. • Update and manage the records’ database and the shared drive. • Facilitate and prepare inactive records for transfer the Archives and Records Management Section (ARMS) using the eForm. • Provide outreach to OLA staff on recordkeeping practices and legal research tools. • Assist in the development of OLA’s records management policy and practice; assist in the development of OLA’s retention schedule. • Identify record sensitivity levels to ensure secure storage. • Maintain documentation of archives and records management practices within OLA. Competencies PROFESSIONALISM: Knowledge of archive and record management best practice; Ability to undertake independent research, identify and assess issues and develop accurate retrieval tools for relevant records; Ability to work under pressure and apply practical problem-solving skills as needed. Extensive knowledge of the United Nations policies and procedures for information management. Knowledge of computer software relevant for application to archives, library, documentation and recordkeeping is required. Ability to identify clients' needs and matches them to appropriate solutions. 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. PLANNING AND 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. 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 willingness to learn new technology. Education High school or equivalent diploma. Training in archives and records management is required. Work Experience A minimum of seven years of experience in archives, records management and related area is required. Relevant experience within the United Nations common system is desirable. Experience with managing legal records is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of French or Spanish is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. 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