| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | DEPARTMENT OF PEACEKEEPING OPERATIONS |
| Duty Station: | NEW YORK |
| Posting Period: | 05 August 2016 - 03 September 2016 |
| Job Opening Number: | 63469 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
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 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.
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.
Org. Setting and Reporting
This position is located in the Peacekeeping Records Centre in the Office of the Chief of Staff, Department of peacekeeping operations (DPKO) and Department of field support (DFS). The incumbent reports to the Chief, Peacekeeping Records Centre.
Responsibilities
Archives and Records Management:
•Performs detailed cataloguing of DPKO and DFS core business records in the Peacekeeping Records Centre’s electronic recordkeeping system.
•Maintains the Peacekeeping Records Centre’s paper-based and electronic central file system by creating new folders, registering the metadata of records, distributing record links, and applying disposition.
•Participates in records management projects in DPKO and DFS offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
•Assists in accessioning, disposition, description, and database updating activities as they relate to the Peacekeeping Records Centre’s records-related projects.
•Supports disposition operations by liaising with DPKO and DFS records-originating offices on transfer procedures and documentation; in consultation with the Information Management Officer, analyzes retention schedules in support of disposition decisions.
•Conducts end-user training in the Peacekeeping Records Centre’s electronic systems.
•Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Peacekeeping Records Centre’s databases.
•Analyzes retention schedules and precedents in support of disposition decisions.
•Performs internal records retrieval, loan, and reproduction operations.
•Provides standard and Archives and Records Management Section (ARMS)-specific applications support and applications/LAN troubleshooting for DPKO/Office of the Under Secretary General and DFS/office of the Under Secretary General staff.
•Conducts end-user training in paper and electronic recordkeeping systems in DPKO and DFS, in support of programmes initiated by the Information Management Officer.
Documents:
•Provides document delivery services as required.
General:
•Conducts research as requested by DPKO/OUSG and DFS/OUSG officers.
•Undertakes basic administration duties.
•Satisfies requirements for the procurement, payment and inspection of goods and services using the relevant applications.
•Performs detailed cataloguing of DPKO and DFS core business records in the Peacekeeping Records Centre’s electronic recordkeeping system.
•Maintains the Peacekeeping Records Centre’s paper-based and electronic central file system by creating new folders, registering the metadata of records, distributing record links, and applying disposition.
•Participates in records management projects in DPKO and DFS offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
•Assists in accessioning, disposition, description, and database updating activities as they relate to the Peacekeeping Records Centre’s records-related projects.
•Supports disposition operations by liaising with DPKO and DFS records-originating offices on transfer procedures and documentation; in consultation with the Information Management Officer, analyzes retention schedules in support of disposition decisions.
•Conducts end-user training in the Peacekeeping Records Centre’s electronic systems.
•Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Peacekeeping Records Centre’s databases.
•Analyzes retention schedules and precedents in support of disposition decisions.
•Performs internal records retrieval, loan, and reproduction operations.
•Provides standard and Archives and Records Management Section (ARMS)-specific applications support and applications/LAN troubleshooting for DPKO/Office of the Under Secretary General and DFS/office of the Under Secretary General staff.
•Conducts end-user training in paper and electronic recordkeeping systems in DPKO and DFS, in support of programmes initiated by the Information Management Officer.
Documents:
•Provides document delivery services as required.
General:
•Conducts research as requested by DPKO/OUSG and DFS/OUSG officers.
•Undertakes basic administration duties.
•Satisfies requirements for the procurement, payment and inspection of goods and services using the relevant applications.
Competencies
Professionalism: Knowledge of electronic record-keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent.
Work Experience
A minimum of five years of experience in archives, electronic record management or related area is required. Experience in applying filing methods is required. Experience in using electronic document management system and/or records management systems is required. Experience in applying metadata standards and information security principles is desirable. Experience in library, archives and records management at the UN or in similar international organizations is desirable.
Languages
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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, 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 or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. 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.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. 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.
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