| Posting Title: | INFORMATION MANAGEMENT ASSISTANT |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | FIELD MISSIONS ADMINISTERED BY DPKO |
| Duty Station: | BAMAKO |
| Posting Period: | 06 April 2016 - 20 April 2016 |
| Job Opening Number: | 58422 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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.
This position is located in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), Bamako. The Information Management Assistant reports directly to the Chief of Records and Archives Unit.
Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
• Oversees and manages MINUSMA Archives; ensuring that documentation is properly stored and safe-guarded and available for reference by authorized MINUSMA staff members;
• Oversees records accessioning operations by supervising and guiding staff in receiving transfers; ensuring the application of retention schedules and the establishment of links to previous accessions;
• Manages records storage operations by approving space allocations and associated accessions and database updating; responding to problems that arise with solutions; and monitoring environmental quality controls;
• Report s to DPKO Headquarters concerning documentation held in MINUSMA Archives and coordinates the transfer of Archives documentation to DPKO HQ as required;
• Manages document disposals by coordinating with relevant MINUSMA staff concerning off-site storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervises the staging of records for disposal, ensuring incinerator use for confidential documentation;
• Manages contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervises the preparation of records for transfer to commercial storage; ensures retention schedules are applied and initiate reappraisals and disposals in consultation with archivists;
• Establishes archival procedures and supervises archival arrangements and description operations performed by Unit staff;
• Oversees reference and research operations and supervises reference staff in records identification, retrieval and reproduction services;
• Ensures the provision of environmental and safety secure curatorial and database management for artworks and archival photograph collections;
• Supervises and directs access and declassification reviews by monitoring the screening of records for security-classified materials, approves declassification review requests and ensures the Unit database is properly updated.
Archives and Records Management
• Oversees and manages MINUSMA Archives; ensuring that documentation is properly stored and safe-guarded and available for reference by authorized MINUSMA staff members;
• Oversees records accessioning operations by supervising and guiding staff in receiving transfers; ensuring the application of retention schedules and the establishment of links to previous accessions;
• Manages records storage operations by approving space allocations and associated accessions and database updating; responding to problems that arise with solutions; and monitoring environmental quality controls;
• Report s to DPKO Headquarters concerning documentation held in MINUSMA Archives and coordinates the transfer of Archives documentation to DPKO HQ as required;
• Manages document disposals by coordinating with relevant MINUSMA staff concerning off-site storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervises the staging of records for disposal, ensuring incinerator use for confidential documentation;
• Manages contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervises the preparation of records for transfer to commercial storage; ensures retention schedules are applied and initiate reappraisals and disposals in consultation with archivists;
• Establishes archival procedures and supervises archival arrangements and description operations performed by Unit staff;
• Oversees reference and research operations and supervises reference staff in records identification, retrieval and reproduction services;
• Ensures the provision of environmental and safety secure curatorial and database management for artworks and archival photograph collections;
• Supervises and directs access and declassification reviews by monitoring the screening of records for security-classified materials, approves declassification review requests and ensures the Unit database is properly updated.
Documents
• Manages the provision of research and document delivery services provided by the Unit and prepares related reports for the supervisor and senior management;
• Decides on changes in practices and procedures in order to improve efficiency and effectiveness of services provided;
• Evaluates statistics on services, systems and workload of the Unit, and prepares related reports for the supervisor and senior management, making improvements and changes where required.
General
• Supervises and provides work direction and guidance to junior information management assistants; manage and coordinate the activities under his/her unit or area of responsibility; monitor staff performance and prepare performance evaluation reports for staff supervised;
• Prepares budget submissions related to the operation of the Information Management Unit; drafts narrative justifications for the proposed budget and; monitors budget expenditures once approved;
• Consults and advises other units/sections throughout MINUSMA to identify and plan the provision of information management services, and ensures the efficient provision of such services;
• Prepares work output and progress reports on the work of the Unit for the supervisor and senior management;
• Performs other duties as assigned by the supervisor.
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. 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 & 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 limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
Planning & 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 limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
High school diploma or equivalent. Technical or vocational certificate in library, archives or records management techniques and systems or related fields is a requirement.
At least 8 years of progressively responsible experience in the field of archives and records management work.
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.
Evaluation of qualified candidates may include an informal interview.
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.
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.
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.
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