| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | OFFICE OF LEGAL AFFAIRS |
| Duty Station: | NEW YORK |
| Posting Period: | 08 June 2016 - 07 July 2016 |
| Job Opening Number: | 60843 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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.
Org. Setting and Reporting Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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.
This position is located in the Archives Unit, Office of the Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Senior Information Management Assistant.
Responsibilities
Under the direct supervision of the Senior Information Management Assistant, the Information Management Assistant will be responsible for the following duties:
- Facilitates the periodic transfer of scheduled records into the Archives by liaising with OLA units; ensures the completeness and accuracy of transfer documentation; and provides assistance to the Secretariat staff in transfer preparations to Archives;
- Oversees records accessioning operations by assisting staff in receiving transfers; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database;
- Oversees disposals by liaising with relevant OLA staff ; prepares background information for the review of archivists and implementing retention schedules;
- Oversees stored records; prepares and arranges records for transfer to Archives and Records Management Section (ARMS); applies retention schedules and initiating reappraisals and disposals in consultation with ARMS; registers actions in the Section database; and provides reference service;
- Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with OLA units and ARMS;
- Undertakes archival arrangement and description projects and operations; classifying documentation into categories for quick retrieval thereby contributing to the efficiency of Legal Officers and the quality of their responses to clients; reading and analyzing incoming material in English, French or Spanish, and assigning appropriate file classification; incorporating new data into a computerized index and establishing new file categories as needed;
- On request, conducts research for Legal Officers, including searching for precedents, whether in OLA files, database, UN documentation or other standard resources and databases;
- Assists in the digital records accessioning process and advise on electronic record keeping system standards and compliance; implement procedures in the use of metadata standards for the capture, maintenance and accessioning of digital archives;
- Provides administrative support for the section and unit chiefs and undertakes other duties as assigned.
- Facilitates the periodic transfer of scheduled records into the Archives by liaising with OLA units; ensures the completeness and accuracy of transfer documentation; and provides assistance to the Secretariat staff in transfer preparations to Archives;
- Oversees records accessioning operations by assisting staff in receiving transfers; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database;
- Oversees disposals by liaising with relevant OLA staff ; prepares background information for the review of archivists and implementing retention schedules;
- Oversees stored records; prepares and arranges records for transfer to Archives and Records Management Section (ARMS); applies retention schedules and initiating reappraisals and disposals in consultation with ARMS; registers actions in the Section database; and provides reference service;
- Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with OLA units and ARMS;
- Undertakes archival arrangement and description projects and operations; classifying documentation into categories for quick retrieval thereby contributing to the efficiency of Legal Officers and the quality of their responses to clients; reading and analyzing incoming material in English, French or Spanish, and assigning appropriate file classification; incorporating new data into a computerized index and establishing new file categories as needed;
- On request, conducts research for Legal Officers, including searching for precedents, whether in OLA files, database, UN documentation or other standard resources and databases;
- Assists in the digital records accessioning process and advise on electronic record keeping system standards and compliance; implement procedures in the use of metadata standards for the capture, maintenance and accessioning of digital archives;
- Provides administrative support for the section and unit chiefs and undertakes other duties as assigned.
• Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 limitation 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 limitation 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.
A minimum of seven years of progressively responsible experience in archives, electronic record management or related area is required. Experience working in archival functions and records management within the United Nations system or similar organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based 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.
No Fee 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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