| Posting Title: | INFORMATION MANAGEMENT OFFICER |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | UNITED NATIONS OFFICE AT GENEVA |
| Duty Station: | GENEVA |
| Posting Period: | 29 December 2016 - 27 January 2017 |
| Job Opening Number: | 16-Information Management Systems-UNOG-71970-R-Geneva (X) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Extension of appointment is subject to extension of the mandate and/or the availability of the funds. 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
This extra-budgetary position is located in the Institutional Memory Section, Library, UNOG, Geneva.
Responsibilities
Under the supervision of the Chief, Institutional Memory Section, UN Library at Geneva, and within delegated authority, the incumbent will be responsible for the following duties:
•Plans and directs the Digital Preservation and Access component of the Total Digital Access to the League of Nations Archives project; monitors the progress of this component of the project, ensures compliance with international, UN, UN Library at Geneva and Institutional Memory Section’s standards and guidelines; ensures that this component of the project meets established budget and deadlines as well as technical quality.
•Ensures the availability, performance and security of the Digital Preservation and Archives Management Systems.
•Ensures compatibility and interoperability of the Digital Preservation and Archives systems with the existing UN Library at Geneva systems, including the Discovery tool, as well as with ongoing similar projects implemented by ARMS/UNHQ and by other UN entities.
•Oversees systems continuous development for the Project.
• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization's non-current records and archives and delivery of reference services, archival description and systems management.
• Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
• Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
• Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping and digital preservation system; to plan and develop migration strategies for archival preservation of electronic records,
• Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
• Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware and liaises with ITSD on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the Section's electronic recordkeeping and digital preservation system .
• Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section's holdings; and assures the delivery of records and/or copies.
• Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination.
• Manages information security by enforcing security-classification restrictions; and ensures the physical security and safety of the Organization's records.
• Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
• Develops client outreach strategy and programme and coordinates its implementation.
• Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.
• Performs other duties as assigned.
•Plans and directs the Digital Preservation and Access component of the Total Digital Access to the League of Nations Archives project; monitors the progress of this component of the project, ensures compliance with international, UN, UN Library at Geneva and Institutional Memory Section’s standards and guidelines; ensures that this component of the project meets established budget and deadlines as well as technical quality.
•Ensures the availability, performance and security of the Digital Preservation and Archives Management Systems.
•Ensures compatibility and interoperability of the Digital Preservation and Archives systems with the existing UN Library at Geneva systems, including the Discovery tool, as well as with ongoing similar projects implemented by ARMS/UNHQ and by other UN entities.
•Oversees systems continuous development for the Project.
• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization's non-current records and archives and delivery of reference services, archival description and systems management.
• Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
• Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
• Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping and digital preservation system; to plan and develop migration strategies for archival preservation of electronic records,
• Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
• Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware and liaises with ITSD on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the Section's electronic recordkeeping and digital preservation system .
• Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section's holdings; and assures the delivery of records and/or copies.
• Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination.
• Manages information security by enforcing security-classification restrictions; and ensures the physical security and safety of the Organization's records.
• Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
• Develops client outreach strategy and programme and coordinates its implementation.
• Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.
• Performs other duties as assigned.
Competencies
• PROFESSIONALISM: 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. Sound knowledge of metadata standards for libraries and archives. Sound knowledge of digital preservation and related standards. Sound knowledge of digitization workflows and standards. Knowledge of Library discovery tools, preferably Primo. Knowledge of Open Archives Initiative (OAI) harvesting methodologies. 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.
• 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
Advanced university degree (Master's degree or equivalent) in archival, information science, information systems, computer science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Certification in project management methodology, preferably Prince2 is desirable.
Work Experience
A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area, including at least 5 years of experience at the international level. Experience administering an Archives Management System and managing a Library discovery tool is desirable.
Languages
Fluency in both the working languages of the UN Secretariat, English and French, (both oral and written) is required; knowledge of another UN official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by 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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