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Special Notice
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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.
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Org. Setting and Reporting
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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.
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Responsibilities
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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.
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Competencies
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• 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.
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Education
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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.
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Work Experience
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A minimum of five years of
progressively responsible experience in modern archives management, record
keeping, library, information management or related area.
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Languages
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English and French are the
working languages of the United Nations Secretariat. For this post,
fluency
in English (both oral and written) is required. Knowledge of French is an
advantage.
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Assessment Method
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Evaluation of qualified
candidates may include an assessment exercise which may be followed by informal
interview.
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United Nations Considerations
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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.
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No Fee
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THE UNITED NATIONS DOES NOT
CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW
MEETING, PROCESSING, OR TRAINING
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